Professional Documents
Culture Documents
We communicate to satisfy needs in both our work and non-work lives. We want to be
heard, to be appreciated, and to be wanted. We also want to accomplish tasks and to achieve
goals. The major purpose of communication is to help people feel good about themselves and
their friends, groups, and organizations.
We communicate through verbal and nonverbal messages. Verbal means "through the use
of words," either written or oral. Nonverbal means "without the use of words." We
constantly send nonverbal messages through body motions, appearance, aromas, clothing,
uniforms, facial expressions, jewelry, automobiles, and a variety of other symbols, signs, and
behaviors.
Information
source Transmit Channel Receiver Destination
DECODING FEEDBACK
As communicators, we must recognize that all human beings have certain needs at certain
times. These needs determine our behavior and the goals we set for ourselves. A successful
communicator speaks and writes with the receiver’s needs in mind at all time.
According to Abraham H. Maslow ( Motivation and Personality, 2nd ed., Harper & Row,
New York, 1970), a famous psychologist, most people will respond positively to messages that
will meet their particular needs at particular times. Maslow uses five classifications to describe
the hierarchy of human needs. These classifications are illustrated below:
Modern technology makes it possible to send oral and written messages around the world in
just a matter of seconds. Computers and electronic transmission systems have enabled business
and government to speed up and improve the communication process. As a result,
communicators today must be able to apply communication psychology as well as use communi-
cation technology to develop their oral and written messages.
Data, voice, and graphic networks supply the technology for rapid communication and
decision making. These networks are composed of computer-based systems that "talk" to each
other so that voices, images, and written data can be transmitted electronically, simultaneously,
and instantaneously.
We can effectively overcome many of these barriers if we try. The reward is quicker,
more accurate communication.
In our job, we may have occasion to communicate with people in other countries or from
other cultures. Whether we are buying, selling, consulting, or simply trying to obtain
information, we will need to get across ideas to an audience we are not used to dealing with.
Just as we need to understand the characteristics of our audience when we communicate with
others from our own country, we need to understand something about the culture, business
customs, and communication styles of foreign audiences.
2. If we talk too fast, slur our words, have an accent, or use slang, even a foreigner who seems
to speak impeccable English will have a hard time following us. An added problem is that
many English-speaking foreigners are too polite to let us know they haven’t understood.
3. Most countries, for example, use the metric system, unlike the system of measurement used
in the United States. And many countries use the day/month/year system for dating as
opposed to the U.S. system of month/day/year. A meeting arranged in one of these
countries on 7.5.95 is scheduled for May, not July.
4. Foreigners read English more easily than they understand spoken English. If we
communicate by phone, follow up with a confirmation in writing to guard against
5. Europeans, Africans, and Arabs in particular are put off by the straight-to-the-point style of
North American business communication. They prefer a more roundabout approach.
The French, for example, like to have time to digest information and ideas and tend to look
on a letter as only one in a series.
6. Whereas North Americans tend to say yes when they mean yes and no when they mean no,
that’s simply not the case in most other cultures. In Asian countries, for example, it is
considered impolite to say no, so Asians may answer affirmatively if only to mean “Yes, I
heard you.” (The Japanese have more than a dozen ways to avoid saying no.) Europeans,
on the other hand, may initially react negatively to any question, but they actually mean
“maybe” or “it depends.” In many countries, the answer we get is what the person thinks
we want to hear.
7. Gestures have different meanings in different places. In Yugoslavia, turning the head from
side to side means yes; in Japan, looking someone in the eye is considered judgmental or
hostile; and in Ghana, thumbs up is a rude gesture. To avoid giving offense, keep our
hands quiet.
8. The North American style of expressing emotions is considered impulsive and wild by
Asians but restrained and cold by Latin Americans. We need to be aware of how our
habits of emotional expression will affect people in a particular culture.
9. Many foreigners are offended by the North American penchant for jumping in to fill any
gaps in a conversation. Speakers in many cultures enjoy periods of silence and use them
to gather their thoughts. Be patient. Allow the person to formulate what he or she wants
to say, and try not to be “helpful” by putting words into the other person’s mouth.
10. Whenever possible, have our messages translated into the other person’s language. A
translated letter is more likely to be read sooner — and by the right person — than one in
English, and our message is more likely to be understood as intended. When choosing an
interpreter or translator, be sure to find someone who is familiar with both cultures and with
the terminology of our business.
Business letters reflect the competence and professionalism of the person sending it. The
quality of its contents and presentation is an advertisement for the company. Business letters
should always be neat and easy to read. The format should be attractive and uncluttered.
Business letters should always maintain a positive, courteous tone. The goal is to earn the
goodwill of the person reading the letter.
Business letters will vary in format and content depending upon their purpose. The tone
can be formal or informal depending on the occasion. A business letter may be an invitation for
a golfing date to a friend or an application for employment to a large, impersonal corporation.
Be sure to strike an appropriate tone.
Business letters can generally be broken down into three parts. A brief introductory
paragraph states the reason for the letter, setting a courteous stone. The body of the letter,
consisting of one or more paragraphs, develops the major point with ample supporting detail.
The conclusion should be short, thanking the reader for his or her attention and suggesting possi-
bilities for further action. If the message is very brief — a congratulatory note or confirmation
of a meeting — these points may be condensed into a paragraph or two.
Before sending the letter, be sure to proofread it carefully. If using a word processor, we
may wish to check spelling with the computerized dictionary. Proofreading should be done
slowly, letter by letter. Several readings are often necessary to catch all potential problems.
COMPANY LETTERHEAD
1 Street address
City, State ZIP
(2-6 spaces)
2 Month day, Year
(3-8 spaces)
Addressee, Title
3 Street address
City, State ZIP
(2 spaces)
4 ATTENTION LINE
(3 spaces)
5 Dear addressee:
(2 spaces)
6 Subject: Typing instructions
(2 spaces)
7 The text of a business letter is single-spaced with double spacing between paragraphs.
8 The left and right margins should be set as follows: two inches for short letters; one
and a half inches for medium-length letters; one inch for long letters.
9 The bottom margin should be at least one and a half inches or six lines.
(2 spaces)
Complimentary close,
10
(4-6 spaces for signature)
11 Initials
(1-2 spaces)
12 Enclosures (if any)
13 cc (if any)
Street
City, State ZIP
Do not use abbreviations for the street or city; the U.S. Postal Service two-letter state
abbreviations may be used.
Dateline (2)
The date is typed at least three lines below the letterhead either on the left margin or on the
right margin, depending on letter style. If the letter is brief, leave more spaces under the letter-
head to give the letter a balanced appearance. If the stationery lacks a letterhead, type the date
under the city and state of the writer’s address.
Mail Notation
If the letter has been sent by express mail, special delivery, certified or registered mail, a
notation may be printed in capitals on the left margin. It may appear at the top of the letter two
lines below the date or at the bottom of the letter two lines below the final typed line. Mail
notations often are typed only on carbon copies. For example:
(near the top of the letter)
123, Chunshan Road, Sec. 2
Taipei 113, Taiwan, ROC
September 14, 1998
CERTIFIED MAIL
Mr. Johnhan Hsieh
4F, 3, Alley 10, Lane 304
Anlok Road, Yungho
Taipei County 234, Taiwan
R.O.C.
(near the bottom of the letter)
Yours truly,
Samuel Hsieh
Associate Professor
EJ/hw
Person or company
Street address
City, State ZIP
Use Mr., Mrs., Ms., or Dr., before the receiver’s name and, if it is short, the person’s
position in the company:
For ministers, medical doctors, and professionals who hold doctoral degrees, use either Dr.
or Doctor before the name, or put the degree after the name:
Avoid using abbreviations in the street, city, and state address except for official Postal
Service codes.
Salutation (5)
The salutation is the greeting to the reader of the letter. Use the name and title of the
person listed in the inside address.
Salutations establish a relationship between the reader and the writer that can be either
formal or informal. If you know the reader well and desire a casual tone, use an informal salu-
tation. Official business correspondence usually requires a formal greeting, though the current
trend is to be more informal. To be very formal, omit the personal dear.
Use either the first name or the last name of the addressee in a salutation, not both. If you
do not know whether a woman is a Miss or Mrs. Use Ms. If you are unsure whether the person
is a man or a woman you may use first and last names:
Some companies prefer to use the Latin word re (thing) in place of subject:
The subject line is located two spaces directly under the salutation:
Introduction (7)
The opening of a business letter should state the writer’s purpose and set the tone for the
letter. It should capture the reader’s attention and establish a link between writer and reader.
The opening should also be brief. Two or three lines are sufficient.
Body (8)
The body of a business letter contains one or more paragraphs that provide detailed
supporting facts or further explanation. These points should be developed logically,
step-by-step and as clearly as possible. Include all necessary information — but no more —
and maintain a positive tone.
Informal Sincerely,
Sincerely yours,
Cordially,
Cordially yours,
Only the first word in a complimentary close is capitalized. A comma follows the last
word. The writer’s name should be typed under the complimentary close, leaving three to five
spaces for the signature.
The title of the writer may be added after the name — if the title is short. Separate the
name and title by a comma or a hyphen.
Simon Hsieh, Chairman
You may also list the writer’s title after the name and then type the division or department
under it.
Jimmy Chen, Director
Department of Engineering
To emphasize that the company, rather than the signer, is responsible for the letter, the
company’s name may appear two lines under the complimentary close. The writer’s name is
typed four lines beneath that:
Yours truly,
Herzer Co., Ltd.
Alex Wu, Vice-president
LBR/as LBR:as
LBR/AS LBR:AS
Enclosures (12)
If other materials are included with the letter, add an enclosure notation on the left margin
two lines below the identification initials or the signature block. The notation may be written
out or abbreviated.
Enclosure Enc. Encl.
After the enclosure note, you may list the number of items that are included:
Encls. 2 Enclosures—2 Enclosures (2) Encs.2
If you include more than one enclosure or if the enclosures are important, list them by
name:
Enclosures: Copyright Form Encls.: Check
Letter of Credit Catalogue
Contract Order Form
Copies
If copies are sent to other persons, a carbon copy notation is added two lines below the
identification initials or enclosure notation, whichever is last. Several styles are acceptable:
cc
cc:
CC
CC:
Copies to
You may list the initials, names, or names and addresses of those who receive copies.
cc Dr. Jeremy Nord
Mr. Gus Spelman
Ms. Haley Saunders
Cc: JN
GS
HS
Copies to Dr. Jeremy Nord
213 Knightsbridge Way
Asheville, NC 00000
Postscripts
In business letters a postscript is used only to emphasize an important point, not to include
information that was left out of the letter. In sales letters a postscript may be used to highlight a
final selling point. Use one of the following abbreviations:
P.S. PS. PS: PS-
Postscripts are single-spaced two lines below the last notation.
Ex.: P.S. If you order within ten days, I am authorized to offer a 10 percent discount.
Multi-page letter
If possible, try to fit the contents of your letter onto one page; a one-page letter is easier to
read and to handle than a multi-page letter. If the second page is only three or four line long,
try to include the information on the first page. With the possible exception of sales letters
(unsolicited advertising especially), do not use the back of the page.
Do not use letterhead stationery for additional pages, but use paper of the same quality as
the first page. Six spaces from the top of the second page, starting on the left-hand margin, type
a heading to identify the letter.
(1) Herzer Co., Ltd. -2- August 25, 1999
(2) Herzer Co., Ltd.
Page 2
August 25, 1999
Paper
Business letters should be written on high-quality paper. Banks and law offices usually
specify 100 percent rag paper. A bond paper with a watermark is suitable for business use.
For most business letters choose a 20-pound weight, white bond paper. Twenty-four weight
may be used for important letters. For copies and overseas airmail, six- to 13-pound weight is
sufficient; these papers are known as "tissue" or "onionskin."
Use Size
General business correspondence 81/2" x 11"
81/2" x 101/2"
To create a professional impression, choose the letter format from among the four conven-
tional business styles.
3. Semi-block 半齊頭式
COMPANY LETTERHEAD
Street
City, State ZIP
Month day, year
Addressee, Title
Company
Street address
City, State ZIP
ATTENTION NAME
Dear Addressee
The full block style is easy to read. The date, inside address, salutation, paragraphs
and signature are all type flush on the left margin.
The full block letter may use open or standard (mixed) punctuation. This letter uses
the open pattern. Note that no punctuation follows the salutation or the compli-
mentary close. For ease of reading all punctuation is kept to a minimum. Since
this is a letter of medium length, the margins are one and a half inches on all sides.
Extra blank lines are left between the dateline, inside address, and attention line to
center the text on the page. The number of blank lines may vary between two to six
lines depending on the length of the letter.
This letter also contains a complimentary close two lines under the final line of text.
At least four lines are left for the signature. The secretary’s initials and other
endnotes follow two lines below the signature block.
Complimentary close
(signature)
Signer’s name
Title
Initials
Enclosure
COMPANY LETTERHEAD
Street
City, State ZIP
Addressee, Title
Company
Street address
City, State ZIP
ATTENTION NAME
The modified block style is a variation of block style. The chief difference is that
the date is typed flush on the right margin and the complimentary close and signature
block are also aligned on the right side of the page. The inside address, salutation,
paragraph blocks, and end notation are typed flush on the left margin.
The modified block letter uses mixed punctuation. Thus, a colon appears at the end
of the addressee’s name in the salutation, and a comma is used after the complimen-
tary close.
Spacing is also designed to give the letter a balanced look on the page. The secre-
tary’s initials appear two lines under the signature, followed by an enclosure note.
Complimentary close,
(signature)
Initials
Enclosure
COMPANY LETTERHEAD
Street
City, State ZIP
Addressee, Title.
Company.
Street address,
City, State ZIP.
ATTENTION NAME.
Dear Addressee,
Do you like your paragraphs indented? If so, use the semi-block format.
Complimentary close,
(signature)
Signer’s name.
Title.
Initials.
Enclosure.
COMPANY LETTERHEAD
Street
City, State ZIP
Addressee, Title
Company
Street address
City, State ZIP
SUBJECT LINE
The simplified letter is another variation of block form. It was devised by the
Administrative Management Society to simplify work for secretaries and to save
time for readers. It uses open punctuation.
The simplified letter is typed in block format: dateline, inside address, paragraphs,
signature block, and end notations are all typed flush on the left margin. A saluta-
tion and complimentary close are eliminated, and a subject line is separated by three
blank lines from both the inside address and opening paragraph.
This letter is centered on the page. Since it is of medium length, three blank lines
are left between the letterhead and dateline. The same space was left above the
inside address. The signer’s name and title appear in capitals. Endnotes follow
block style form.
(signature)
Ini.
Encl.
Open Punctuation
Open punctuation is required for letters in simplified style; it is optional for block style.
Salutations and complimentary closes may be eliminated, but if used, no punctuation follows.
The comma is retained between the day and year in the dateline and between the city and state in
addresses, but no punctuation appears at the end of the lines.
Closed Punctuation
Closed punctuation is still used in Europe. Commas are placed at the end of each line in
the address — except for the last, which ends with a period. A period also follows the dateline.
A colon follows the salutation, and commas are placed at the end of each line of the compli-
mentary close, signature block, and notations. A period is placed at the end of the signature
block and notations.
Wordiness 冗長的字串; 多言
Wordiness involves the use of "dead " words, which do not contribute to the meaning of a
sentence. Certain commonly used phrases are wordy and should be reduced or omitted. For
example:
Wordy : Due to the fact that the merchandise was damaged, we are withholding payment.
Better: Because the merchandise was damaged, we are withholding payment.
Redundancy is a form of wordiness. Redundant words repeat rather than develop the point.
To describe something as "brown in color" is redundant since brown implies color. For
example:
Redundant: Chen Mills is the one and only source of the fabric.
Better: Chen Mills is the only source of the fabric.
Jargon occurs when the writer uses excessively technical words — often very long ones —
when simpler, shorter words would be more effective. Be wary of words that end in -ize, -tion,
or -ity. Though writers of jargon try to demonstrate that they are authorities, they more often
confuse the reader. For example:
Jargon: An enhanced commitment to a public relations effort remains a viable option for
the firm.
Better: We may also wish to improve our public relations.
Acknowledge receipt of
Answer affirmatively, negatively
Expend maximum effort
Feedback
Impact a problem
Implement a decision
Input
Interface
Proactive
Remunerate
Clichés are expressions that have lost their meaning through overuse. Rather than request
a "100-percent effort," ask for "hard work." For example:
Allow me to
Along these lines
Do our utmost
Down but not out
Facts of life
For your information
Keep abreast
Last but not least
Latest developments
Meet the eye
Nip in the bud
100-percent effort
Over the hill
Pave the way
Sell like hot cakes
Short and sweet
Slow but sure
To be perfectly honest
Touch all bases
Vicious circle
Work like a dog
Import Trade
(1) Inquiry, Request for Sample → (2) Asking for Offer → (3) Counter Offer →
(7) Opening an L/C → (8) Applying Import License → (9) L/C Advice →
一、 徵信調查內容 (4C)
二、 貿易條件
2. Incoterms 1993
4. QUALITY 品質條件
(1) 品質確定之依據
Sample the same as the sample. Quality is to be similar to the sample.
Grade 高級 first class, best, superior
中級 second class, average, common
劣級 third class, bad, poor, low
Catalogue, Description, Specification, Brochure, Plan, Photo
Standard
(2) 品質確定之時間地點
shipping quality final; loading quality final; discharged quality final;
landed quality final
(3) 品質證明
* Maker’s (Manufacturer’s) quality certificate shall be final.
* Quality certificate issued by the government inspection agency shall be final.
* Quality certificate issued by an independent public surveyor at loading port to
be final.
* Discharged quality determined by an independent international surveyor shall
be final.
5. QUANTITY 數量條件
(1) NUMBER Piece [PC], Pieces [pcs], Set, Pair [Pr], Dozen [Dz., Doz.],
Bundle, Ingot, Grain, Cross [G] 十二打叫一籮, Ream, Roll,
Reel, Coil, Sheet [Sht], Plate
(2) LENGTH Meter {1m = 100 cm = 39.37 In = 3.28 ft. = 1.09 yd.}
Foot {1 ft = 12 in}, Yard {1 yd = 3 ft = 91.4 cm}
(4) VOLUME Cubic meter (CBM 立方公尺), Cubic foot, Cubic Yard
(體積) Measurement ton {1 CBM = 35.315 Cu. ft.} 運費之體積噸
6. PACKING 包裝條件
7. PAYMENT 付款條件
D/A 承兌交單
* Payment by 90 days date bill, document against acceptance.
* Payment by draft payable 60 days after on board date of B/L,
document against acceptance.
8. PRICE 價格條件
* The price is net price, without any commission.
* Price including commission (calculated) 3% on FOB basis.
* The seller reserves the right to adjust its quoted prices at any time and price will
probably be adjusted if there is any change in the present relationship between
the New Taiwan Dollar and the currency of the importing country.
* Our quotation are based on contract ocean freight rate and insurance rates, any
increase in rate or any surcharge between the date of acceptance of the order and
the date of shipment will be for buyer’s account.
9. SHIPMENT 裝運條件
(1) 即期交貨 Immediate shipment, Prompt shipment, Shipment as soon as
possible, Ready shipment, Shipment by first available steamer,
Shipment by first opportunity.
三、報價單
2. 報價
(5) Counter offer 還價; 相對報價 (包含 Price, Terms, and Conditions)
1. BASIS
All business shall be transacted between the Buyer and the Seller on Principals to
Principals basis.
2. QUANTITY
Quantity set forth on face hereof is subject to a variation of five percent (5%) plus or
minus.
3. SHIPMENT
Date of Bill of Lading shall be accepted as a conclusive date of shipment. Partial ship-
ments and transshipment shall be permitted unless otherwise stated on face hereof. The
Seller shall not be responsible for non-shipment or late shipment of the contracted goods
due to causes beyond the Seller’s control and causes due to failure of the Buyer provide in
time the relative letter of credit or other instructions requested by the Seller.
4. EXCHANGE RISKS
The quoted price/s of foreign currency is/are based on the prevailing official exchange rate
in Taiwan between the said foreign currency and the New Taiwan Dollar. Any devalua-
tion of the foreign currency to the New Taiwan Dollar at the time of negotiating draft(s)
shall be for the Buyer’s risks and account.
6. INSPECTION
Unless otherwise instructed by the Buyer, export inspection by Chinese Authorities, Manu-
facturers or the Seller is to be considered as final. When the Buyer requires special
inspection by appointment, the Buyer must inform the Seller of such name of inspector at
the time of contract and such inspection fees shall be borne by the Buyer.
7. CARRYING BOAT
As a general rule, the Buyer shall not appoint any steamship company or steamer for ship-
ment. But in the case of such appointment, the Seller shall not be responsible for late
shipment due to delay or cancellation of such carrying boat. Further, the Buyer shall agree
to the Seller’s requests, such as amendment of Letter of Credit, and any other procedure for
fulfillment of such shipment.
8. PAYMENT
Payment shall be made by any of the following means:
(a) Telegraphic Transfer (T/T) or Mail Transfer (M/T).
(b) Check (Payment shall not be deemed received unless the amount of the check has been
collected.).
(c) A prime banker’s irrevocable and transferable letter of credit in favor of the Seller,
available by draft at sight for 100% invoice value. The terms and conditions of the
letter of credit shall be acceptable to the Seller. In case the letter of credit is not
acceptable to the Seller, the Buyer shall amend the L/C accordingly upon the request
of the Seller. The Buyer shall not be deemed fulfilled and complied with the payment
items unless such amendment has been received and accepted by the Seller.
9. CLAIMS
In the event of any claim arising in respect of any shipment, notice of intention to claim
should be given in writing to the Seller promptly after arrival of the goods at the port of
discharge and opportunity must be given to the Seller for investigation. Failing to give
such prior written notification and opportunity of investigation within twenty-one (21) days
after the arrival of the carrying vessel at the port of discharge, no claim shall be entertained.
In any event, the Seller shall not be responsible for damages that may result from the use of
goods or for consequential or special damages, or for any amount in excess of the invoice
value of the defective goods.
11. ARBITRATION
All disputes, controversies, or differences which may arise between the parties, out of or in
relation to or in connection with this contract, or for the breach thereof, shall be finally
settled by arbitration in Taipei, Taiwan, Republic of China in accordance with the
Com-mercial Arbitration Act of the Republic of China and under the laws of the Republic of
China. The award rendered by arbitrator(s) of the Commercial Arbitration Association of
the Republic of China shall be final and binding upon both parties concerned.
四、 海上貨物運輸
1. 型態
(1) 定期航線 (Liner) Conventional Vessel
Container Vessel (C/V), or Container Ship (C/S)
(2) 不定期航線 (Tramp) Bulk carrier 散裝船
營運方式 (a) Voyage Charter 航次傭船
(b) Time Charter 計時傭船
(c) Bareboat Charter 光船租賃
2. 貨櫃化運輸
(1) 船隻 Semi-container Ship
Full-container Ship (Lift on/Lift off, Roll on/ Roll off)
Lighter Aboard Ship(LASH) 子母船
(2) 貨櫃 Container
種類
Dry Cargo Container, Ventilated Container, Open-top
Container, Flat Bed Container, Car Container, Refrigerated
Enclosed Container, Insulated and Ventilated Enclosed Container,
Fluid Tank Container, Live-Stock Container, Bulk Container,
Side-loading Container, Collapsible Container
型態
整櫃裝運 C.Y. (Container Yard) 歐洲稱為
F.C.L. (Full Container Load)
4. 專有名詞
(1) Local 貨物 輸往美加洛磯山以西各州之貨物,稱之。
船公司僅負責至西岸卸貨港,餘由買主擔。
O.C.P.貨物 輸往美加洛磯山以東各州之貨物,稱之。
船公司僅負責至卸貨港,餘由買主擔。
* San Francisco O.C.P / O.C.P. Via San Francisco
O.C.P. (Overland Common Points) 陸路共通地點
(2) Mini-Land Bridge 迷你路橋,貨櫃至西岸港口,經由火車運送至目的地
(3) Micro Bridge 微橋
(4) Land Bridge 陸橋:北美洲大陸、蘇俄歐亞大陸 (兩大洋之運輸)
(5) Freighter Forwarder (F/F) 貨運承攬業
(6) N.V.O.C.C. (Non-Vessel Operating Common Carrier) 船務代理公司
(7) C.T.O. (Combined Transport Organization) 複合運送業
(8) Inland Haulage Cost 貨櫃內陸運送費用
1. 危險的種類
War Risk (W.R.), Strikes, Riots & Civil Commotion (SR & C.C.),
Theft, Pilferage and Non-Delivery (T.P.N.D.),
Rain, and Fresh Water Damage (R.F.W.D.),
Breakage, Leakage, Hook Hole, Oil and/or Grease damage, Contamination
with other cargoes, Sweat damage, Bending, Denting, Nail damage,
Acid damage, Mildew & Mold, Rat damage, Vermin damage, Explosion,
Spontaneous combustion damage
3. 新保險條款
基本險
(1) Institute Cargo Clauses (A) 協會貨物保險條款 (A) (≒All Risks)
(2) Institute Cargo Clauses (B) 協會貨物保險條款 (B) (≒WA)
(3) Institute Cargo Clauses (C) 協會貨物保險條款 (C) (≒FPA)
附加險
(4) Institute War Clauses (Cargo) ( = Institute War Clauses) 兵險條款
(5) Institute Strikes Clauses (Cargo) ( = Institute Strikes Riots and Civil
Commotion Clauses) 罷工險條款
4. Open Policy 流動保單 / 開口保單
保險當事人(被保險人)預先約定總保險金額,每批貨出口時,從中扣除,直
到用 完為止,保險單即告失效。
5. 破損證明文件
Short-landing Certificate 短卸證明
Damage Report 事故證明書
Exception List 異常報告單
Tally Sheet 船方卸貨時之理貨記錄單
Delivery Receipt / Cargo Boat Note 船方交貨收據
Inward Survey Report 進倉記錄
Outward Survey Report 出倉記錄
Delivery Note 送貨單
1. 關係人
(1) 開狀銀行 Opening bank, Issuing bank, Establish bank, Grantor
(2) 通知銀行 Advising bank, Notifying bank, Transmitting bank
(3) 押匯銀行 Negotiating bank
(4) 保兌銀行 Confirming bank
(5) 付款銀行 Paying bank, Drawee bank
(6) 清算銀行 Reimbursement bank, Clearing bank
2. 種類
(1) 可撤銷信用狀 Revocable L/C
不可撤銷信用狀 Irrevocable L/C
(2) 保兌信用狀 Confirmed L/C
* We confirm the credit and thereby undertake that all drafts drawn, and
presented as above specified will be duly honored by us.
非保兌信用狀 Non-confirmed L/C
(3) 跟單信用狀 Documentary L/C
光票信用狀 Clean L/C
(4) 循環信用狀 Revolving L/C, Renewable L/C,
Continuing L/C
* The amount of drawing made under this credit become automatically
reinstated on payment by us.
非循環信用狀 Non-revolving L/C
(5) 即期信用狀 Sight L/C
遠期信用狀 Usance L/C
(6) 直接信用狀 Straight L/C
押匯(讓購)信用狀 Negotiation (Negotiable) L/C
(7) 原始信用狀 Original L/C, Master L/C
國內信用狀 Back to Back L/C, Domestic L/C
(8) 有追索權信用狀 With Recourse L/C
無追索權信用狀 Without Recourse L/C
(9) 擔保(備付)(履約保證)信用狀 Stand-by L/C
(10) 紅條款信用狀 Red Clause Credit
(11) 延期付款信用狀 Deferred payment L/C
(12) 委託購買證 Authority to purchase (A/P)
(13) 支付受權書信用狀 Authority to pay
3. 出口押匯文件
(1) 出口押匯總質權書 Letter of Hypothecation
出口押匯約定書 General Letter of Hypothecation and Assurance
(2) 匯票 Bill of Exchange, Draft
(3) 商業發票 Commercial Invoice
(4) 包裝單或重量單 Packing/Weight List
(5) 提單 Bill of Lading
空運提單 Air Waybill
(6) 保險單 Insurance Policy
七、 貿易糾紛與索賠 CLAIM
1. 範圍 損害賠償 Indemnity
撫慰金 Money of Consolation
賠款 Compensation
違約金 Penalty
退貨 Rejection of goods
拒收 Refuse to receive
抱怨 Complaint
紛爭 Trouble
糾葛 Dispute
2. 種類
(1) 貿易索賠 Trade Claim
(2) 運輸索賠 Transportation Claim
(3) 保險索賠 Insurance Claim
3. 解決方法
(1) 和解 Direct negotiation
(2) 調解 Reconciliation
(3) 仲裁 Arbitration
(4) 訴訟 Litigation, Law Suit
Thinking about our purpose is important because it helps us decide whether to put time and
effort into communicating. Frankly, many business documents shouldn't be created at all.
They serve no practical purpose, apart from giving the creator a chance to show off. So when
we’re tempted to send a message, pause to ask ourselves, "Is this really necessary? Will it
make a difference? If we suspect that our ideas will have very little impact, hold off. Wait
until we have a more practical purpose.
In addition to preventing pointless messages, thinking about our purpose will help us
respond to the needs of our audience. We want to be certain that our purpose in creating a
message is compatible with the audience’s purpose in considering it. Even when we initiate the
message ourselves, we still need to consider the audience’s motives. Why will they pay
attention to the material? What do they hope to gain? Are their expectations compatible with
our own? If not, both the audience and we will fail to get what we want.
Establishing a clear purpose will also help us focus the message. When we know our
purpose, the answer becomes clear. We include only the information that is necessary to
accomplish our objective. Everything else is irrelevant and should be eliminated.
When we know people well, we can predict their reactions fairly accurately. On the other
hand, if our audience is a group of strangers, we have to do some investigating and use common
sense to anticipate their reactions.
Large audiences behave differently from small ones and require different communication
techniques. Size and diversity often go hand in hand. The larger the audience, the more
diverse their backgrounds and interests are likely to be. People with different education, status,
and attitudes are likely to react differently to the same message, so we must look for the common
denominators that tie the group together. At the same time, we often have to respond to the
particular concerns of individuals. The head of marketing needs different facts about a subject
than the head of production or finance needs. As we compose the message, keep these differ-
ences in mind. Include a variety of evidence that touches on everyone's area of interest.
When several people will be receiving our message, try to identify those who are most
important to our purpose. Ordinarily, those with the most organizational status are the key
people, but occasionally someone will surprise us. A person in a relatively low position may
have power in one or two particular areas.
Our approach to organizing our message should depend on our audience’s probable reaction.
If we expect a favorable response with very little criticism or debate, we can be straightforward
about stating our conclusions and recommendations. On the other hand, when we face a
skeptical audience, we may have to introduce our conclusions and recommendations more
gradually and provide more proof. In addition to considering the audience’s general reaction,
try to anticipate how key decision-makers will respond to specific points. From past experience,
we may know that the boss is especially concerned about certain issues: profits, market share,
sales growth, or whatever.
Reports and proposals also tend to be more formal than letters and memos. But in reports
and proposals, as in all forms of business communication, organization, style, and tone depend
on the message’s purpose, on the relationship between writer and reader, on the traditions of the
organization.
Many in our audience have very little time to devote to our message. They will review it
under difficult circumstances with many interruptions, and they are likely to give it a low priority.
Try to be brief. Generally speaking, a 5-minute talk is easier to follow than a 30-minute
presentation; a two-paragraph letter is more manageable than one that’s two pages long, and a
two-page memo is more likely to be read than a ten-page report.
If our written message has to be long, make it easy for the reader to follow, so that she or he
can pick it up and put it down several times without losing the thread of what you’re saying. If
we’re delivering our message orally, be sure to give listeners an overview of the message’s
structure and then express our thoughts clearly and logically. We might also use flip charts,
slides, or handouts to help listeners understand and remember key points.
In general, the smaller the audience, the more interaction among the members. If our
purpose involves reaching a decision or solving a problem, we should select an oral medium
geared toward a small audience. The program should be relatively informal and unstructured so
ideas can flow freely.
Unit 7 Inquiry
4.7.1 METHOD OF INQUIRY
An inquiry can be made by telephone, telegram (cable), telex, fax, or postcard. If we use a
postcard, it is not necessary to begin with a salutation or end with a complimentary close. The
address, the date, and reference are sufficient.
If we need to give more information about ourselves or ask the supplier for more
information, we will need to write a letter. The contents of this will depend on three things:
how well we know our supplier; whether our supplier is at home or abroad; and the type of
goods we are enquiring about — there is a difference between asking IBM about the cost of
installing a complex computer and asking a publisher how much a book would cost.
We do not need to be an expert to write a simple letter of inquiry: a request for a price-list
or catalogue can be made in a single sentence — even on a post-card. When goods of certain
specification are required, many firms use a printed Inquiry form, thus eliminating a letter.
There is no need to seek careful words and phrases to catch the reader’s eye. We are a
prospective buyer, we say what interests us as simply as possible, and that in all the receiver of
our inquiry wishes to know.
A request for a quotation of price and terms may take a little longer and should be clear and
exact; but here again, there is no need for long, over-polite phrases and still less for humbleness.
"We beg you to send us your quotation …" sounds ridiculous and is insincere: in fact you should
expel the word "beg" from your commercial vocabulary — it belongs to a little group of
misapplied words that have no place in modern commercial correspondence.
A "first" inquiry, that is, an inquiry sent to a supplier with whom we have not yet done
business, should begin by telling the supplier how we obtained his name. Some details of our
own business, such as the kind of goods handled, quantities needed, usual terms of trading, and
It is a little different when the object of our inquiry is to get a special price for regular
orders, or to obtain selling rights in our country or district. Here, although we are the customer,
we are asking for concessions, and this puts us in the position of having to "sell" our proposal to
the supplier. Our letter will therefore have to be a sales letter, and accordingly attractive to the
supplier. Our letter must now give some idea of the extent or the size of future orders we can
place; or in the case of territorial concession, reasons for our optimism.
In enquiries to foreign suppliers, state clearly what we want and ask for prices, discounts
and terms of payment; if asking for a quotation, make it clear if insurance and delivery is to be
included. It is also important to ask about the length of time required for delivery.
Date
Sanders & Lowe Ltd.
54 Bakers Road
Liverpool L3 9HW
England
Dear Sirs,
We learn from the British Embassy that you are producing for export
hand-made shoes and gloves in pure hide and other natural materials.
There is a steady demand here for high-class goods of this type, especially in
the brighter colors. Sales are not high, but a good price can be obtained for
fashionable designs.
Will you please send us your catalogue and full details of your export prices
and terms of payment, together with any samples you can let us have.
We look forward to hearing from you.
Yours faithfully,
Samuel Hsieh
Date
Sales Manager
Glaston Pottences Ltd.
Clayfield
Burnley BB10 1RQ
We are writing to you on behalf of our principals in Canada who are interested in
importing chinaware from England.
Could you send us your latest catalogue and price-list, quoting your most
competitive prices?
Our principals are a large chain store in North America and will probably place sub-
stantial orders if the quality and prices of your products are suitable.
Yours faithfully,
L. W. Lowe (Mrs.)
Date
Dear Sirs
Electronic Supplies
We have been given your name by the Hong Kong Trade Commissioner in London
and would appreciate it if you would send us details of the personal computers,
computer printers and electronic notebooks that you are able to supply together with
your current price-list.
We also trust you will agree to allow us attractive discount facilities on the orders
we hope to place. Please also inform us of your terms of trade and the duration
you normally take to ship orders.
Yours faithfully
for Universal Electronic Plc.
S. Johnson
Date
The Manager
Welsh Co-operative Bank
Seaway House
Glendower Road
Swansea
Glamorgan 8RN 1TA
Dear Sir,
Your name has been given us a reference by the Starlight Company, which have
proposed to enter into business relations with us.
We should be obliged if you would be kind enough to tell us their credit rating,
capital, capacity, and reliability.
We assure you that any information, which you may give us, will be kept in
strict confidence and without any responsibility on your part.
Moreover, any expenses connected with this inquiry will be paid in full by us
upon the receipt of your bill.
Faithfully yours,
J. Smith
Sales Manager
cm
The reply of a seller to the inquiry of a buyer with whom he does regular business does not
need to be more than polite and direct. The required information is given simply and clearly,
and nothing more is necessary. This applies to the commodity market in particular — i.e., raw
materials, foodstuffs — and to correspondence concerning consumer goods.
Opening Lines
Dear Sirs,
With reference to your inquiry of May 13th, we confirm that we can supply the
cloth in question at 25p. per yard.
Delivery can be made ex-stock and your order dispatched within 24 hours.
Many thanks for your inquiry: we look forward to receiving your order in the
near future.
Yours faithfully,
(signature)
ed
Our Ref.:H/f150
Your Ref.: SR/1
Date
A. B. White & Co., Ltd.
567 Queen Street
London, E.C.4
Dear Sirs,
We thank you for your inquiry dated January 31st, and confirm our telephone
conversation today, in which we informed you that we can deliver a part of the
goods required from stock, in accordance with the enclosed detailed offer. For the
balance we should require at least 3 weeks from the date of receiving your confir-
mation that this delivery is acceptable.
We hope your customers will find our terms and delivery dates acceptable, and
we can assure you that you may count on our full co-operation in the matter.
Yours truly,
(signature)
Managing director
2. Firm Offer
Free Offer
3. Counter Offer
Company Name
Address
City, State Zip
Date
OFFER SHEET
We have the pleasure to submit you the following offer under the terms and condi-
tions set forth below:
Yours sincerely,
Company Name
Address
City, State Zip
Date
Thank you for your letter of September 2nd, offering 1,000 dozen of silk hand-
kerchief at US$ 12.00 per dozen.
However, we regret to inform you that we are not in a position to accept your offer
on these terms. We are obtaining the same quality through another channel at a
price 10% less than you quoted us. In case you can reduce the price to US$ 10.00
per dozen, it is possible for us to place an order for considerable quantity of this
article.
Yours truly
(signature)
Sales Manager
cm
The buyer is able to write without such careful choice of language and is therefore brief and
"to the point", but the modern tendency towards an easier and more natural style in writing is
also noticeable here. This may be due to the influence of the years of shortage of goods and
materials, or perhaps we all realize today that courtesy costs nothing and that a friendly attitude
often wins a similar response, all of which can only help trade and improve trade relations.
First of all, accuracy is essential in the placing of an order. An error in quoting a cata-
logue number, or a mistyped figure in the quantity column can cause trouble which it may be
impossible to put right later. We may say that that is very elementary. It is, but such errors
are known to occur; a double check is the only prudent course — and at all stages.
The clarity is needed. The buyer must make clear to the seller exactly what he wants.
Most firms will agree that there is much room for improvement here. In the export business
there are also other things needed besides an accurate description of the goods. For example,
method of transport, packing, delivery and insurance; possible method of payment, if this has not
been settled already. Then the buyer may require some special documents for his own use or to
satisfy import regulations, etc. These must be asked for — the exporter cannot always know
what the buyer requires in this respect. Large firms will most probably use an export
order-form for ordering; the special requirements are printed on this form, and possibly also
details of their terms and conditions of purchase.
Some of the details that may need mention on an export order are:
1. Quality Clear reference to catalogue or list number; grade or class, for new materials
or natural produce; colour, pattern, model or finish, for manufactured goods; and
whether goods are to be inspected before shipment, or on arrival at the inward port.
2. Quantity Clear statement of the number, weight, length, etc., for each item ordered;
higher and lower limit, if total quantity not definite.
3. Alternative Alternative goods acceptable, if exact goods required not available.
Packing Advise our supplier how we want the goods packed. Note, in the first example,
that crates are often marked with a sign — a diamond, a target, a square, a lion, etc. — that
can be recognized by the supplier and customer.
z Each piece of crockery is to be individually wrapped in thick paper, packed in straw,
and shipped in wooden crates marked ◇ and numbered 1 to 6.
z The machines must be well greased with all movable parts secured before being loaded
into crates, which must be marked.
Covering letter
Please find enclosed our order, N0. DR4316, for men’s and boys’ sweaters in
assorted sizes, colours, and designs.
We have decided to accept the 15% trade discount you offered and terms of payment
viz. Documents against payment, but would like these terms reviewed in the near
future.
Would you please send the shipping documents and your sight draft to Northminster
Bank (City Branch), Deal Street, Birmingham B3 1SQ.
If you do not have any of the listed items in stock, please do not send substitutes in
their place.
We would appreciate delivery within the next six weeks, and look forward to hearing
your acknowledgement.
Yours sincerely
(signature)
Chief buyer
Enc. Order form No. DR4316
Company Name
Address
City, State Zip
Mr. D. Causio
Satex S.p.A
Via di Pietra Papa
00146 Rome
ITALY
Authorized _________________
More satisfactory is a letter in which the acknowledgement takes the form of a repetition of
the order. This serves as a check on the accuracy of the description of the goods ordered and
turns the order into a firm contract.
In all other cases, a polite letter of acknowledgement is obviously good policy. The seller
started by expressing his intention of serving his customer when he made his first offer; it is only
common sense to show his pleasure in being now entrusted with the business.
This need not take long, but the letter should refer to the actual goods ordered and the terms
agreed; it should close with an assurance that the order will be carefully attended to and
promptly delivered. Of course, the seller will only do this if he is as good as his word. A
promise made must be kept, if he wants to hold his customer.
All these items are in stock, and we can guarantee delivery to your Washington
warehouse well before October 2. As requested, we will advise you of date of
dispatch.
Sincerely yours
(signature)
Satex S.p.A.
Via di Pietra Papa, 00146 Roma
Thank you for your order (No. DR4316) which we are now making up.
We have all the items in stock and will be advising you in the near future.
Yours sincerely
(signature)
D. Causio
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation):
You asked us to advise you when the goods ordered on your indent No.35 of
January 25 were ready for dispatch.
We now have the pleasure of confirming that your order is completed and
awaits collection at our works. The consignment consists of 5 crates, weight 3
cwt. each.
Transport, insurance and freight are being arranged by our forwarding agent, Fa.
Lederer Gear., Hamburg, on whom you may rely on export handling and early
shipment.
We appreciate the confidence you have placed in us and assure you that our aim
is to serve you well.
Yours faithfully,
(signature)
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation):
The recent strike of transport workers here has caused delay in the despatch of a
number of our Export Orders, and we regret that yours, too, is temporarily held up.
Your order was despatched from here 2 days ahead of the guaranteed time, and
we find on inquiry that the goods are actually in London awaiting shipment. We
are making private arrangements for their transport to the docks and should be able
to get them on the next steamer, which sails on October 3rd.
We apologize for this unfortunate delay and are doing our utmost to get your
order away.
Yours faithfully,
(signature)
si
There are a number of reasons for a firm refusing an order, and some of the most common
are given below. Whatever our reason, we must be polite: the words ‘reject’ and ‘refuse’ have
a negative tone to them, therefore it is better to use ‘decline’ or ‘turn down’ instead.
Out of stock We may be out of stock of the product ordered, or indeed, we may no longer
make it. Note that, in either case, we have an opportunity to sell an alternative product, but
remember not to criticize the product we can no longer supply.
Bad reputation The customer may have a bad reputation for setting their accounts or, in
the case of a retailer of, say, electrical or mechanical products, may have offered a poor
after-sales service which could in turn affect our reputation.
Unfavorable terms The supplier may not like the terms the customer has asked for, either
for delivery.
Size of order The quantity required might be too large or too small.
Dear (salutation):
Unfortunately, we do not feel that we can offer the trade discounts, which you
have asked for, viz. 35 per cent, as we only allow a 25 per cent trade discount to all
our customers regardless of the quantity they buy.
Our prices are extremely competitive and it would not be worthwhile supplying
on the allowance you have asked for. Therefore, in this instance, I regret that we
have to turn down your order.
Yours sincerely,
Contents
Article(s)
D. Documents 20-38
F. Transfer 48
G. Assignment of Proceeds 49
against stipulated document(s), provided that the terms and conditions of the Credit are
complied with.
For the purposes of these Articles, branches of a bank in different countries are considered
another bank.
a Credits, by their nature, are separate transactions from the sales or other contract(s) on
which they may be based and banks are in no way concerned with or bound by such
contract(s), even if any reference whatsoever to such contract(s) is included in the Credit.
Consequently, the undertaking of a bank to pay, accept and pay Draft(s) or negotiate and/or
to fulfill any other obligation under the Credit, is not subject to claims or defenses by the
Applicant resulting from his relationships with the Issuing Bank or the Beneficiary.
b A Beneficiary can in no case avail himself of the contractual relationships existing between
the banks or between the Applicant and the Issuing Bank.
a Instructions for the issuance of a credit, the Credits itself, instructions for an amendment
thereto, and the amendment itself, must be complete and precise.
In order to guard against confusion and misunderstanding, banks should discourage any
attempt
i. to include excessive detail in the Credit or in any amendment thereto;
ii. to give instructions to issue, advise or confirm a Credit by reference to a Credit previ-
ously issued (similar Credit) where such previous Credit has been subject to accepted
amendment(s), and/or unaccepted amendment(s).
b All instructions for the issuance of a Credit and the Credit itself and, where applicable, all
instructions for an amendment thereto and the amendment itself, must state precisely the
document(s) against which payment, acceptance or negotiation is to be made.
a A Credit may be advised to a Beneficiary through another bank (the “Advising Bank”)
without engagement on the part of the Advising Bank, but that bank, if it elects to advise the
Credit, shall take reasonable care to check the apparent authenticity of the Credit which it
advises. If the bank elects not to advise the Credit, it must so inform the Issuing Bank
without delay.
b If the Advising Bank cannot establish such apparent authenticity it must inform, without
delay, the bank from which the instructions appear to have been received that it has been
unable to establish the authenticity of the Credit and if it elects nonetheless to advise the
Credit it must inform the Beneficiary that it has not been able to establish the authenticity of
the Credit.
a A revocable Credit may be amended or cancelled by the Issuing Bank at any moment and
without prior notice to the Beneficiary.
a An irrevocable Credit constitutes a definite undertaking of the Issuing Bank, provided that
the stipulated documents are presented to the Nominated Bank or to the Issuing Bank and
that the terms and conditions of the Credit are complied with:
b A confirmation of an irrevocable Credit by another bank (the “Confirming Bank”) upon the
authorization or request of the Issuing Bank, constitutes a definite undertaking of the
Confirming Bank, in addition to that of the Issuing Bank, provided that the stipulated docu-
ments are presented to the Confirming Bank or to any other Nominated Bank and that the
terms and conditions of the Credit are complied with;
c
i. If another bank is authorized or requested by the Issuing Bank to add its confirmation
to a Credit but is not prepared to do so, it must so inform the issuing Bank without
delay.
ii. If the Credit provides for negotiation — to pay without recourse to drawers and/or
bona fide holders, Draft(s) drawn by the Beneficiary and/or document(s) presented
under the Credit. A Credit should not be issued available by Draft(s) on the applicant.
If the Credit nevertheless calls for Draft(s) on the applicant, banks will consider such
Draft(s) as an additional document(s).
d
i. Except as otherwise provided by Article 48, an irrevocable Credit can neither be
amended nor cancelled without the agreement of the Issuing Bank, the Confirming
Bank, if any, and the Beneficiary.
ii. The issuing Bank shall be irrevocably bound by an amendment(s) issued by it from the
time of the issuance of such amendment(s). A confirming Bank may extend its
confirmation to an amendment and shall be irrevocably bound as of the time of its
advice of the amendment. A Confirming Bank may, however, choose to advise an
amendment to the Beneficiary without extending its confirmation and if so, must
inform the issuing Bank and the Beneficiary without delay.
iii. The terms of the original Credit (or a Credit incorporating previously accepted
amendment(s) will remain in force for the Beneficiary until the Beneficiary
communicated his acceptance of the amendment. The Beneficiary should give
notification of acceptance or rejection of amendment(s). If the Beneficiary fails to
give such notification, the tender of documents to the Nominated Bank or Issuing Bank,
that conform to the Credit and to not yet accepted amendment(s), will be deemed to be
notification of acceptance by the Beneficiary of such amendment(s) and as of that
moment the Credit will be amended.
iv. Partial acceptance of amendments contained in one and the same advice of amendment
is not allowed and consequently will not be given any effect.
a All Credits must clearly indicate whether they are available by sight payment, by deferred
payment, by acceptance or by negotiation.
b i. Unless the Credit stipulates that it is available only with the Issuing Bank, all credits
must nominate the bank (the “Nominated Bank”) which is authorized to pay, to incur a
deferred payment undertaking, to accept Draft(s) or to negotiate. In a freely negotiable
Credit, any bank is a Nominated Bank.
Presentation of documents must be made to the Issuing Bank or the Confirming Bank,
if any, or any other Nominated Bank.
ii. Negotiation means the giving of value for Draft(s) and/or document(s) by the bank
authorized to negotiate. Mere examination of the documents without giving of value
does not constitute a negotiation.
c Unless the Nominated Bank is the Confirming Bank, nomination by the Issuing Bank does
not constitute any undertaking by the Nominated Bank to pay, to incur a deferred payment
undertaking, to accept Draft(s), or to negotiate. Except where expressly agreed to by the
Nominated Bank and so communicated to the Beneficiary, the Nominated Bank’s receipt of
and/or examination and/or forwarding of the documents does not make that bank liable to
pay, to incur a deferred payment undertaking, to accept Draft(s), or to negotiate.
b If a bank uses the services of an Advising Bank to have the Credit advised to the
The Issuing Bank must provide the necessary information without delay. The Credit will
be advised, confirmed or amended, only when complete and clear instructions have been
received and if the Advising Bank is then prepared to act on the instructions.
a Banks must examine all documents stipulated in the Credit with reasonable care, to
ascertain whether or not they appear, on their face, to be in compliance with the terms and
conditions of the Credit. Compliance of the stipulated documents on their face with the
terms and conditions of the Credit, shall be determined by international standard banking
practice as reflected in these Articles. Documents, which appear on their face to be
inconsistent with one another, will be considered as not appearing on their face to be in
compliance with the terms and conditions of the Credit.
Documents not stipulated in the Credit will not be examined by banks. If they receive
such documents, they shall return them to the presenter or pass them on without
responsibility.
b The Issuing Bank, the Confirming Bank, if any, or a Nominated Bank acting on their behalf,
shall each have a reasonable time, not to exceed seven banking days following the day of
receipt of the documents, to examine the documents and determine whether to take up or
refuse the documents and to inform the party from which it received the documents
accordingly.
c If a Credit contains conditions without stating the document(s) to be presented in
a When the Issuing Bank authorizes another bank to pay, incur a deferred payment
undertaking, accept Draft(s), or negotiate against documents which appear on their face to
be in compliance with the terms and conditions of the Credit, the Issuing Bank and the
Confirming Bank, if any, are bound:
i. to reimburse the Nominated Bank which has paid, incurred a deferred payment under-
taking, accepted Drafts(s) or negotiated,
ii. to take up the documents.
b Upon receipt of the documents the Issuing Bank and/or confirming Bank, if any, or a
Nominated Bank acting on their behalf, must determine on the basis of the documents alone
whether or not they appear on their face to be in compliance with the terms and conditions
of the Credit. If the documents appear on their face not to be in compliance with the terms
and conditions of the Credit, such banks may refuse to take up the documents.
c If the Issuing Bank determines that the documents appear on their face not to be in
compliance with the terms and conditions of the Credit, it may in its sole judgment
approach the Applicant for a waiver of the discrepancy(ies). This does not, however,
extend the period mentioned in sub-Article 13(b).
e If the Issuing Bank and/or Confirming Bank, if any, fails to act in accordance with the
provisions of this Article and/or fails to hold the documents at the disposal of, or return
them to the presenter, the Issuing Bank and/or Confirming Bank, if any, shall be precluded
from claiming that the documents are not in compliance with the terms and conditions of
the Credit.
f If the remitting bank draws the attention of the Issuing Bank and/or Confirming Bank, if
b Banks assume no liability or responsibility should the instructions they transmit not be
carried out, even if they have themselves taken the initiative in the choice of such other
bank(s).
c i. A party instructing another party to perform services is liable for any charges, include-
d The Applicant for the credit shall be bound by and liable to indemnity the banks against all
obligations and responsibilities imposed by foreign laws and usage.
a If an Issuing Bank intends that the reimbursement to which a paying, accepting or negoti-
ating bank is entitled shall be obtained by such bank (the “Claiming Bank”), claiming on
another party (the “Reimbursing Bank”), it shall provide such Reimbursing Bank in good
time with the proper instructions or authorization to honor such reimbursement claims.
b Issuing Banks shall not require a Claiming Bank to supply a certificate of compliance with
the terms and conditions of the Credit to the Reimbursing Bank.
c An Issuing Bank shall not be relieved from any of its obligations to provide reimbursement
if and when reimbursement is not received by the Claiming Bank from the Reimbursing
Bank.
d The Issuing Bank shall be responsible to the Claiming Bank for any loss of interest if
reimbursement is not provided by the Reimbursing Bank on first demand, or as otherwise
specified in the credit, or mutually agreed, as the case may be.
e The Reimbursing Bank’s charges should be for the account of the Issuing Bank. However,
in cases where the charges are for the account of another party, it is the responsibility of the
Issuing Bank to so indicate in the original Credit and in the Reimbursement authorization.
In cases where the Reimbursing Bank’s charges are for the account of another party they
shall be collected from the Claiming Bank when the Credit is drawn under. In cases where
the Credit is not drawn under, the Reimbursing Bank’s charges remain the obligation of the
Issuing Bank.
D. Documents 單據
Article 20 Ambiguity as to the Issuers of Documents 含糊之單據簽發人用語
a Terms such as "first class"(一流的), "well known"(著名的), "qualified"(合格的), "inde-
pendent"(獨立的), "official"(正式的/官方的), "competent"(有資格的), "local"(本
地的)and the like, shall not be used to describe the issuers of any document(s) to be
presented under a Credit. If such terms are incorporated in the Credit terms, banks will
accept the relative document(s) as presented, provided that it appears on its face to be in
b Unless otherwise stipulated in the Credit, banks will also accept as an original document(s),
a document(s) produced or appearing to have been produced:
c
i. Unless otherwise stipulated in the Credit, banks will accept as a copy(ies), a
document(s) either labeled copy or not marked as an original — a copy(ies) need not
be signed.
ii. Credits that require multiple document(s) such as “duplicate”, “two fold”, “two copies”
and the like, will be satisfied by the presentation of one original and the remaining
number in copies except where the document itself indicates otherwise.
d Unless otherwise stipulated in the Credit, a condition under a Credit calling for a document
to be authenticated, validated, legalized, visaed, certified or indicating a similar requirement,
will be satisfied by any signature, mark, stamp or label on such document that on its face
appears to satisfy the above condition.
i. appears on its face to indicate the name of the carrier and to have been signed or
otherwise authenticated by:
- the carrier or a named agent for or on behalf of the carrier, or
- the master or a named agent for or on behalf of the master.
Any signature or authentication of the carrier or master must be identified as carrier or
master, as the case may be. An agent signing or authenticating for the carrier or
master must also indicate the name and the capacity of the party, i.e., carrier or master,
on whose behalf that agent is acting, and
ii. indicates that the goods have been loaded on board, or shipped on a named vessel.
In all other cases loading on board a named vessel must be evidenced by a notation on
the bill of lading which gives the date on which the goods have been loaded on board,
in which case the date of the on board notation will be deemed to be the date of
shipment.
If the bill of lading contains the indication “intended vessel”, or similar qualification in
relation to vessel, loading on board a named vessel must be evidenced by an on board
notation on the bill of lading which, in addition to the date on which the goods have
been loaded on board, includes the name of the vessel on which the goods have been
loaded, even if they have been loaded on the vessel named as the “intended vessel”.
If the bill of lading indicates a place of receipt or taking in charge different from the
port of loading, the on board notation must also included the port of loading stipulated
in the Credit and the name of the vessel on which the goods have been loaded, even if
they have been loaded on the vessel named in the bill of lading. This provision also
applies whenever loading on board the vessel is indicated by pre-printed wording on
the bill of lading,
and
iii. indicates the port of loading and the port of discharge stipulated in the Credit,
notwithstanding that it:
a. indicates a place of taking in charge different from the port of loading, and/or a
place of final destination different from the port of discharge,
and/or
b. contains the indication “intended” or similar qualification in relation to the port of
loading and/or port of discharge, as long as the document also states the ports of
b For the purpose of this Article, transshipment means unloading and reloading from one
vessel to another vessel during the course of ocean carriage from the port of loading to the
port of discharge stipulated in the Credit.
c Unless transshipment is prohibited by the terms of the Credit, banks will accept a bill of
lading, which indicates that the goods will be transshipped, provided that the entire ocean
carriage is covered by one and the same bill of lading.
d Even if the Credit prohibits transshipment, banks will accept a bill of lading which:
i. indicates that transshipment will take place as long as the relevant cargo is shipped in
Container(s), Trailer(s) and/or “LASH” barge(s) as evidenced by the bill of lading,
provided that the entire ocean carriage is covered by one and the same bill of lading,
and/or
ii. incorporates clauses stating that the carrier reserves the right to transship.
a If a credit calling for a non-negotiable sea waybill covering a port-to-port shipment, banks
will, unless otherwise stipulated in the Credit, accept a document, however names, which:
i. appears on its face to indicate the name of the carrier and to have been signed or oth-
erwise authenticated by:
- the carrier or a named agent for or on behalf of the carrier, or
- the master or a named agent for or on behalf of the master.
Any signature or authentication of the carrier or master must be identified as carrier or
master, as the case may be. An agent signing or authenticating for the carrier or
master must also indicate the name and the capacity of the party, i.e., carrier or master,
on whose behalf that agent is acting, and
ii. indicates that the goods have been loaded on board, or shipped on a named vessel.
Loading on board or shipment on a named vessel may be indicated by pre-printed
wording on the bill of lading that the goods have been loaded on board a named vessel
or shipped on a named vessel, in which case the date of issuance of the non-negotiable
sea waybill will be deemed to be the date of loading on board and the date of shipment.
In all other cases loading on board a named vessel must be evidenced by a notation on
the non-negotiable sea waybill which gives the date on which the goods have been
If the non-negotiable sea waybill contains the indication “intended vessel”, or similar
qualification in relation to vessel, loading on board a named vessel must be evidenced
by an on board notation on the non-negotiable sea waybill which, in addition to the
date on which the goods have been loaded on board, includes the name of the vessel on
which the goods have been loaded, even if they have been loaded on the vessel named
as the “intended vessel”.
and
iii. indicates the port of loading and the port of discharge stipulated in the Credit, notwith-
standing that it:
a. indicates a place of taking in charge different from the port of loading, and/or a
place of final destination different from the port of discharge,
and/or
b. contains the indication “intended” or similar qualification in relation to the port of
loading and/or port of discharge, as long as the document also states the ports of
loading and /or discharge stimulated in the Credit, and
iv. consists of a sole original non-negotiable sea waybill or, if issued in more than one
original, the full set as so issued, and
v. appears to contain all of the terms and conditions of carriage, or some of such terms
and conditions by reference to a source or document other than the non-negotiable sea
waybill (short form/blank back non-negotiable sea waybill); banks will not examine
the contents of such terms and conditions, and
vi. contains no indication that it is subject to a charter party and/or no indication that the
carrying vessel is propelled by sail only, and
vii. in all other respects meets the stipulations of the Credit.
b For the purpose of this Article, transshipment means unloading and reloading from one
vessel to another vessel during the course of ocean carriage from the port of loading to the
port of discharge stipulated in the Credit.
c Unless transshipment is prohibited by the terms of the Credit, banks will accept a
non-negotiable sea waybill, which indicates that the goods will be transshipped, provided
d Even if the Credit prohibits transshipment, banks will accept a non-negotiable sea waybill
which:
a If a Credit calls for or permits a charter party bill of lading, banks will, unless otherwise
stipulated in the Credit, accept a document, however named, which:
i. contains any indication that it is subject to a charter party, and
ii. In all other cases loading on board a named vessel must be evidenced by a notation on
the bill of lading which gives the date on which the goods have been loaded on board,
in which case the date of the on board notation will be deemed to be the date of ship-
ment, and
iii. Indicates the port of loading and the port of discharge stipulated in the Credit, and
iv. Consists of a sole original bill of lading or, if issued in more than one original, the full
set as so issued, and
v. Contains no indication that the carrying vessel is propelled by sail only, and
vi. In all other respects meets the stipulation of the Credit.
b Even if the Credit requires the presentation of a charter party contract in connection with a
charter party bill of lading, banks will not examine such charter party contract, but will pass
it on without responsibility on their part.
i. appears on its face to indicate the name of the carrier or multimodal transport operator
and to have been signed or otherwise authenticated by:
- the carrier or multimodal transport operator or a named agent for or on behalf of
the carrier or multimodal transport operator, or
- the master or a named agent for or on behalf of the master.
Any signature or authentication of the carrier, multimodal transport operator or master
must be identified as carrier, multimodal transport operator or master, as the case may
be. An agent signing or authenticating for the carrier, multimodal transport operator
or master must also indicate the name and the capacity of the party, i.e., carrier, multi-
modal transport operator or master, on whose behalf that agent is acting.
ii. indicates that the goods have been dispatched, taken in charge or loaded on board.
Dispatch, taking in charge or loading on board may be indicated by wording to that
effect on the multimodal transport document and the date of issuance will be deemed
to be, the date of dispatch, taking in charge or loading on board and the date of
shipment. However, if the document indicates, by stamp or otherwise, a date of
dispatch, taking in charge or loading on board, such date will be deemed to be the date
of shipment. and
iii.
a. indicated the place of taking in charge stipulated in the Credit which may be
different from the port, airport or places of loading, and the place of final
destination stipulated in the Credit which may be different from the port, airport
or place of discharge, and/or
b. contains the indication “intended” or similar qualification in relation to the vessel
and/or port of loading and/or port of discharge, and
iv. consists of a sole original multimodal transport document or, if issued in more than one
original, the full set as so issued, and
v. appears to contain all of the terms and conditions of carriage, or some of such terms
and conditions by reference to a source or document other than the multimodal
transport document (short form/blank back multimodal transport document); banks
will not examine the contents of such terms and conditions, and
vi. contains no indication that it is subject to a charter party and/or no indication that the
carrying vessel is propelled by sail only, and
vii. in all other respects meets the stipulations of the Credit.
a If a Credit calls for an air transport document, banks will, unless otherwise stipulated in the
Credit, accept a document, however named, which:
i. appears on its face to indicate the name of the carrier and to have been signed or
otherwise authenticated by:
- the carrier, or
- a named agent for or on behalf of the carrier.
b For the purpose of this Article, transshipment means unloading and reloading from one
aircraft to another aircraft during the course of carriage from the airport of departure to the
airport of destination stipulated in the Credit.
c Even if the Credit prohibits transshipment, banks will accept an air transport document,
which indicated that transshipment will or may take place, provided that the entire carriage
is covered by one and the same air transport document.
a If a Credit calls for a road, rail, or inland waterway transport document, banks will, unless
otherwise stipulated in the Credit, accept a document of the type called for, however named,
which:
i. appears on its face to indicate the name of the carrier and to have been signed or
otherwise authenticated by the carrier or a named agent for or on behalf of the carrier
and/or to bear a reception stamp or other indication of receipt by the carrier or a named
agent for or on behalf of the carrier.
Any signature, authentication, reception stamp or other indication of receipt of the
carrier, must be identified on its face as that of the carrier. An agent signing or
authenticating for the carrier, must also indicate the name and the capacity of the party,
i.e., carrier, on whose behalf that agent is acting, and
ii. indicates that the goods have been received for shipment, dispatch or carriage or
wording to this effect. The date of issuance will be deemed to be the date of
c For the purpose of this Article, transshipment means unloading and reloading from one
means of conveyance to another means of conveyance, in different modes of transport,
during the course of carriage from the place of shipment to the place of destination
stipulated in the Credit.
d Even if the Credit prohibits transshipment, banks will accept a road, rail, or inland waterway
transport document which indicates that transshipment will or may take place, provided that
the entire carriage is covered by one hand the same transport document and within the same
mode of transport.
a If a Credit calls for a post receipt or certificate of posting, banks will, unless otherwise
stipulated in the Credit, accept a post receipt or certificate of posting which:
i. appears on its face to have been stamped or otherwise authenticated and dated in the
place from which the Credit stipulates the goods are to be shipped or dispatched and
such date will be deemed to be the date of shipment or dispatch, and
ii. in all other respects meets the stipulations of the Credit.
b If a Credit calls for a document issued by a courier or expedited delivery service evidencing
receipt of the goods for delivery, banks will, unless otherwise stipulated in the Credit,
accept a document, however named, which:
i. appears on its face to indicate the name of the courier/service, and to have been
stamped, signed or otherwise authenticated by such named courier/service (unless the
Credit specifically calls for a document issued by a named Courier/Service, banks will
accept a document issued by any Courier/Service), and
ii. indicates a date of pick-up or of receipt or wording to this effect, such date being
deemed to be the date of shipment or dispatch, and
iii. in all other respects meets the stipulations of the Credit.
Unless otherwise authorized in the Credit, banks will only accept a transport document issued by
a freight forwarder if it appears on its face to indicate:
i. the name of the freight forwarder as a carrier or multimodal transport operator and to
have been signed or otherwise authenticated by the freight forwarder as carrier or
Unless otherwise stipulated in the Credit, banks will accept a transport document which:
i. does not indicate, in the case of carriage by sea or by more than one means of
conveyance including carriage by sea, that the goods are or will be loaded on deck.
Nevertheless, banks will accept a transport document which contains a provision that
the goods may be carried on deck, provided hat it does not specifically state that they
are or will be loaded on deck, and/or
ii. bears a clause on the face thereof such as “shipper’s load and count” or “said by
shipper to contain” or words of similar effect, and/or
iii. indicates as the consignor of the goods a party other than the Beneficiary of the Credit.
a A clean transport document is one which bears no clauses or notation which expressly
declares a defective condition of the goods and/or the packaging.
b Banks will not accept transport documents bearing such clauses or notations unless the
Credit expressly stipulates the clauses or notations, which may be accepted.
c Banks will regard a requirement in a Credit for a transport document to bear the clause
“clean on board” as complied with if such transport document meets the requirements of
this Article and of Articles 23, 24, 25, 26, 27, 28 or 30.
a Unless otherwise stipulated in the Credit, or inconsistent with any of the documents
presented under the Credit, banks will accept transport documents stating that freight or
transportation charges (hereafter referred to as “freight”) have still to be paid.
b If a Credit stipulates that the transport document has to indicate that freight has been paid or
prepaid, banks will accept a transport document on which words clearly indicating payment
or prepayment of freight appear by stamp or otherwise, or on which payment or prepayment
of freight is indicated by other means. If the Credit requires courier charges to be paid or
prepaid banks will also accept a transport document issued by a courier or expedited
delivery service evidencing that courier charges are for the account of a party other than the
consignee.
c The words “freight prepayable” or “freight to be prepaid” or words of similar effect, if
appearing on transport documents, will not be accepted as constituting evidence of the
d Banks will accept transport documents bearing reference by stamp or otherwise to costs
additional to the freight, such as costs of, or disbursements incurred in connection with,
loading, unloading or similar operations, unless the conditions of the Credit specifically
prohibit such reference.
a Insurance documents must appear on their face to be issued and signed by insurance
companies or underwriters or their agents.
b If the insurance document indicates that it has been issued in more than one original, all the
originals must be presented unless otherwise authorized in the Credit.
c Cover notes issued by brokers will not be accepted, unless specifically authorized in the
Credit.
d Unless otherwise stipulated in the Credit, banks will accept an insurance certificate or a
declaration under an open cover pre-signed by insurance companies or underwriters or their
agents. If a Credit specifically calls for an insurance certificate or a declaration under an
open cover, banks will accept, in lieu thereof, an insurance policy.
e Unless otherwise stipulated in the Credit, or unless it appears from the insurance document
that the cover is effective at the latest from the date of loading on board or dispatch or
taking in charge of the goods, banks will not accept an insurance document which bears a
date of issuance later than the date of loading on board or dispatch or taking in charge as
indicated in such transport document.
Where a Credit stipulates “insurance against all risks”, banks will accept an insurance document
which contains any “all risks” notation or clause, whether or not bearing the heading “all risks”,
even if the insurance document indicates that certain risks are excluded, without responsibility
for any risk(s) not being covered.
b Unless otherwise stipulated in the credit, banks may refuse commercial invoices issued for
amounts in excess of the amount permitted by the credit. Nevertheless, if a bank
authorized to pay, incur a deferred payment undertaking, accept Draft(s) or negotiate under
a Credit accepts such invoices, its decision will be binding upon all parties, provided such
bank has not paid, incurred a deferred payment undertaking, accepted Draft(s) or negotiated
for an amount in excess of that permitted by the credit.
c The description of the goods in the commercial invoice must correspond with the
description in the credit. In all other documents, the goods may be described in general
terms not inconsistent with the description of the goods in the credit.
If a credit calls for an attestation or certification of weight in the case of transport other than by
sea, banks will accept a weight stamp or declaration of weight which appears to have been
superimposed on the transport document by the carrier or his agent unless the credit specifically
stipulates that the attestation or certification of weight must be by means of a separate document.
a The words "about", "approximately", "circa" or similar expressions used in connection with
the amount of the credit or the quantity or the unit price stated in the credit are to be
construed as allowing a difference not to exceed 10% more or 10% less than the amount or
the quantity or the unit price to which they refer.
b Unless a credit stipulates that the quantity of the goods specified must not be exceeded or
reduced, a tolerance of 5% more or 5% less will be permissible, even if partial shipments
are not permitted, always provided that the amount of the drawings does not exceed the
amount of the credit. This tolerance does not apply when the credit stipulates the quantity
in terms of a stated number of packing units or individual items.
c Unless a Credit which prohibits partial shipments stipulates otherwise, or unless sub-Article
(b) above is applicable, a tolerance of 5% less in the amount of the drawing will be
permissible, provided that if the Credit stipulates the quantity of the goods, such quantity of
goods is shipped in full, and if the Credit stipulates a unit price, such price is not reduced.
This provision does not apply when expressions referred to in sub-Article(a) above are used
in the Credit.
a Partial drawing and/or shipments are allowed, unless the credit stipulates otherwise.
b Transport documents which appear on their face to indicate that shipment has been made on
the same means of conveyance and for the same journey, provided they indicate the same
destination, will not be regarded as covering partial shipments, even is the transport
documents indicate different dates of shipment and/or different ports of loading, places of
taking in charge, or dispatch.
c Shipments made by post or by courier will not be regarded as partial shipments if the post
receipts or certificates of posting or courier’s receipts or dispatch notes appear to have been
stamped, signed or otherwise authenticated in the place from which the credit stipulates the
goods are to be dispatched, and on the date.
If drawings and/or shipments by installments within given periods are stipulated in the credit and
any installment is not drawn and/or shipped within the period allowed for that installment, the
credit ceases to be available for that and any subsequent installments, unless otherwise stipulated
in the credit.
c If an Issuing Bank states that the credit is to be available "for one month", "for six months"
or the like, but does not specify the date from which the time is to run, the date of issuance
of the credit by the issuing bank will be deemed to be the first day from which such time is
to run. Banks should discourage indication of the expiry date of the credit in this manner.
a In addition to stipulating an expiry date for presentation of documents, every credit which
calls for a transport document(s) should also stipulate a specified period of time after the
date of shipment during which presentation of documents for payment, acceptance or nego-
tiation must be made in compliance with the terms and conditions of the Credit. If no such
period of time is stipulated, banks will not accept documents presented to them later than 21
days after the date of shipment. In any event, documents must be presented not later than
the expiry date of the credit.
b In cases in which sub-Article 40(b) applies, the date of shipment will be considered to be
the latest shipment date on any of the transport documents presented.
a If the expiry date of the credit and/or the last day of the period of time after the date of
issuance of the transport documents(s) for presentation of documents stipulated by the
credit or applicable by virtue of Article 43 falls on a day on which the bank to which
presentation has to be made is closed for reasons other than those referred to in article 17,
the stipulated expiry date and/or the last day of the period of time after the date of shipment
for presentation of documents, as the case may be, shall be extended to the first following
day on which such bank is open.
b The latest date for shipment shall not be extended by reason of the extension of the expiry
date and/or the period of time after the date of shipment for presentation of documents in
accordance with sub-Article(a) above. If no such latest date for shipment is stipulated in
the credit or amendments thereto, banks will not accept transport documents indicating a
date of shipment later than the expiry date stipulated in the Credit or amendments thereto.
c The bank to which presentation is made on such first following business day must provide a
b Expressions such as “prompt”, “immediately”, “as soon as possible”, and the like should
not be used. If they are used, banks will disregard them.
c If the expression “on or about” or “on/but” and similar expressions are used, banks will
interpret them as a stipulation that shipment is to be made during the period from five days
before to live days after the specified date, both end days included.
a The words "to", "until", "till", "from", and words of similar import applying to any date
term in the Credit referring to shipment will be understood to include the date mentioned.
c The terms "first half", "second half" of a month shall be construed respectively as from the
1st to the 15th, and the 16th to the last day of such month, all dates inclusive.
d The terms "beginning", "middle", or "end " of a month shall be construed respectively as
from the 1st to the 10th, the 11th to the 20th, and the 21st to the last day of such month, all
dates inclusive.
a A transferable Credit is a credit under which the Beneficiary (First Beneficiary) may request
the bank authorized to pay, incur a deterred payment undertaking, accept or negotiate (the
“Transferring Bank”), or in the case of a freely negotiable Credit, the bank specifically
c The Transferring Bank shall be under no obligation to effect such transfer except to the
extent and in the manner expressly consented to by such bank.
d At the time of making a request for transfer and prior to transfer of the Credit, the First
Beneficiary must irrevocably instruct the Transferring Bank whether or not he retains the
right to refuse to allow the Transferring Bank to advise amendments to the Second
Beneficiary(ies). If the Transferring Bank consents to the transfer under these conditions,
it must, at the time of transfer, advise the Second Beneficiary(ies) of the First Beneficiary’s
instructions regarding amendments.
g Unless otherwise stated in the Credit, a transferable Credit can be transferred once only.
Consequently, the Credit cannot be transferred at the request of the Second Beneficiary to
any subsequent Third Beneficiary. For the purposes of this Article, a retransfer to the First
Beneficiary does not constitute a prohibited transfer.
Fractions of a transferable credit (not exceeding in the aggregate the amount of the Credit)
can be transferred separately, provided partial shipments/drawings are not prohibited, and
the aggregate of such transfers will be considered as constituting only one transfer of the
Credit.
h The Credit can be transferred only on the terms and conditions specified in the original
Credit, with the exception of:
- the amount of the Credit,
- any unit prices stated therein,
- the expiry date,
- the last date for presentation of documents in accordance with Article 43,
- the period for shipment,
any or all of which may be reduced or curtailed.
The percentage for which insurance cover must be effected, which may be increased in such
In addition, the name of the First Beneficiary can be substituted for that of the Applicant,
but if the name of the Applicant is specifically required by the original Credit to appear in
any document(s) other than the invoice, such requirement must be fulfilled.
I The First Beneficiary has the right to substitute his own invoice(s) (and draft(s)) for those of
the Second Beneficiary(ies), for amounts not in excess of the original amount stipulated in
the Credit and for the original unit prices if stipulated in the Credit, and upon such
substitution of invoice(s) (and draft(s)) the First Beneficiary can draw under the Credit for
the difference, if any, between his invoice(s) and the Second Beneficiary’s(ies’) invoice(s).
j The First Beneficiary may request that payment or negotiation be effected to the Second
Beneficiary(ies) at the place to which the Credit has been transferred, up to and including
the expiry date of the Credit, unless the original Credit expressly states that it may not be
made available for payment or negotiation at a place other than that stipulated in the Credit.
This is without prejudice to the First Beneficiary’s right to substitute subsequently his own
invoice(s) (and Draft(s)) for those of the Second Beneficiary(ies) and to claim any
differ-ence due to him.
The fact that a Credit is not stated to be transferable shall not affect the beneficiary’s right to
assign any proceeds to which he may be, or may become, entitled under such credit, in
accordance with the provisions of the applicable law. This Article relates only to the
assignment of proceeds and not to the assignment of the right to perform under the Credit itself.
When a Credit has been transferred and the First Beneficiary is to supply his own invoice(s) (and
Draft(s)) in exchange for the Second Beneficiary’s(ies’) invoice(s) (and Draft(s)) but fails to do
so on first demand, the Transferring Bank has the right to deliver to the Issuing Bank the
documents received under the transferred Credit, including the Second Beneficiary’s(ies’)
invoice(s) (and Draft(s)) without further responsibility to the First Beneficiary.
────CONTINUED MESSAGE────
────END OF MESSAGE───
The INVOICE is an important document in the Export Trade, as copies may be required by
Banks, Export /Import Agents, Shipping Companies, Customs authorities, and Consulates. It is
therefore one of the Shipping Documents, and as there are other types of invoices, this one is
called the commercial invoice.
The invoice will be sent to the customer by post, or through an agent or through a bank. In
the case of single or isolated transactions, payment is then demanded, either before delivery or
on delivery of the goods. This method of payment is called payment on invoice.
Where, however, the buyer has an open account with the seller, the latter will not want
"Payment on invoice". Instead he keeps a record of all invoices sent out to his customer and
then, once a month (or once a quarter-year) he will send an account of all the goods despatched
and payments received during this period. This document is called the "statement" (i.e.,
Statement of Account) and the customer knows that he now has to pay. This is called payment
on statement.
A. Commercial Invoice
I. Shipping Invoice
1. Sales Invoice
(1) Loco Invoice
(2) F.A.S. Invoice
(3) F.O.B. Invoice
(4) C.& F. Invoice
(5) C.I.F. Invoice
(6) Franco Invoice
2. Consignment Invoice
3. Indent Invoice
4. Sample Invoice
B. Official Invoice
I. Consular Invoice
Rather than requiring immediate payment of invoices, a supplier may grant his customer
credit in the form of open account facilities for an agreed period of time, usually a month but
sometimes a quarter (three months). At the end of the period a statement of account is sent to
the customer, listing all the transactions between the buyer and seller for that period.
Statements of account rarely have letters accompanying them unless there is a particular
point that the supplier wants to make, e.g.,, that the account is overdue, or that some special
concession is available for prompt payment.
Date
10% discount off net price USD 1,427.00 Less Disc. USD 142.70
Company
Address
City, State Zip
Date
March 1st
General Housecleaning 4 hrs. @ $15.00 per hr. $60.00
March 8th
General Housecleaning 4 hrs. @ $15.00 per hr. $60.00
March 15th
General Housecleaning 2 hrs. @ $15.00 per hr. $30.00
Yard Maintenance 2 hrs. @ $20.00 per hr. $40.00
Total: $190.00
Company
Address
City, State Zip
Date
Subtotal $ 600.00
Delivery charge $ 35.00
Total $ 635.00
Less deposit $ 100.00
Amount due $ 535.00
Incoterms 1993
(1) Ex Works (ex factory, ex mill, ex plantation, ex warehouse, etc.) 工廠交貨價
(2) FOR (free on rail) 出口地鐵路貨車上交貨價
FOT (free on truck) 出口地卡車上交貨價
(3) FAS (free alongside ship) 出口港船邊交貨價
(4) FOB (free on board) 出口港船上交貨價
(5) C&F (cost and freight) 進口港含運費交貨價
(6) CIF (cost, insurance, and freight) 進口港含運費保險費在內交貨價
(7) Freight or Carriage Paid to .... (named point of destination)
(8) Ex Ship 進口港船上交貨價
(9) Ex Quay (duty paid) 進口港碼頭上交貨價
(10) Delivered at Frontier .…
(11) Delivered.… Duty Paid (place of destination in the country of importation)
(12) FOB Airport 出口國機場交貨價
D/P 付款交單
* Payment by sight bill, documents against payment.
* Payment by draft drawn on buyer payable at sight D/P.
D/A 承兌交單
* Payment by draft payable 60 days after on board date of B/L,
document against acceptance.
(2) Bank transfer Payment can be made by ordering a home bank to transfer
money to an overseas account. If telegraphed, the transfer is known as a tele-
graphic transfer (TT), and if mailed, a mail transfer (MT). The Society for
Worldwide Interbank Financial Communications (SWIFT) offers facilities for a
24-hour transfer of money to a beneficiary on its computer systems. 銀行轉帳
(3) Bankers draft This is a banker’s check which the bank draws on itself and sells
to the customer, who then sends it to his supplier as he would an ordinary inland
check. So if we have to pay our supplier USD 2,000, we purchase the banker’s
draft for that amount, plus charges. Usually the receiver’s bank should either
have an account with the sender’s bank, or an agreement. 銀行匯票
(4) Promissory notes A promissory note is not a method of payment but simply a
written promise from a debtor to a creditor that the former will pay the stipulated
amount either on demand or after a certain date, in effect a promissory note is an
IOU (I owe you). 本票
(5) Bill of exchange The seller draws a bill on the buyer. The bill states that the
buyer will pay the seller an amount within a stated time, e.g., 30 days. The bill is
sent to the buyer either by post, or through a bank, and the buyer signs (accepts)
the bill before the goods are sent. If this is done through a bank, the bank will
ask the buyer to accept the bill before handing over the shipping documents; this
is known as a documents against acceptance transaction (D/A). 匯票
(6) Documentary credit This term is used to distinguish the normal letter of credit,
used in business, from the circular letter of credit, formerly used by foreign
travelers and now largely replaced by Eurochecks, traveler’s checks, and cash
check credits. Documentary credits have to be applied for from the buyer’s bank,
by filling out a form giving details of the type of credit (i.e., revocable or
irrevocable), the beneficiary (the person receiving the money), the amount, how
long the credit will be available for (i.e., valid until …), the document involved
(bill of lading, insurance, invoice, etc.), and a description of the goods. The
money will be credited to the supplier’s account as soon as confirmation of ship-
ment is made. This is done when the documents are lodged with the customer’s
bank. 跟單信用狀 / 單據信用狀 / 押匯信用狀
Dear Sirs,
With reference to your invoice No. 21029 of July 3rd, we have to point out that you have made an
error in your total. We calculate the correct figure at USD 33.73, not USD 253.73 as given by
you.
Our check for the former amount is enclosed and we should be obliged if you would amend the
invoice or pass the necessary credit.
Yours faithfully,
The various items supplied against the above Indent have now been checked and we regret
to inform you that there is a discrepancy between the goods sent and the amount invoiced.
Item No.5 of our indent called for 10 x 6 Men’s Poplin shirts, size L, and this quantity was
in fact received. We noticed that your packing note showed 12 x 6 Shirts against this item, and
now we find that your invoice shows this quantity, too.
Will you kindly look into the matter and let us have your credit for the difference in due
course.
Yours faithfully,
Dear Sirs,
Your Statement of Account for the December quarter has been found in order but we think
you have made an error the special discount shown. In your letter of September 15th last you
agreed to allow us 5% extra on quarterly transactions exceeding $1,000 in value. The amount
of the statement in question is $1,106, but you have shown discount at only 2%.
Will you kindly adjust this, after which we shall be pleased to pass the account for payment.
Yours faithfully,
Dear Sirs,
We thank you for your remittance for $117.18 received today by our bankers. Our official
receipt is enclosed.
The amount of the statement in question is $157.18 and as you make no mention of this in
your recent communications we are wondering if this is a clerical error on your part.
Perhaps you would remit the balance of $40 in the course of the next few days.
Yours faithfully,
(5) Customer asks for monthly account terms
Dear Sirs,
We have now been doing business with you for nearly a year and are pleased to say that we
are more than satisfied with the goods you have supplied.
In the coming year we shall probably place regular orders with you and our present method
of payment by Letter of Credit will become inconvenient. We should also find a short credit of
advantage to our trading capacity.
We accordingly ask you to supply us on monthly account terms, payment against statement
within 30 days. You may refer to Messrs. George Lin and Jimmy Chen with whom we have
credit accounts.
Yours faithfully,
Dear Sirs,
Your quarterly statement reached us yesterday and has been found correct.
As you know, we have always settled your account promptly and regret very much that we now
find it necessary to ask you if you will allow us an extra few weeks in which to clear the current
liability.
Our difficulties are temporary and have been caused by the failure of the early fruit crop here, on
which many of our customers are dependent. We are confident of being able to settle in full
within 6-8 weeks.
Yours faithfully,
There has probably never been a trading firm, the accounts department of which has not had
to spend a considerable amount of time in trying to get customers to pay accounts that become
overdue. However, it can and sometimes does happen that an account is not paid when due. A
buyer may run into a period of bad trade and find himself temporarily short of money; he may
have a complaint about the goods sent; he may refuse to accept a Bill of Exchange; or delays and
misunderstandings may be caused by customs regulations in his country. A wise customer will
advise his supplier of any such situation and try to get some concession from him. If he does
not, and an account becomes overdue, the seller has the task of asking for payment.
If, however, a firm decides to send a letter requesting payment, the style or tone of the letter
will depend on the kind of customer for whom it is intended; how long overdue; whether
customer has previously allowed accounts to become overdue; how valuable the business is, etc.
A "first" request will usually be friendly in tone, be accompanied by a copy of the account,
and show neither annoyance nor hint of doubt about the customer’s intention to pay.
If no reply to a "first" request is received within a reasonable period, the seller may begin to
have genuine doubts about the customer’s intentions or his ability to pay, and he may feel
inclined to make enquiries through an agency or call on his Bankers to assist in obtaining
payment. It is prudent, however, to send a second letter before taking action which may cost
money and create ill will.
The third letter will have to show that the writer cannot and will not wait any longer for his
money and that he now intends to take some action to enforce payment. Just what action will
depend on individual circumstances. A bank’s help may be requested; a debt-collecting agency,
a trade association, a solicitor, or even a government official may be asked to act.
Dear Sirs,
As we have always received your payments punctually, we are puzzled to have had neither
remittance nor report from you in connection with our current statement of April 7th.
We think you may not have received our letter containing the statement, as settlement is
now 4 weeks overdue. We are accordingly enclosing a copy of the account to the amount of
$2,345.60 and you will not doubt give it your early attention.
Yours faithfully,
Dear Sirs,
Under our agreement, payment for individual orders sent to you is due 2 months from date
of invoice.
The consignment of watch springs sent you by airfreight on June 15th was invoiced to you
on June 16th and payment was accordingly due on August 16th.
No doubt it is through an oversight on your part that settlement is now 3 weeks overdue and
we look forward to receiving your remittance in the course of a few days.
May we ask you for prompt clearance of all invoiced accounts, as we can only supply at our
agreed prices if this is done.
Yours faithfully,
We regret very much that you have not replied to our letter of May 23rd asking you to clear
the amount of $3,456 outstanding against invoice No. 167. Kindly inform us if there are any
reasonable grounds for your non-payment, or alternatively advise us of what arrangements you
are making for settlement.
*****
On April 1st we sent you our statement showing a balance due of $7,889. This sum should
have been paid by April 30th, but, receiving no remittance, we wrote to you again on May 25th,
enclosing a copy of the statement. As we are still without any reply from you, we regret to say
that we must hold your order No.111 until we have your payment or an explanation of your
delay in replying to our letters.
*****
Since sending you a reminder on October 31st, we have not pressed you for settlement of
our September Statement because on the whole your payments have been fairly satisfactory since
we granted you open account terms. Please do not make it necessary for us to revise our terms
of business by withholding payment any longer. We look forward to receiving your immediate
draft.
*****
When we placed you on "open account" terms it was agreed between us that settlement
should be made within 30 days of date of statement. Your payments have not always been
made in accordance with our agreement and your present balance of $318 is now a months
overdue. It is impossible for us to continue supplying you unless you meet your obligations
promptly and we now have to ask you to confirm by cable that you have arranged for payment.
*****
Dear Sirs,
It is our wish to serve you promptly and with first-class goods. So far, we think we have done
this, for your orders have come in regularly and we have had no complaints from you.
We should like to continue providing you with this service, but you also have your part to play in
making this possible, which is to settle our accounts within the stipulated time. Unfortunately,
your response to our appeal has not been very helpful.
Send us your remittance at once please, and make further service possible.
Yours faithfully,
Dear Sirs,
All our attempts to induce you to clear your indebtedness to us have been ignored, and we
are quite unable to understand why you have not even replied to our letters.
We think we have shown reasonable patience and consideration, but we can do so no longer
and must now reluctantly take steps to obtain payment at law.
As you must yourselves appreciate, your own credit and reputation are certain to suffer by
our action but we regret that there is no alternative. If, however, you make an immediate
payment to Chang Hwa Commercial Bank of the full amount due, we will suspend action against
you.
Yours faithfully,
***********
Dear Sir,
We submitted our statement of the account mentioned above on 28th December 1997 and 28th
January 1998 and subsequently wrote to you on 1st and 24th March to remind you the account
was still unsettled.
We are very surprised to have received neither payment in settlement nor any letter from you to
explain why you have made no payment. In these circumstances we regret that we will have no
alternative but to put the matter in the hands of our solicitors if we have not received your check
in settlement for $8,023 or heard from you why you are unable to settle this account by 30th
April .
Yours faithfully,
Electronics Ltd.
John Hsieh
As of March 31st, we have not received your February payment yet. Have you forgotten?
Please check your records.
If you have already sent your payment, please disregard this notice and accept our thanks
for your payment.
Sincerely,
S. P. Wong
Collection Manager
You have been a valued customer for many years, and you have always been conscientious about
paying your bills within the 30-day payment period.
Your good credit rating has enabled you to purchase from us on convenient payment terms at a
substantial discount. Because of your prompt payment record, we have been glad to serve as a
reference when you have applied for credit with other suppliers.
To keep your good credit rating and to continue receiving a substantial discount, payment of
your account is necessary. Are you having some problem that we can help you with?
By sending your check for $350.00 in the enclosed stamped envelope, you will bring your
account up-to-date and protect your credit rating. If this is not feasible, please call or write me
today.
Sincerely,
S. P. Wong
Collection Manager
Enclosure
This morning I received your file with a big OVERDUE stamped on it. I receive customer files
only when some serious problem has occurred.
Your order was shipped over four months ago, and we still have not received a payment from
you. As you are in business, Mr. Huang, you must realize that we cannot afford to carry this
debt on our books any longer.
Sincerely,
S. P. Wong
President
We are sending this letter to you with regret that previous efforts to obtain payment of your
account have been unsuccessful.
We sent a bill for $350.00 for payment by March 1st. Over the past four months, we have tried
to get you to fulfill your obligations to us. We assumed, since you had an excellent credit
rating and have always been responsible in paying your bills before, that some small oversight
was to blame.
Please send us your payment for the overdue bill within five days so that we do not have to turn
your account over to a collection agency.
Sincerely,
We’re delighted you’re enjoying our new living room furniture, including our popular
Relax-a-lounger. However, it has been two months now since we delivered your furniture, and
we have yet to receive your payment for $2,375.60 (Invoice #46578, copy enclosed). Have you
already put a check in the mail to us?
If not, please give this matter your attention today, since we want to be able to extend you credit
the next time you shop for quality home furnishings.
Sincerely,
Claire Su
Billing Department
2555-3222, ext. 102
Enclosure
Unfortunately, we still haven’t received your $2,375.60 payment for merchandise you purchased
January 5th (Invoice #46578, dated January 12th). Because your account is three months past
due, we are now forced to add a late charge of $23.75 in accordance with our credit policy. The
new balance is $2,399.35.
Please be sure to settle your account with us today. If you have difficulty paying the full
amount now, please call me today to discuss arranging a payment schedule.
Yours truly,
Claire Su
Billing Department
2555-3222, ext. 102
Enclosure
Your letter has been referred to me by Claire Su of our Billing Department. Because you have
failed to make any payment on invoice #46237 for $2,399.35 (including late charges) or to
contact us to arrange a payment schedule, we have been forced to initiate procedures to repossess
the furniture you bought at our store.
We will be contacting you to arrange a date for repossession if we do not receive full payment
from you within two weeks. Please make every effort to ensure that we are not forced to take
this drastic action.
Sincerely,
R. Lane Lin
Executive Vice President
Regrettably, we are forced to repossess the five items of furniture we delivered to you on January
5th, due to your failure to pay the $2,399.35 your owe for them.
On May 5th, representatives of our company will arrive at your home at 10 a.m. to collect:
We had hoped to avoid this extreme action by offering you flexible credit options to lessen the
difficulty you face making payments. However, your unwillingness to cooperate with our
Billing Department has left us no choice.
Sincerely,
R. Lane Lin
Executive Vice President
We were unhappy to find that we could not gain admittance (to take delivery of our merchandise)
when our representatives arrived at your home on May 5th. R. Lane Lin, our chief financial
officer, has turned over your file to me, and, as president of the company, I have decided that
legal action is necessary.
Our decision to repossess our merchandise came only after several months of our repeated
attempts to come to payment terms with you. Your continuing lack of cooperation leaves us no
choice but to turn this matter over to the County Sheriff's office for resolution. All our future
efforts to contact you will be through that office.
Sincerely,
William Wong
President
Unit 13 Shipping
Taiwan, being an island, is more concerned with transport by sea than in other ways.
Transport by air is, however, increasing in scope and is the best method for certain types of
exports and imports, though its limitations are obvious.
The business of carriage by sea is complicated; over the centuries all kinds of regulations
have been made. When the goods have been dispatched the sellers write to inform their buyers
accordingly; this letter is called the advice of dispatch.
1. Passenger liners are ships that follow scheduled routes and concentrate on passenger
services, but also carry cargo. (定期客輪)
2. Passenger cargo vessels concentrate on cargoes, often more facilities for loading and
unloading, but carry few passengers. (定期貨輪)
3. Tramps travel anywhere in the world on unscheduled routes, picking up any cargo and
delivering it. (不定期船)
傭船 (to charter a ship), 租(傭)船契約/船約 (Charter Party)
(1) Time Charter 論時間租船
(2) Voyage Charter / Trip Charter 論航次租船
(3) Lump Sum Charter / Bare Boat Charter 光船租賃
4. Tankers are usually oil carriers, and are like bulk carriers, which transport bulk con-
signments such as grain, wheat, and ores. (油輪)
(1) Oil tanker
(2) LPG tanker (Ex. 液化瓦斯: Liquefied Petroleum Gas)
(3) Chemical tanker
5. Container vessels offer facilities to move containers from one country to another, and
have special lifting gear and storage space for the huge steel boxes they transport.
(貨櫃輪)
6. Roll-on roll-off ferries are vessels which allow cars and trucks to drive on at one port
and off at another without having to load and unload their freight.
Terminology
(4) Container 貨櫃
The Baltic Exchange (Baltic Mercantile & Shipping Exchange 波羅的海航運交易所) has
a number of functions, but its freight market offers facilities to exporters to charter (hire) ships
and planes through brokers, who work on a commission and are specialists with a knowledge of
the movement of ships and the most competitive rates available at any one time.
The Hague Rules (海牙規則) signed at the Brussels Convention in 1924 govern liability
for loss or damage to cargo carried by sea under a bill of lading, and state that the carrier will not
be responsible under the following condition:
Acts of war, riots, and civil disturbances;
Force Majeure, i.e., exceptional dangers such as storms, abnormal disturbances, or
unusual hazards;
Negligence, i.e., when the goods have not been properly packed, or were in a bad
condition when packed;
Inherent vice, i.e., when goods are subject to deterioration because of their content or
nature. For example, fish can go badly, wood can carry insects, and metal can
oxidize.
The Hamburg Rules (漢堡規則) of 1978 have extended the shipping companies’ liability
for damage or delay to "goods in their charge" unless they can prove they took all measures to
avoid problems.
To be safe, most companies insure their consignments under all risk cover, which protects
them against most contingencies, but special "war insurance" is necessary for particularly
dangerous zones.
Because forwarding agents handle many shipments they can collect consignments for the
same destination and get competitive 'groupage rates' for sending a lot of consignments in one
shipment. However, many exporters find it more convenient to deal direct with the forwarding
agents in the importer’s country, and some importers prefer to deal with their supplier’s
forwarding agent.
3. Conditional Shipment
4. Transshipment
5. The others
(1) Any increase of ocean freight and/or bunkering surcharge shall be for the Seller’s
account.
(2) Seller shall refrain from using vessel(s) over 15 years of age. Vessels’ over age
insurance premium, if any, shall be for Seller’s account.
When the senders of goods have very large shipments to make, and especially when bulk
cargoes are concerned, it may be of greater advantage to them to have a whole ship at their
disposal. They do not have to buy the ship but can hire it and this is called "chartering" (傭船).
Some very large organizations have their own fleet of ships, especially when their raw
material has to be shipped regularly from another part of the world; this is also the case when
they specialize in one type of commodity, such as oil.
Shipbrokers have an expert knowledge of rises and falls in rates for chartered ships, and the
trends of the market. This is a very competitive business and there are no conferences to fix
rates as in the case of the "Line" companies, indeed the tramp rates fluctuate very rapidly,
according to supply and demand.
The contract between the shipowner and the "charterer" (that is the merchant who hires the
ship) is called the charter party (傭船契約), and it is, understandably, a long and rather compli-
cated document. To facilitate cable communication, code names were devised to indicate the
type of trade concerned and the part of the world it related to.
A charter party may be for the carriage of goods from one specified port to another, and is
known as a voyage charter, or it may cover a period of time and is known as a time charter. In
the case of a voyage charter there is, on the back of the charter party, a form of the bill of lading,
to cover the shipment of the cargo. In some cases the charterer may not need the complete
space in the vessel and may agree to carry cargo also for other shippers.
It is obvious that certain cargoes, such as oil and coal require special vessels for their
transport. Grain in bulk is carried in ships that can be loaded and unloaded by special
apparatus — pouring the grain into the holds of the ship and sucking it out for unloading, which
avoids the lengthy process of loading and unloading sacks.
A bill of lading is a document signed and delivered by the master or agent of a ship to the
shipper against the goods loaded on board or delivered for shipment. The shipper obtains a bill
of lading from the steamship company against the mate’s receipt, which is signed by the first of
chief mate of the steamer, by which he acknowledges having received on board the cargo
specified.
In foreign trade the bill of lading is one of the most important documents, because it is (1) a
receipt of the goods delivered to the carrier, (2) a contract between the shipper and the steamship
company for the carriage of the goods, (3) an instrument representing the title or ownership of
the cargo, and (4) a basic document for collateral security in financing shipment.
The bill of lading is known as "shipped" or "shipped on board" when the consignment has
actually been laded on to a certain ship, which is named in the document. Another document
exists known as a "received bill of lading", which acknowledges receipt by the shipowners of
goods not yet on any vessel. "Shipped" bills are usually required in the transactions involving
payment through a bank. The term "clean B/L" means that the shipowners, have carefully
examined the cargo, accept it for delivery in "the like good order and condition". The contrary
is known as a "dirty", "unclean", "foul", or "claused" bill (because a "clause" has been added to it
by the shipowners, stating that they have found something unsatisfactory in the condition of the
consignment).
Furthermore, the B/L can indicate that the goods are to be delivered to a named person or
firm, or that they can be delivered "unto order": these words indicate that the document has been
made into a negotiable title and the right to collect the goods has been passed on. In this case
the B/L is endorsed (signed on the back) by the senders: there are different forms of endorsement
and a "blank endorsement" means that no restrictions have been made by the shippers concerning
the passing on of the right. (This term "to order" is also used in bills of exchange and checks.)
依運輸工具分類
依可否轉讓分類
1. Negotiable B/L 可轉讓提單
2. Non-negotiable B/L 不可轉讓提單
COMMERCIAL INVOICE
Currency Rate
We hereby declare that the above-mentioned goods are NOT classified as dangerous goods
according to IAYA regulations.
SINGAPORT
IN WITNESS whereof one (1) original Bill of Lading has been signed if not otherwise stated above, the same
being accomplished the other(s), if any, to be void. If required by the Carrier one(1) original Bill of Lading must
be surrendered duly endorsed in exchange for the Goods or delivery order.
Boman
LABORATORIES
CERTIFICATE OF ANALYSIS
Chemist
All sensible businesspersons now insure goods for the full amount of their value; not to do
so would be no real economy. Insurance value is calculated as:
While the goods are in a warehouse or store the insurance usually covers the risk of fire or
burglary; other risks may also be covered. As soon as the goods are "in transit" they are insured
against the same risks, that is while they are being moved from one place to another. "Ware-
housed or in transit" means that the goods are covered by the insurance whether they are in a
warehouse or are in process of being moved.
The Institute of London Underwriters established Institute Cargo Clause (ICC) (協會貨物
保險條款) in 1983. The usual procedure is for the manufacturer or merchant to insure "against
all risks, AAR" "all risks, AR" (全險) (this is a type of AR CLAUSE, that is to say ‘with
average’); the insurance organizations then do all that is necessary.
The word "average" as used in insurance means "damage" (it is derived from the French
work "avarié". "with average" (水漬險; 單獨海損賠償) (WA CLAUSE) means that the
insurers pay claims for partial losses, whereas "free of particular average" (平安險; 單獨海損不
賠) (FPA CLAUSE) means that partial losses are not covered by the insurance.
Particular average (單獨海損) means partial loss or damage accidentally caused to the
ship or to a particular lot of goods. Particular average must be borne by the owners of the
property suffering the loss, and is distinct from General Average, which is distributed over the
whole ship, freight, and cargo.
Insurers will cover consignments under all risk policies, which will allow compensation in
the event of war, strikes, civil disturbances, etc. These policies are in the form of valued
policies and are based on the stated value of the invoice, plus insurance, freight, and an extra
percentage of 10%, 20%, or 30%, etc., profit margins for the consignment.
There are, however, unvalued policies, when the value of the goods have not been agreed in
advance and are assessed at the time of loss. This means the consignor will, if this goods are
damaged or destroyed, get the market price as compensation. The owner of the bill of lading
has the right to claims of compensation.
All consignments can be covered against all risks in the form of a valued or unvalued policy.
These policies will fall under five main headings:
1. Time policy (定期保險單), which insures goods or the vessel for twelve months, e.g.,
1st May 2000 to 30th April 2001.
2. Voyage policy (航程保險單), which covers the cargo on a voyage from, say,
Kaohsiung to Hong Kong.
3. Mixed policy (綜合保險單), which covers a voyage from A to B and then for a
further period of time.
4. Floating policy (流動保險單), which gives cover for a particular amount, say USD
500,000 so that it will not be necessary to continually write a new policy for each
cargo that the ship carries. As the cover nears its end, the insurance company advises
their client, and the premium is paid to renew the policy.
1. Date insured
2. Assured; Name of assured
3. Name of vessel
4. Shipping date
5. From ….
6. Transshipment at ….
7. Description of goods, quantity, number of packages
8. Shipping marks & numbers
9. No. of L/C
10. Number of import license (Import Permit)
11. Amount of assured
12. Insurance clauses
13. Claim payable at ….
The main clauses are printed in the body of the policy, and supplementary clauses are
inserted on the margin of the policy.
As the result of the marine insurance business, Lloyd’s branched out into shipping
intelligence, and Lloyd's list is published every day, giving the movements of ships and
information of "casualties". Lloyd's register, published age, nationality, owners, build, tonnage
and classification of all ships surveyed by Lloyd’s and conforming to its rules. The
classification "A1-100 Lloyd’s" is a guarantee to any prospective purchaser or charterer that the
vessel is in good condition and thoroughly.
Date:
Please issue a Policy in Triplicate with four Copies covering the following:
Name of Assured: Herzer Co., Ltd. Beneficiary: Simon Hsieh
Address: 8F, 87, Chienkuo N. Rd. Sec. 2, Taipei, Taiwan Tel.: 25017751
Name of Vessel: Wan Hai 203 Voy. N106 Sailing Date on/about: May 25
From: KAOHSIUNG To: SINGAPORE
Transshipment (if any) at ________________ Into ___________________
Cargo: Marks & Nos.:
Manager /
Sub-manager _________ Chief __________ Agents ___________ Signature _____________
Remarks
Dear Sirs,
Details with regard to packing and values are attached, and we would be grateful if you
could quote a rate covering all risks from port to port.
Yours faithfully,
(Signature)
Enc.
Thank you for your letter of 15th May, in which you asked about cover for a shipment of
computers from Kaohsiung to Wellington.
I note from the details attached to your letter that the net amount of the invoice is £22,000,
and payment is by letter of credit. I would therefore suggest a valued policy against all risks for
which we can quote £4.35p%.
We will issue a cover note as soon as you complete and return the enclosed declaration
form.
Yours sincerely,
(Signature)
Manager
Dear Sirs,
We would like to inform you that a fire broke out in the basement of our warehouse yesterday.
Although the blaze was brought under control, we estimate that about $8,000 worth of stock was
badly damaged.
A Fire Brigade officer informed us that the blaze was probably caused by an electrical short,
which he thought must have occurred around midnight. Fortunately, though, the brigade's
action prevented extensive damage.
Yours faithfully,
Hosin Warehouses Ltd.
(signature)
B.H. Lin
I now have the report from our surveyor, Mr. Nulty, who visited your premises on 18th October
to inspect the damage caused by the fire on the 15th.
From the copy of the report enclosed, you will see that although he agrees that the fire was
probably caused by an electrical fault, he feels that $4,000 is a more likely evaluation for damage
to stock at present market prices. However, he suggests that we also pay a further $800 for
structural damage to your premises. Consequently, we are prepared to offer you a total of
$4,800 in full compensation under you policy.
If you accept this assessment, would you please fill out the enclosed claims form and return it to
us, with a letter-confirming acceptance of the compensation we have offered?
Yours sincerely,
(signature)
We have been insuring individual shipments of our chinaware with you for some time now, and
as you have probably noticed we have established a number of customers in North and South
America.
As we will be making regular shipments, we wondered if you could arrange open cover for
$60,000 against all risks to insure consignments to North and South American Eastern seaboard
ports.
Yours sincerely,
(signature)
Export Department
In reply to your letter of 5th March, I am pleased to say that we can arrange an all risk open cover
policy for chinaware shipments to North and South American seaboard ports.
As you propose to ship regularly, we can offer you a rate of £2.48p% for a total cover of £60,000.
I am enclosing a block of declaration forms, and you would be required to submit one for each
shipment giving full details.
I look forward to receiving your confirmation that these terms are acceptable.
Yours sincerely,
(signature)
Manager
In carrying out these functions, banks may give services, such as keeping customers’
accounts, obtaining and giving information, transferring funds for payments or investments,
handling foreign currency transactions, issuing Letters of Credit, acting as trustees, executors and
guarantors, guarding documents and valuables, and in foreign trade, collecting payments,
discounting Bills of Exchange and financing export merchants.
2. Deposit Account (存款帳戶) Surplus funds from the current account are held
in this, and receive interest.
4. Loan (貸款; Public Loan 公債) Money lent (v. lend, borrow; n. lender, borrower).
Loan shark (高利貸)
6. Bill of Exchange (匯票,簡稱 bill / draft) An order in writing from one person to a
bank or to another person, to pay on demand or at a given date, a certain sum to the
person named in the bill.
8. Draft (匯票) This really means a document used to "draw" money from some source,
but sometimes it is used to refer to the money itself. A Bill of Exchange is often
referred to in a letter as "the draft".
10. Banker's/Bank Transfer (銀行轉帳) Transfer of money from the bank account of a
debtor to the bank account of his creditor by order of the debtor.
11. Overdraft (透支) A debit balance on a bank customer’s current account. This may
be authorized by the bank.
12. Security (證券; 押金; 擔保品) A document of value given as cover for a loan.
(collateral security = additional or supporting cover).
13. Trustee (被信託人) Person appointed to protect the interests and property of a
person unable to do so for himself.
14. Executor (遺囑執行人) Person appointed to carry out the wishes of another person
deceased.
16. Credit cards (信用卡) Credit cards offer credit facilities to customers making
purchases in shops, and for a basic charge plus interest, calculated monthly, the
customers can buy goods up to a limit on most cards.
Paying for goods supplied in the home trade is a fairly simple matter. Payment is made
either in advance or within a reasonably short period after delivery. There is little time lost in
correspondence and in delivery, as a result of which most suppliers can afford to give the
required short credit of one month usual in home trading.
Payment follows by check or by draft, and the whole transaction is speedily concluded. If
a buyer fails to pay, legal action is reasonably quick and payment can be enforced. Even so, the
granting of credit brings its own problems, and as modern trade lives on credit, this always needs
careful handling.
These problems are magnified many times in foreign trade. Much time is unavoidably lost
in correspondence, despatch and delivery. Who is to bear this loss? Must the seller wait
perhaps six months for his money — or shall the buyer pay several months before he even sees
his goods? Further, in a case of non-payment, a seller will be involved in expensive legal
action and possibly total loss. On top of all this, payment by check is not practicable, as a
check is payable in the country of origin and its use is time wasting to say the least.
Payment in advance might be helpful to a buyer in urgent need, or where the buyer is
unknown to the seller, or in the case of a single isolated transaction. The actual method of
payment in such cases would probably be by Banker’s Draft or Banker’s Transfer.
The Creditor (the Drawer) can order the Debtor (the Drawee) to pay the money to any bank
named by him on the bill. The drawee, in accepting the bill, can add the name of the bank,
which he wishes to pay the bill. In this case, the bill stays with the Drawer’s bank till due for
payment, when it will be presented to the paying bank for settlement. Such a bill is said to be
domiciled with the holding bank.
An important feature of the Bill of Exchange is that it is negotiable, which means that it can
be used by the holder to pay debts of his own, or in other words, he can negotiate it. To do this,
the holder must endorse it, i.e., sign his name on the back of the bill before passing it on to the
new holder.
It is this free negotiability of the Bill, which makes it a practical means of payment in
Foreign Trade. Of course, its successful operation depends on confidence and trust. Each
individual firm’s standing and reputation is known and taken into account in handling bills.
The advantages of the Bill will be clear to a student who understands something of modern
commerce; perhaps the two chief assets are: (1) it simplifies the financing of export and import
trade; (2) it saves innumerable individual money transactions, or "movements" of currency.
Failure to meet a bill on the due date would result in total discredit for the drawee, and legal
action can follow. An unpaid bill is said to be dishonored, and the drawer can protest it, which
clears the way for him to prosecute (i.e., take legal action against) the drawee.
Drawn under Bank of America, Los Angeles, L/C No. 9856 dated September 15th
___________________
Signature
A Letter of Credit starts with the buyer. He instructs his bank to "issue" the L/C for the
amount of the purchase and in favor of the seller. This is usually done by special printed form.
The instruction, or form, contains full details of the transaction as agreed between buyer and
seller. The buyer’s bank sends these instructions to its agent (i.e., a bank affiliating with it) in
the seller’s country. On receiving these instructions, the agent bank "confirms" the credit to the
seller (i.e., writes to advise the seller that the money is available to him at this bank). The seller
can now execute the buyer’s order, knowing that when he has done so, the money will be paid at
once by the agent bank. The buyer is equally secure, because the agent bank will pay on his
behalf only if the conditions of the transaction are fully carried out by the seller. For this reason,
great care and accuracy are needed in giving the original instructions.
It is not essential that an L/C be paid to the seller immediately upon execution of the order.
If agreed between seller and buyer, the arrangement could be for the agent bank to accept a B/E
drawn by the seller on the agent bank, This gives the buyer credit and is, of course, absolutely
safe for the seller, who can discount the bill for ready cash if he needs it.
From these outlines of the methods used in financing Foreign Trade, the student will realize
the vital part played by banks; without them, modern trade could not exist. Their services are
paid for by their "charges" and these are kept low by the "security" they normally require against
the risks they take.
American importers often open the Letter of Credit at an American bank. This bank then
confirms the credit to the foreign seller and requests him to draw on them for the amount of the
invoice, and to send them all documents required by the buyer.
I am writing to you with reference to our conversation three days ago when we discussed my
opening a current account with your branch.
I would appreciate it if you could open a current a/c for me under my trading name Herzer Co.,
Ltd., (8F, 87, Chienkuo North Road, Sec. 2, Taipei). Enclosed you will find two specimen
signatures, my own and my partner’s, Mr. Jimmy Chen. Both signatures will be required on all
checks. I have included a reference from Mr. Young, who banks with your branch, a check for
NT$57,000 from a customer, and a paying-in slip, which I picked up in the bank the other day.
Yours sincerely,
(signature)
Dear Sir,
We have just moved to new premises at the above address and would like to pay our monthly
rent of NT$ 15,000.00 to our landlords, Wu & Lin, 30 An Lok Road, Yungho, Taipei County, by
standing order.
Would you please arrange for $574.00 to be transferred from our savings account to their
account with Changhwa Bank, 25, Yungho Road, Yungho, Taipei County, on the 1st of every
month, beginning 1st October this year?
Yours faithfully,
(signature)
Dear Sir,
Please cancel check No.15674321 for $1,986 in favor of Mr. Wei Wu-hsiung. The check
appears to have been lost in the post and I am sending another in its place.
Yours faithfully,
Please transfer NT$25,000 from my current account to my deposit account. The account
numbers and details are on the enclosed transfer slip, and I would be grateful if you could stamp
the counterfoil and return it to me.
Yours sincerely,
I would like to make an appointment to see you to discuss either a loan or overdraft to enable me
to expand my business.
Over the past year, I have been testing the market with a new line-furniture assembly kits — and
have found that demand for these kits, both here and overseas, has exceeded my expectations.
In the past six months alone, I have had over $60,000 worth of orders, half of which I could not
fulfil because of my limited resources.
I will need a loan for about $8,000 to buy additional equipment and raw materials I can offer
$2,000 in IBM ordinary shares, and $3,000 in local government bonds as part security for the
loan, which I estimate will take me about nine months to repay.
I enclose an audited copy of the company’s current balance sheet, which I imagine you will wish
to inspect, and I look forward to hearing from you.
Yours sincerely,
With reference to our meeting on 23rd September, I am pleased to tell you that the credit for
NT$800,000, which you requested, has been approved.
I know we discussed an overdraft, but I think it would be better if the credit were given in the
form of a loan at the current rate of interest which is 15 per cent, and which will be calculated on
semiannual balances.
The loan must be repaid by June 19th and we will hold the NT$200,000 IBM ordinary shares and
NT$300,000 local government bonds you pledged as security. We agreed that the other
NT$300,000 was to be guaranteed by Mr. Lin Chang-mow, your business associate, and I would
appreciate it if you could ask him to sign the enclosed guarantor's form, and if you would sign
the attached agreement.
The money will be credited to your current account and available from September 30th subject to
your returning both forms by that time.
I wish you luck with the expansion of your business and look forward to hearing from you.
Yours sincerely,
(signature)
Manager
Encl.
The above bill for US$ 3865.00 was returned to us from our bank this morning marked "Refer to
Drawer".
The bill was due on the 5th April and appears to have been dishonored. We are prepared to
allow you a further three days before presenting it to the bank again, in which time we hope that
the draft will have been met.
If the account is still not settled, we will have to make a formal protest, which we hope will not
be necessary.
Yours sincerely,
Thank you for replaying to our inquiry of 19th April and letting us know that the C2000
computers, Cat. No. D16 are available.
The terms you quoted are quite satisfactory, and you will find our order, 8856, enclosed. We
have instructed our bank, Taiwan Bank, Yungho Branch, to open an irrevocable letter of credit
for US$22,000 in your favor. This should cover c.i.f. shipment and bank charges, and the credit
is valid until 10 June 1999.
You will receive confirmation from our bank’s agents Eastland Bank Ltd., 401, Aldgate, London
EC1, and you may draw on them at 60 days for the amount of the invoice. When submitting
your draft, would you please enclose the following documents?
Yours sincerely,
(signature)
Dear Sirs,
We spoke to your representative, Mr. Chai, at the Earls Court Boat Show in London last week,
and he showed us a number of dinghies, which you produce, and informed us of your terms and
conditions.
We were impressed with the craft, and have decided to place a trial order for ten of them, your
Cat. No. NR17. The enclosed order No.90103, is for delivery as soon as possible as the
summer season is only a few weeks away.
As Mr. Chai assured us that you could meet any order from stock, we have instructed our bank,
Northern City Ltd., to open a confirmed irrevocable letter of credit for US$7,300 in your favor,
and valid until 1st June.
Our bank informs us that the credit will be confirmed by their agents, Cooper & Deal Merchant
Bank, Peking Road, Hong Kong, once you have contacted them, and they will also supply us
with a certificate of quality, once you have informed them that the order has been made up and
they have checked it.
You may draw on the agents for the full amount of the invoice at 60 days, and your draft should
be presented with the following documents:
The credit will cover the invoice, discounting, and any other bank charges. Please cable us
confirming that the order has been accepted and the craft can be delivered within the next six
weeks.
Yours faithfully,
(signature)
It is — or should be — a point of honor with a good firm never to blame its employees
when writing replies to complaints; the firm has undertaken the work and the staff is part of the
firm, therefore the firm itself is at fault.
1. The genuine complaint arising from the delivery of wrong goods, damaged goods or
not enough goods; there is also the matter of the goods not being of the kind expected.
Delay, of one kind or another, is another cause for complaints. If the sellers know that
there will be a delay they should, of course, inform the buyers. However, if the lateness in
delivery is not likely to be serious the sellers may not let the buyers know, so as to avoid giving a
bad impression or undermining confidence.
Each of these parts requires rather different language. The first part requires simple
narrative language to describe the circumstances behind the complaint. The second part
describes the problem, but should avoid over-emotional or abusive language (especially phrases
like stupid, incompetent, waste of time, and criminal, among others). The third part should say
what it is that we want, so, we will use the language of preference. Last, if appropriate, we may
threaten the reader with further action if nothing is done to remedy the situation. Even so,
avoid making threats, which might damage our business relationship with the supplier. So, be
firm and do not use abusive language, even if we are very angry.
This is usually a short paragraph describing what has gone before, so that our complaint has
a background, and can be understood in context.
The scene is set by referring to a delivery which has just taken place, an invoice which has
been received, or an order which has been placed and by giving full details as regards dates,
amounts, account numbers, and so on.
Ex. : * Last month, we ordered two dozen copies of ‘Business Writing for
Hong Kong’ from you.
* We have just received a consignment of personal computers from
your company (details attached).
information about the complaint. Information should be presented clearly and concisely, giving details of
order/invoice numbers, delivery dates and so on. It is a good idea to enclose a copy of any
documentation we have, such as a sales receipt (if we are writing a letter to a shop), an order
form, delivery note, bill of lading or an invoice. We should also mention any other details,
which can help explain the complaint. If we have spoken to people, mention their names; if
shipment contents were incorrect, list the contents in detail; if products fail to function correctly,
describe their faults precisely.
cond section, we should refer to the inconvenience that we have had to suffer, and , if appropriate, mention the
cost to our company of this inconvenience. Clearly, this part of the letter is rather longer than
the other parts, as we have to give details of what exactly it is that we are complaining about.
Ex.: * I cannot possibly use the camera you sent me because it has/appears to have
problems functioning/operating/working.
* We have still not received the goods, which we ordered on 15th
December.
* Although you delivered ten dozen Quintex electric tin openers, you
have asked us to pay for twelve dozen.
* Unfortunately, you have sent us the wrong items. We ordered
Model 602 but you have sent us the older Model 502.
* We are not happy about the inconvenience that this situation is
causing us.
* We already have many advance orders which we shall now have to
postpone because of your poor quality control / inefficiency /
slowness.
ph, we should make concrete and constructive recommendations. Do not think that just because we ask, our
request will be granted, so keep it realistic, and play on the reader’s (i) sense of justice, and (ii)
desire to do business in the future. If we have already paid for the goods, these two things are
the only bargaining counters we have.
he letter is usually quite short, and should state clearly what exactly we want the reader to do to rectify the
situation. We should request rather than demand. Our tone should be polite but firm, and
what we ask for should be fair.
* We should be obliged if you would replace the goods you delivered with the
correct ones.
* We should be grateful if you would give us a complete refund for
the defective goods, which were delivered.
* We trust you will arrange for a new invoice to be issued in the near
future.
This last section of the letter is optional. In it we may wish to mention what we will do if
our request is not granted. However, be careful not to threaten too much, especially if we do
not intend to act. Threats are not always appropriate or helpful to a business letter. Dramatic
threats are even less helpful. Although a person’s time-wasting of inefficiency might be costing
our company a lot of money, it will seldom do any good to loss our temper. Remain calm and
do not threaten more than we can/will do. The best tone to strike is one of optimistic patience.
Here are some expressions we can use, but think carefully before issuing threats that we are not
prepared to carry out:
Ex.: * I regret that unless you can comply with my request within three days, I shall be
forced to / compelled to / obliged to consider canceling my order.
* Further delays in delivery will / may / might / could result in our canceling our
order.
* If you do not refund all of the money we have paid, we shall have no choice but
to seek legal advice in the matter.
Date
It is with great regret that we have to inform you that your last
delivery is not up to your usual standard. The material seems to be too
loosely woven and is inclined to pull out of shape. By separate mail
we have sent you a cutting from this material, also one from clothe of an
early consignment, so that you can compare the two and see the differ-
ence in texture.
Sincerely,
Simon Hsieh
President
cm
InterFace
1200, Swire House, Central, Hong Kong
Tel: 5799554 Fax: 5789445
Date
Ms Elaine Kwok
Sales Supervisor
Tan Industrial Holdings
250 Wai Yip Street
Kwun Tong
Dear Ms Kwok
I should appreciate your looking into this matter and arranging for delivery
of these computers within the next three days.
I am afraid that if you are unable to deliver it within this period, we shall be
compelled to cancel our order and purchase from another supplier.
Yours sincerely
For INTERFACE
Edmund Chou
Office Manager
Date
Mr. W. Mak
Sales Department
Palette Publishing Co
18/F Warwick House
Tong Chong Street
Quarry Bay
We have just received the above invoice for a consignment of books which
was delivered on 4th May 1998 as part of our exhibition of contemporary
Hong Kong photographers’ work.
However, your invoice states that the consignment contained 240 copies of
A Pictorial History of Hong Kong by Shui Man-hing, whereas, in fact, it
contained only 200 copies. If you check our original order (No.
4378523-copy attached) you will see this was all we ordered.
We trust you will arrange for a new invoice to be issued in the near future, as
we shall be happy to settle this account as soon as possible.
Yours sincerely
Sophia Wan
Accounts Clerk
Nothing shows our commitment to customer service excellence better than a fast response
to a justified complaint. Our customers know that they have been wronged and expect
immediate satisfaction. Anything less than that will cause our customers to think twice before
ordering from us again.
When our company has made a mistake, say so. Honesty is not just the best policy, it is
the only policy. By being honest, we earn our customer’s respect. But do not get involved in
long, complicated explanations. Explain our point of view directly and then put our attention
on showing the customer how we will make up for our mistake.
Often, to keep a customer after making an error, we’ll have to “go the extra mile” — often
the customer free merchandise or services, special discounts on future orders, or a gift. A
bouquet of flowers or a Teddy Bear can make a friend of even the most disgruntled customer.
It isn’t necessary to spend a lot of money, but it is necessary to show our sincere desire to make
amends.
Our response should be mailed immediately. When possible, send it out by overnight
courier or express mail. Show our customers by our actions that we are truly sorry. And
assure them that steps have been taken to make sure there is no repeat of the error in the future.
Always end by restating our apology and expressing our expectation of future business. Offer
customers an opportunity for additional discussion if they are still unsatisfied with our response.
There are four major parts to an adjustment letter: the first acknowledges the complaint, the
second describes the action we have taken since receiving it, the third states briefly our decision
and the fourth offers compensation if appropriate.
In this short paragraph, refer briefly to the complaint that has been received. Unlike
most business letters, this first paragraph should not give full details. It is sufficient to
refer in very general terms to the complaint.
Adjustment letters are unlike most business letters in that usually the YOU approach is
unsuitable. The reason for this is that this approach sometimes sounds a little accusing.
We should never accuse our client of being a source of difficulties. Remember to keep the
tone positive by avoiding negative words such as damage, defective, poor quality, incorrect,
mistake, and problem in the first paragraph.
This paragraph aims to demonstrate that we care enough to do something about the
complaint. However, once again, we should be brief. Do not go into a long description
of the complaint. In this paragraph, it is sufficient to describe briefly what investigations
you have made.
A simple statement of what we have done, and found out since receiving the complaint
will be enough. It can generally either be placed at the end of paragraph one or at the
beginning of paragraph two. The effect of placing it at the end of paragraph one is to
reduce the importance of the complaint. Therefore, if we want to impress the reader with
how seriously we have taken his complaint, it is probably better to put this section at the
beginning of the second paragraph.
Ex.: * I have checked with the transporters, and they inform me that ….
In this section, we will also need to describe what we have discovered about the
circumstances surrounding the customer’s complaint. In order to do this, we will probably
want to describe causes and effects.
Our decision will either support the complainant or it will reject his request for
adjustment. If we find that the complaint is justified, this paragraph should state clearly
and simply that this is the case. We should also explain briefly why the mistake took
place, and assure the reader that the mistake will not be made again. There is no need to
blame anyone. If we are to blame, then we should admit it and apologize.
If we have to reject our client’s request for adjustment, it is important that we demon-
strate an understanding of the complaint. This does not mean repeating it word for word.
Instead we should summarize the complaint. This way, our reader will not think he is
dealing with someone who is insensitive to his problems. After we have summarized the
complaint briefly, we should explain why adjustment of the type suggested by the
customer is impossible. This should be done sympathetically, and with regret. Finally,
if there is a middle ground where the customer and we can meet, we can suggest an
alternative solution to the complainant.
If we have accepted responsibility and adjustment as suggested by the client, the final
paragraph will simply confirm arrangements regarding compensation. If responsibility is
denied or the form of adjustment suggested by the complainant is not accepted as
reasonable, we may suggest a compromise. This should be a reasonable compromise that
is not an insult to our reader. After both possible final paragraphs, we should end the
letter on a positive note that assures the client that your company has the best interests of
its clients at heart.
Ex.: * Naturally, we take all our customers’ comments seriously. With this in
mind, we are more than happy to cover the cost of replacing the defective
goods.
* I am enclosing a number of postage-paid order envelopes so that this
unfortunate situation does not happen again.
* As a gesture of our regret that this situation arose, may I offer a price
reduction of 25% on your next order with us?
Mrs. C. Brien
118 North Laurel Avenue
Los Angeles, Calif. 90048 Date
Dear Madam:
You were right to let us know about the unsatisfactory service you expe-
rienced when your washing machine had to be repaired. Your annoy-
ance is perfectly understandable; however we hope you will also try to
see our point of view.
You phoned our Field Service Department on Friday, March 13th. The
clerk handling your complaint arranged for a technician to come to your
home on the following Tuesday, but on account of illness he was not
able to come until Monday, March 23rd. However, on arrival at your
address he found no one at home, and was not able to carry out the work
until a new appointment had been made.
Sincerely yours,
Hal Parks
Claims Department
Date
Yours sincerely
for Tan Industrial Holdings
Elaine Kwok
If we believe the customer is unjustified, ask for clarification — it may be that he has not
expressed himself well and the complaint is the result of a simple misunderstanding that can be
easily cleared up. If we are unable to respond positively, an honest, straightforward “no” along
with the reasons for the refusal, is best. If the company is not responsible, suggest the action
the customer can take to get satisfaction elsewhere, without actually blaming someone else. It’s
unlikely the customer is trying to cheat the company, and accusing him of that will ensure
undying enmity. This type of ill will can spread to other customers of our company.
To sum up, respond positively and promptly to all complaints — and consider even the
most vituperative attack as providing valuable information about customer relations.
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
We have enough stock on hand to reship your order. If you would like
us to do so, please call us with a purchase order.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Thank you for writing us about your irritation concerning the delay in
CSC’s receipt of four (4) MacDonald Customized Video Display
Terminals (CSC PO#3214; our invoice #80-1219-G).
The delay, however, was not caused at our end. As specified in your
Purchase Order, we shipped via Transcontinental Truckers before July
14th. The terminals were actually picked up on July 12th, as you can see
from the enclosed copy of the bill of lading (Transcontinental
#55-MC-9906).
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I’m sorry to hear about the rudeness you experienced while shopping at
our store. I wish there was something we could do to prevent such
unpleasant events from occurring but, unfortunately, we cannot always
observe peculiar behavior in people who come through our store, or
intercept them as an incident develops.
I hope this incident will not give you a bad impression of Fashion Fair
stores. We value you as a customer, and I look forward to seeing you
again.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Thank you for calling to check on the status of the shirts you ordered
from us (item 53J, Order #29746) three weeks ago (July 28th). I have
looked into your order, and everything is on schedule. Perhaps you did
not notice that on the bottom of the order form we have noted that any
items that are monogrammed, such as your shirts, will require a delivery
time of four to five weeks instead of the usual two to three weeks.
Your shirts should be arriving next week. I believe that you will be very
satisfied with your Wellington Bay shirts. Please let me know if I can be
of any further assistance.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I’ve tried to reach you by phone because I feel problems should be dealt
with in person. However, I have been unable to catch you at home this
last week, and I don’t want our disagreement to go on much longer.
I understand from J. C. Gilbert, our stylist, that you were very unhappy
with Radar’s grooming last Monday. She said you felt we had
“dandified” and “emasculated” Radar by putting him in a “business suit.”
As we discussed when you brought Radar in, Airedales cost $20 more to
groom because their clip is very difficult. For example, they must retain
“eyebrows,” always difficult to achieve with such energetic dogs.
During our conversation, I felt you were familiar with the way Airedales
looked after they had been clipped. I’m very sorry for the misunder-
standing.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I’m sorry to hear of the damage to your A-Pro 1900 hairdryer during your
trip to Italy. Unfortunately, we cannot be held responsible for this
damage, which occurred because the hairdryer was plugged into a 220 V.,
50 Hz electrical outlet. As specifically indicated on the box, on the
documentation inside the box, and on the actual product, the A-Pro 1900
is designed to be used only on 115 V., 60 Hz electrical current. No
return is therefore possible.
Sincerely,
Typed name
Title
* Clarify the product specifications and indicate where they can be found in the sales
literature.
* Explain why no return is possible.
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I’m glad to hear that you are pleased with the quality of sharpening that
EdgeTech has provided. I hope that you will give us the opportunity to
serve you again.
Please let me know if you have any questions. I look forward to your
business.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Larry Crosby, our Credit and Collections Manager, has told me of your
intense dissatisfaction with the way your father’s recent auto repair was
handled here in our shop.
I am terribly sorry that you and your family have had these difficulties.
Please be sure that I will give the entire matter a very thorough review.
Mr. Johnson’s repairs were extremely complicated. It will take me some
time to review this with the mechanics involved and the Shop Manager,
but after I have completed my investigation, I would very much like to
meet with you and your father to discuss the problem he experienced. Is
there a possibility that you will be visiting your parents over the holidays?
If so, perhaps we can arrange a mutually convenient time to meet.
Sincerely,
Typed name
Title
A vast amount of international trade is handled not by direct negotiation between buyer and
seller but by means of agencies, usually in the country of the buyer. Of course, a great and
powerful manufacturer or trader can establish his own organization in a foreign land, and this is
usually done by founding a separate company in that country; alternatively, he may establish
branches abroad, as far as the law of the land concerned permits. Both methods call for great
capital outlay and are beyond the means of the vast majority of export traders, and even for those
who could afford to establish branches it is very questionable whether these branches would
prove economical to run. It is therefore not surprising that agencies flourish and continue to
handle a great volume of trade.
Brokers 經紀人; 掮客
Brokers usually buy or sell goods for their principals (the firms they represent) and
sometimes never handle the consignments themselves. They negotiate Sales and Purchase
contracts for buyers and sellers, without rights of their own in the goods.
Contact between buyers and brokers is done by phone, fax, or Internate, as prices in the
markets tend to fluctuate quickly, even by the minute in the case of bullion and foreign currency.
The orders sent to buying agents are called indents and are of two types: open indents,
where the agent chooses his/her supplier, and closed or specific indents, where the supplier is
named by the principal.
In the opening, explain who we are and how we saw or heard of the manufacturer’s product.
Then we have to convince the supplier first that there is a market for his product in our country
or area, and second that we are the best person to develop the market and sell his goods.
Finally, we may want to leave discussion of terms until after we know that the supplier is inter-
ested in our request. But there is no harm, even at this stage, in describing the terms on which
we normally operate and asking if they would be acceptable in the present case
SPECIMEN LETTER
Dear (salutation) :
Please let us have your views on these proposals: if you are interested
in establishing an agency here, our Mr. Erikson would be pleased to call
on you in March, when he will be in England.
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
We thank you for your letter of 4th January and are pleased to hear that
you find our products satisfactory and that you think there is room for
expanded sales in Denmark.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Before the contract is drawn up for signature we should like to re-state the
main points of the agreement, viz.:
1. That we operate as Sole Agents for a period of three years from
date of agreement.
2. That we receive a commission of 10% on all sales of your
machines in the United Kingdom.
3. That we handle no other imported machines of a competitive
type.
4. That we render you monthly Account Sales and accept your drafts
on us for the net amount of these sales.
5. That we maintain a comprehensive range of your products promi-
nently displayed in our main showrooms in Kingsway, London.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
In view of the steady increase in the demand for our beauty preparations,
we have decided to appoint an agent to handle our export trade with your
country.
We offer a Sole Agency, and would supply you with a reasonable initial
stock on a credit of 6 months. Further supplies would be invoiced to you
at 10% below export list prices, with payment by quarterly draft.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
We regret having to refuse this, but the delivery date stipulated by you
does not give us sufficient time in which to obtain most of the items
required. The minimum period necessary where goods have to be
obtained from Switzerland or Germany is 4-5 weeks.
We are anxious to serve you but are sure you will see the need for giving
us a little more notice of your requirements.
Sincerely,
Typed name
Title
1. The Principal appoints the Agent as and from the … to be its Sole Agent in … (hereinafter
called the area) for the sale of … manufactured by the Principal and such other goods and
merchandise (all of which are hereinafter referred to as the goods) as may hereafter be
mutually agreed between them.
2. The Agent will during the term of … years (and thereafter until determined by either party
giving three months’ previous notice in writing) diligently and faithfully serve the Principal
as its Agent and will endeavor to extend the sale of the goods of the Principal within the
area and will not do anything that may prevent such sale or interfere with the development
of the Principal’s trade in the area.
3. The Principal will from time to time furnish the Agent with a statement of the minimum
prices at which the goods are respectively to be sold and the Agent shall not sell below such
minimum price but shall endeavor in each case to obtain the best price obtainable.
4. The Agent shall not sell any of the goods to any person, company, or firm residing outside
the area, nor shall he knowingly sell any of the goods to any person, company, or firm
residing within the area with a view to their exportation to any other country or area without
the consent in writing of the Principal.
5. The Agent shall not during the continuance of the Agency hereby constituted sell goods of a
similar class or such as would or might compete or interfere with the sale of the Principal’s
goods either on his own account or on behalf of any other person, company, or firm whom-
soever.
6. Upon receipt by the Agent of any order for goods the Agent will immediately transmit such
order to the Principal who (if such order is accepted by the Principal) will execute the same
by supplying the goods direct to the Customer.
7. Upon the execution of any such order the Principal shall forward to the Agent a duplicate
copy of the invoice sent with the goods to the customer and in like manner shall from time
to time inform the Agent when payment is made by the customer to the Principal.
9. The Principal shall allow the Agent the following commissions (based on FOB United
Kingdom value) … in respect of all orders obtained direct by the Agent in the area which
have been accepted and executed by the Principal. The said commission shall be payable
every three months on the amounts actually received by Principal from the customers.
10. The Agent shall be entitled to commission on the terms and condition mentioned in the last
preceding clause on all export orders for the goods received by the Principal through Export
Merchants, Indent Houses, Branch Buying offices of customers, and Head Offices of
customers situated in the United Kingdom of Great Britain and Northern Ireland and the
Irish Free State for export into the area. Export orders in this clause mentioned shall not
include orders for the goods received by the Principals from and sold delivered to
customers’ principal place of business outside the area although such goods may
subsequently be exported by such customers into the area, excepting where there is
conclusive evidence that such orders which may actually be transmitted via the Head Office
in England are resultant from work done by the Agent with the customers.
11. Should any dispute arise as to the amount of commission payable by the Principal to the
Agent the same shall be settled by the Auditors for the time being of the Principal whose
certificate shall be final and binding on both the Principal and the Agent.
12. The Agent shall not in any way pledge the credit of the Principal.
13. The Agent shall not give any warranty in respect of the goods without the authority in
writing of the Principal.
14. The Agent shall not collect any moneys from customers, without the authority of the
Principal.
15. The Agent shall not give credit to or deal with any person, company, or firm, which the
Principal shall from time to time direct him not to give, credit to or deal with.
16. The Principal shall have the right to refuse to execute or accept any order obtained by the
Agent or any part thereof and the Agent shall not be entitled by the Agent or any part
thereof and the Agent shall not be entitled to any commission in respect of any such refused
order or part thereof so refused.
17. All questions of difference whatsoever which may at any time hereafter arise between the
parties hereto or their respective representatives touching these presents or the subject
matter thereof or arising out of or in relation thereto respectively and whether as to
construction or otherwise shall be referred to arbitration in England in accordance with the
provision of the Arbitration Act 1950 or any re-enactment or statutory modification thereof
for the time being in force.
AS WITNESS the parties have hereto set their hands on the day and year first hereinbefore
written.
(Signatures)
1. APPOINTMENT
Principal grants Agent the exclusive right to sell the merchandise stipulated in Article
3 in the territory stipulated in Article 2, and Agent accepts such appointment.
2. TERRITORY
The territory covered under this Agreement is confined to … (hereinafter called
Territory).
3. MERCHANDISE
The merchandise covered under this Agreement is confined to … (hereinafter called
Merchandise).
4. EXCLUSIVENESS
Principal shall sell Merchandise to Territory through any channel other than Agent.
Agent shall not sell or promote the sale of any item made in Taiwan similar to Merchandise
and shall not sell Merchandise outside Territory. Principal shall refer to Agent any inquiry
or order for Merchandise, which Principal may receive from others in Territory.
5. MINIMUM TRANSACTION
If the total amount of payments received by Principal from Agent’s customers fails to
reach US$…for any one-year period, Principal may terminate this Agreement by giving
sixty (60) days written notice to Agent at any time.
6. EXPENSES
Agent shall bear all the expenses incurred in connection with the sale of Merchandise
including traveling, cable, telex, postal and other incidental expenses. Principal shall,
likewise, bear its own cable, telex, postal and other incidental expenses.
7. COMMISSION
Principal may pay to Agent commission in U.S. currency at the rate of …% of the net
invoiced selling price of Merchandise on all orders obtained by Agent and received and
8. INDIVIDUAL CONTRACT
Each individual contract under this agreement shall be concluded by Seller’s Sales
Contract, which sets forth the terms, conditions, rights and obligations of the parties hereto
except those stipulated in this Agreement.
9. OFFER
All cable, letter, and/or telex offers shall be considered “firm” subject to reply being
received within thirty days from and including the day of dispatch, unless otherwise stated.
Sundays and National Holidays at both ends are excepted.
14. DURATION
This Agreement shall be valid for a period of one year commencing from the date first
above written and shall be automatically renewed thereafter on a year-to-year basis unless
either party gives the other party two months prior written notice to terminate this
Agreement.
16. ASSIGNMENT
Neither party shall assign this Agreement in whole nor in part to any third party
without the prior written consent of the other party.
17. ARBITRATION
All disputes, controversies, or differences which may arise between the parties hereto,
out of or in relation to or in connection with this Agreement, or for the breach thereof shall
be finally settled by arbitration in Taiwan, the Republic of China in accordance with the
Commercial Arbitration Rules of the Commercial Arbitration Association of the Republic
of China. The award rendered by the arbitrator(s) shall be final and binding upon both
parties.
Principal Agent
___________________ __________________
(signed) (Signed)
President President
Date Date
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
In the hope that we can come to terms, and looking forward to meeting
you.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
It was really most unfortunate that I was not in my office when you called
on me on 3rd April. Looking through our correspondence I see,
however, that we had fixed an appointment for 3 p.m. on 5th April, and I
had made myself available for you on that day. In fact, I was hoping for
the pleasure of your company during the evening as well.
I understand my secretary gave you some of the data you required since
you had to leave for Damascus next morning. Do let me know when
you expect to be in Copenhagen again, as I would very much like to have
an opportunity to talk to you about various matters of mutual interest.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
We shall be glad if you will reserve the following accommodation for two 註解 [Jackson1]: 預約
of our managers, Mr. Wang and Mr. Lee: 2 single rooms, if possible each 註解 [Jackson2]: 住宿
with a private bathroom, from May 5th, for two nights. Please be so kind as
註解 [Jackson3]: 私人浴室
to let us have an early confirmation of this booking.
註解 [Jackson4]: 確認
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear Sirs:
Please send the tickets to us by return, and find an enclosed check for US$
1,200.00.
Yours sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear Sirs,
We are holding our annual conference this year in Nantes and are looking
for a hotel, which can offer us accommodation and conference facilities
from 15th to 18th November inclusive.
We will be bringing our own visual aids with us, so it will not be necessary
to provide projectors, boards, or screens.
Please would you send us a list of your tariffs and let us know if you are
prepared to allow discounts for a group booking. If you can offer a com-
petitive quotation, and satisfactory accommodation and facilities, you can
rely on regular bookings from us in the future.
Yours sincerely,
Typed name
Title
When we send a condolence letter and don’t know the deceased well, pretend we have been
hired to write an obituary or prepare a eulogy. Do some research. Talk to others if possible.
Then in our letter concentrate on accomplishments that have affected or helped others, happy
remembrances, and the characteristics that will be remembered.
You will, I know, be very sorry to hear of the sudden death of Sir James
Brown, for thirty years Chairman of this company and a son of the founder
of the business ….
(a) We were deeply grieved (to hear) (to learn) of the sudden death of
the Chairman of your company ….
(b) It was a great shock to hear the sad news of Sir James Brown’s
sudden death.
(c) We are writing immediately to express our sincere sympathy.
(d) We want to express our heartfelt sympathy ….
(e) All who knew him well remember his many kindness and his helpful
advice.
(f) Please (convey) (express) our sympathy also to his family.
(g) Please accept the expression of our deepest sympathy.
Date
Dear John :
I’m sure the four weeks home will pass much faster than you think — and
to help keep your mind off the calendar, I’m sending you the newest
Stephen King novel. It’s one of those 1000-pagers. If you take your
time, you could lose a week or more right there. Of course, I’ve already
read it. In my opinion, it’s one of his best. But don’t think you can get
me to tell you how it ends!
Your office told me you’re expected back the week of April 12th. You’ll
probably have a lot to catch up on that week, even though Gary sounds
like he has everything under control. If I don’t hear from you by the
19th, I’ll give you a call. I’d like to continue our conversation about a
new direction for next year. The suggestions you made at our last
session were very helpful, and I’ve come up with a plan I think you’ll
really like. Maybe we’ll be able to schedule a meeting later in the
month.
In the meantime, make the most of your time at home. It’s a pity to have
to go to such lengths to get four consecutive weeks off from work. The
least you can do is relax and enjoy it.
John Hsieh
Dear Shuling :
I just heard about Patrick and wanted to offer my condolences to you and
your family.
From everything you’ve told me about him, I’m sure your loss is shared
by many. He sounded like a very special man who will be greatly
missed. I’m only sorry I never really got to know him, although you
were always able to paint such a vibrant picture for me.
Words can say so little in a time of sorrow like this, but please know that
I’m thinking of you.
Samuel Hsieh
Dear Johnson:
I heard of the loss of your father today, and I know how you feel. I just
cannot tell you how sorry I am.
I know that nothing I can write can dull your sorrow since only time can do
that and it will, Johnson.
Sincerely,
Dear Jean:
Your husband’s death is a sad event for all of us who knew him. We all
held him in great respect and affection, and we shall miss him. All of us
at his office send you our condolences; if any of us can be of any
assistance, please call on us.
Sincerely,
(6) An invalid
Dear Mary:
Now that you’re confined to bed for a while, here are some sugges-
tions for passing the time:
1. Think about all the aggravation you’re missing at your job. Add it
all up and put it away in your treasure chest: when have you ever
been so lucky?
2. Make a list of all the terrible parties you’ve been to in your lifetime.
Think of how happy you are they’re behind you now, instead of
ahead of you. Give yourself a pat on the back for remarkable
achievement in terrible-party survival tactics.
3. Spend half an hour reminiscing about all the men you barely escaped
getting serious with.
Love,
We often read about the election, promotion, or other significant achievement of a colleague
or acquaintance and think that a note or telephone call of congratulations would be in order.
The successful executive takes advantage of the situation to build goodwill for the company and
for herself or himself. Although handwritten messages are acceptable, typed ones permit more
to be said.
In addition to promotions and elections, such events as births, weddings, and engagements,
call for acknowledgment. We should always acknowledge the events when those involved are
employees of our firm. Here are some examples of short letters of congratulations on different
occasions.
1. I just learned of your promotion to the post of vice-president of Security, Inc. Please
accept my warmest congratulations and best wishes for every success.
2. Congratulations on your receipt of the Realtor of the Month award. I could see it
coming. Realtors and clients applaud your energy, sincerity, and expertise. Best
wishes.
3. Your good news just arrived, and I wish you and Stephen every possible happiness.
He has always seemed to me like a wonderful person, and now he’s also a lucky one.
Please congratulate him for me.
1. Many thanks for your nice words about my promotion and for the good wishes. I
look forward to continuing to work with you at the Chamber of Commerce. I always
enjoy it.
2. Thank you for your good thoughts about my promotion. I’m not certain whether
congratulations or condolences would have been appropriate! The job is going to be
demanding, especially as I make the transition. I’m going to give it my all, however;
and your thoughtfulness is going to help ease the burden. Again, I truly appreciate
your support.
3. I appreciate your note. You made me feel very good about my work and those who
work with me.
1. Be reasonable short — unless you feel you really have a lot to say.
2. Mention the reason for the letter.
3. Be sincere.
4. Above all, show your good feeling for the recipient.
Dear (salutation) :
I understand you’ve just arrived and that your parents haven’t even
picked out a name for you yet. Well, don’t worry about that: you’ve
chosen a couple of topnotch parents, and I think you’ll find that they’ll
provide you with just about everything you need to lead a happy and
healthy life (including a name all your own).
Sorry I can’t be with you to watch you grow up, but I’ve no doubt that
you’re going to become a wonderful person, just like all those others in
your family.
I’m sending along a small present, which I hope you’ll enjoy. And
until I do see you, I want you to grow fast, be kind, and have a wonderful
life.
Fondly,
Dear (salutation) :
Best regards,
Typed name
Title
Dear (salutation) :
Thank you for inviting me to your open house. It was a wonderful party,
and I enjoyed meeting your associates very much.
Congratulations on your beautiful new office. The view you have of the
river is spectacular, and I like the way you’ve redesigned the interior,
especially how you’ve opened up the roof to let in more light. It’s hard
to believe that place was once a hat factory!
Sincerely,
Typed name
Title
Recalling to Maslow’s hierarchy of needs, we know that from the bestower’s point of view
an intangible reward (such as a letter) is easy and inexpensive. From the recipient’s point of
view, the value of an intangible reward can be much greater than any reasonable tangible reward.
People are not usually reluctant to say “Thank you,” “a great performance,” etc. Yet, because
people seldom bother to write them, such messages are especially meaningful — even treasured.
In the decision to write about negatives, the primary consideration is intent. If the intent is
to hurt or to get even, the message should not be written. False information would be unethical
and illegal.
(1) To a speaker
Dear (salutation) :
Before noon today, I found myself applying some of the principles you
discussed at this morning’s Business Breakfast Club.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Mr. Will Jones (financial analyst at your Lockwood office) gave a very
interesting, informative speech at this morning’s Business Breakfast Club.
Possibly Mr. Jones has let you know that he was to give a talk this
morning, but I just want you to know that he gave an outstanding
speech — totally consistent with the image your bank projects.
Sincerely,
Typed name
Title
* With such letters in his file, Mr. Jones’s chances for promotion or other tangible rewards are
increased. But the intangible reward alone makes the effort worthwhile.
Company Name
COMPETENCIES/AREAS OF STRENGTH:
Although you always dress neatly, your preference for casual dress in the
office has become inappropriate. The company considers its image to be
important both “at home” because of visiting client and in public because
of general professionalism. We expect you to wear business suits in and
out of the office and to keep the tie tied and the sleeves buttoned.
Like most other special letters, invitations are deductive and relatively short. Responses to
invitations should be handled similarly. An informal invitation resembles a business letter.
When sent from a business office, the letter is sometimes typed on executive stationery, which is
smaller than the regular business letterhead. Wording should be conversational, as though the
writer were extending the invitation orally. As a matter of style, the inside address may be
placed at the end of the letter.
A formal invitation, usually in the form of a letter or printed card, is written in the third
person, and replies also follow the same style. Other invitations are written less formally.
Any written invitation should be answered in writing too, not by phone.
For an informal party, you may want to send a short personal letter or a note. Enthusiasm
is always a good thing to aim for in an informal party invitation. It’s courteous to mention that
there will be other guests when you send a dinner invitation. The important thing in any
personal invitation is to give the facts and make the letter warm and simple.
We may want to send cards rather than a letter, especially if we’re inviting many people.
It’s in perfectly good taste to use the commercial cards that have spaces for us to fill in the time
and place of the party.
Formal invitations may be divided into two kinds: handwritten and printed. The wording
is usually the same in both. If we plan to do a lot of entertaining, we may want to have cards
printed or engraved, with space for us to fill in the details. We can do the whole thing by hand,
if we prefer.
and
at Holiday Inn
at a reception
followed by a dinner
at eight o’clock.
formal
RSVP
Miss Chiu Hui-juen
Tel: 25017751 / 25055729
Date
Dear (salutation) :
We are pleased to invite you to be our guests at the Installation Ball of the
Chamber at the Beachrider Hotel on January 5th.
Cordially,
Typed name
Title
Receiver’s name
Title
Company name
Street address
City, State Zip
RSVP
Tel : (02)25017751
Miss Liu
Date
Mr. And Mrs. George Lin thank Mr. Simon Hsieh and Jimmy Chen for
their kind invitation to the inauguration of the Herzer Taichung Branch to
be held at the Holiday Inn, and will be pleased to attend.
Company Name
Address
City, State Zip
Date
Mr. W. James, Chairman, thanks Mr. Simon Hsieh and Jimmy Chen for
their kind invitation to the inauguration of the Herzer Taichung Branch to
be held at the Holiday Inn, but regrets that he is unable to attend due to a
prior engagement.
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Mr. O’Neill will speak about the developments taking place in the
dynamic areas of data processing and electronic communications, and
Northern Telecommunications’ role in these industries. Following
lunch, our guests will be available to answer specific questions you may
have. We think you will find this discussion interesting, and hope you
can attend.
The luncheon will be held at the Hotel Europa, Scotts Road, Singapore
at 12:00. Your prompt reply would be very much appreciated.
Sincerely,
Typed name
Title
Any subject that the business executive thinks may be of public interest or may bring the
company name before the public may be the basis for a news release. It may be an
announcement of a new product or service, the promotion of a major executive, a retirement, a
death, an honor for an employee, the election of employees to civic posts, company anniversary
celebrations, and so on. News releases are usually written, or at least approved, by one
executive in an organization. In larger firms a public relations department or publicity
department handles such releases. In smaller firms releases may be written by various
executives.
The purpose of the news release is to get a story into print or on the air. Newspaper,
magazine, radio, and television editors receive hundreds of news releases every day from all
types of businesses and individuals.
News releases must be typed and reproduced (usually by stencil or photo-offset). Carbon
copies should never be sent to an editor. Releases should be kept as brief as possible — rarely
should they be more than a page and a half. The shorter and more interesting the news release,
the better its chance of getting into print.
When writing or issuing news releases, be sure to observe all the points outlined here:
(1) Always double-space the news release. Double-spacing is a must for all news
releases so that the editor has room to make changes in the copy.
(2) Use generous side margins and leave plenty of space at both top and bottom. This
permits room for the editor to add typesetting instructions.
(3) At the beginning of the story give a brief headline so that the editor may learn quickly
what the release is about; for example, “new Plastic Office Accessories Announced” or
“New President Appointed.” (Editors will nearly always write their own headlines;
nonetheless, news release writers should include a suggested headline.)
(4) At the top of the form indicate when the news release may be made public. “For
Release Upon Receipt” means that the story may be printed immediately upon receipt.
Sometimes a news release may be issued several days in advance of the time it is to be
used, in which case it will be marked, “To Be Released on July 1st” or “Not to Be
Released Before July 1st.”
(5) Indicate the end of the release by typing the word END in parentheses or by typing
three x’s: -xxx-. (The three x’s stand for “30,” the signal telegraphers once used to
signify “the end.”)
(7) If the news release is long, insert subheads between paragraphs of the text to help
break the monotony of type.
Company Name
NEWS RELEASE Address
City, State Zip
A holiday note can be warmer, friendlier, and more informal than other customer corre-
spondence. While the tone of these letters should take their lead from the type of business
we’re in and the type of relationship we have with our customers, we may be able to add a more
personal, lighter, or more humorous touch than usual. Be careful, though, not to present our
company or us in a way that will make our customers uncomfortable or ill at ease.
Company Name
Address
Date
Receiver’s name
Company name
Dear (salutation) :
At the turn of the New Year, the entire staff of Herzer wishes everyone at
The TYT Group health, happiness, and success in the coming year.
This time of year is not only an occasion for celebration but for reflection
as well. We’d like to use this opportunity to thank you for your
patronage. We hope to continue serving you throughout this year and
for many years to come.
President
for all of us at Herzer
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
It gives us a chance to wish you a happy birthday and to thank you for
shopping with us during the past year!
We hope you have a very special day — and as our gift, we’ve enclosed
this discount certificate in the amount of $50. You can use it with your
next purchase or any time before December 31st.
Typed name
Title
Enclosure
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
How does it feel to be twelve years old? I’ll bet you can hardly believe
it’s been that long since Herzer opened its doors!
Even though Tsai wasn’t with you from the start, I know how far you’ve
come in a very short time — and how proud you must be when you look
around and see what you’ve accomplished.
Typed name
Title
Enclosure
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
May your assets and your years together continue to flourish and grow.
We’ll keep on doing our part; you do yours.
Typed name
Title
Enclosure
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
With your efforts in mind, and your spirit and goodwill for the
company, I extend to you my heartfelt appreciation and my sincere good
wishes for the holiday season.
May you and your loved ones have warm and wonderful holidays, and
a most happy and fruitful New Year.
Best wishes,
Typed name
Title
Whenever in doubt about sending a thank you letter, send it. We can never send too many,
but neglecting this social obligation can damage our relationship. Thank you letters offer the
opportunity to strengthen the goodwill between our client and us. Write the letter in an
informal, personal manner. Try to convey our enthusiasm and appreciation in the tone of the
letter. Whenever possible, recall the favor, gift, or good deed, and tell the recipient what it
meant to us.
Many companies work very hard to acquire a new customer and then neglect taking
advantage of the perfect opportunity to start the relationship on a positive note — the first order.
When the initial order is received, a letter should immediately be sent to the new customer
offering thanks and cementing the new relationship with positive expectations and goodwill.
Business derived from word of mouth referrals can be one of the best ways to build our
business. While it is difficult to promote customer referrals, we can tell a referrer how much
we appreciate the good word. A simple thank we note can go a long way to ensure that we will
be recommended again. When a customer makes a referral, he or she should be thanked imme-
diately. If the referral becomes a customer, the referrer should be told and thanked again.
When customers review a product but decline to purchase, we still have the opportunity to
build goodwill and possibly a future sale. A letter thanking customers for their consideration of
our product and extending a final special offer can be effective.
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
We have just received your purchase order #1.382 and would like to
thank you for ordering from York Publishing.
Jim Anderson, your sales representative, tells me that your firm has an
excellent reputation and provides service to the entire Northwest, a
territory where we can use all the assistance we can get. I’m excited
about our association and its potential for both firms.
Your order is currently being processed, and your should receive it within
10 days.
Thanks again for your first order. If I can be of any service, do not
hesitate to call.
Sincerely,
Typed name
Title
Writer’s initials (uppercase) : typist’s initials (lowercase)
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Time flies. That’s what they say, and now I know it’s true!
While reviewing your files, I realized that it has been five years since we
processed your first order for packaging materials. I well remember
how we worked together to meet the minimum. And today you’re one
of our largest customers, ordering by the truckload.
I’m writing to say thank you. First, for the terrific business that you give
us. Second, for the professional way you conduct your business. All
of us here at Worldwide are impressed with the organized and efficient
manner in which your orders are placed.
I’d just like to say one last thing. We’ve watched your business grow
from a start-up to an industry leader over the past five years and it
couldn’t have happened to a more deserving, dedicated group of people.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
We have just received word of your decision to accept our bid for the
Evergreen project. I’d like to personally thank you for your confidence
in us.
The entire staff is very excited about working with you. We all feel
strongly that this is an exciting opportunity to design and build something
that will benefit a great many people for years to come. There’s nothing
I can think of that would be more challenging and ultimately satisfying
for us to be a part of.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Thank you for telling us of your pleasant association with [ the Mary Kay
sales representative]. We are blessed with many such wonderful people,
and we are most grateful. Your taking the time to write us to compli-
ment her so highly was so very nice.
Wonderful people like you have made our company the success it is
today, and WE APPRECIATE YOU!
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I just received a phone call from Terri Jones of Southside Foods asking
for a quote on designing their next annual report. Terri said that you
recommended us and told her how pleased everyone at Chemical Services
was with our last project.
I’d like to thank you for the referral. Your kind words have given us the
chance to work with one of the largest public companies in the area.
This opportunity can possibly give us the national exposure we’ve been
seeking.
Let’s get together next week for lunch. I’d like to thank you in person.
I’ll call you in a day or so to see when you’re available.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Thank you!
I have just received the financial report you ran for me on Zest Vests.
The information it revealed will be extremely important to our negotia-
tions.
Without your assistance, I don’t know how I could have found out this
background data. And I know I could never have gotten it as fast as you
did.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I am writing to personally thank you for the generous gift you sent to help
us with our annual fundraiser.
For Tom and all of us at Guardian we want to thank you again and say
that your help really makes an important difference.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Everyone has remarked about the quantity, quality, and diversity of the
prizes. And when they learned that the prizes were all given by organi-
zations as donations, they were even more impressed.
This year’s event raised more money for the hospital than any previous
outing. Our success was due largely to the efforts of volunteers like you.
We all realize how much time you contributed. Thank you again for the
tremendous job.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Jon said that, while you were browsing through the shirt department, four
separate salespeople came over to ask if you needed help. Naturally,
you found this excessive attention disturbing. You appreciated the good
customer service, but the overskill made shopping uncomfortable. Your
idea was for the first salesperson to approach a customer to give them a
colored label to wear so that other salespeople would know that the
customer had already been helped by the “red” salesperson.
I do not know if this will work, but I really appreciate your relating your
feelings to us. Sometimes we think we are doing an excellent job
providing service, when in actuality the opposite is occurring.
I’ll be meeting with the department managers next week and will bring up
your idea. We hope to solve the problem before your next visit to
Bloomfield’s.
Sincerely,
Typed name
Title
Some applicants, realizing that there will be a good deal of competition for the job, try to
write their letters so that they will stand out from the rest. Such a course is unwise, for the
people who consider letters of application have had considerable experience and therefore are
not likely to be at all impressed. Any application will succeed or fail by the basic facts given in
it, and these facts should always be easily provable.
Many applicants often fail to realize how important it is to state clearly why they are
applying for the post in question. This is not only interesting for the prospective employer to
know but also a persuasively written and convincing reason often provides a more revealing clue
to the applicant’s character than anything else in the letter.
Throughout our lifetime, however, we may find ourselves in other job-seeking situations in
an attempt to improve our position. As we gain experience, we are likely to become ambitious
for better and better jobs. In any job-seeking situation, there are a number of ways we may use
our writing skills: to complete an application blank, prepare a résumé, write an application letter,
or writer employment follow-up letters.
We will be hired because we have a skill that an employer needs. Before we start our
campaign for a job, we must decide for which specific jobs we qualified and in which jobs we
are interested. On the basis of our personal and educational background, we begin by listing
specific skills and knowledge that would benefit an employer. Then we decide which specific
job titles need the skills and knowledge we possess. Direct our job-seeking efforts to the most
interesting positions for which we are qualified.
How do we find the job in which we are interested? Where do we look for the job for
which we are qualified? Several employment sources may be investigated to find a job suitable
for us: (1) School Placement Offices, (2) Newspaper Advertisements, (3) Employment Agencies,
(4) Federal, State, County, and City Offices, (5) College and University Offices, (6) Individual
Companies, or (7) Internet Job Seeking.
Once we have decided what we have to sell an employer, we should prepare a written
summary of our qualifications. This summary — called a résumé— is a description of our
qualifications. It usually includes a statement of our education, our employment record
(experience), a list of references, and other data that will help us obtain the job we wish.
Résumés directed toward gaining a specific job may be longer than résumés written for
general distribution. One reason is that we will probably know more about a particular job in
which we are closely interested and therefore can relate our special qualifications more expan-
sively in terms of what we could or would do.
A covering letter may also serve as a summary of qualifications if they do not appear in the
résumé. We suggest, however, that the covering letter be kept informal and brief, letting the
résumé convey our message.
RÉSUMÉ
Roberto Cortez
5678 Crosswods Drive, Falls Church, VA 22044 Home: (703) 987-0086 Office: (703) 549-6624
EXPERIENCE
March 1986 Staff Accountant/Financial Analyst
to present INTER-AMERICAN IMPORTS ALEXANDRIA, VA
Prepare general accounting reports for wholesale giftware importer with
annual sales of $15 million. Audit all financial transactions between
company headquarters and suppliers in 12 Latin American countries.
* Created a computerize model to adjust accounts for
fluctuations in currency exchange rates
* Represented company in negotiating joint venture agreements with
major suppliers in Mexico and Colombia.
PERSONAL Born and raised in Mexico City; became the U.S. citizen in 1987.
DATA Fluent in Spanish and German. Have graveled extensively in Latin
America.
RÉSUMÉ
Glenda St. Johns Objective: To obtain a position in
Box 6671, College Station corporate public relations
Iowa City, Iowa 52240 where my experience is of use.
(515) 545-9856
WRITING/EDITING
* Wrote arts and entertainment articles for college newspaper
* Edited University of Iowa Handbook, guidebook mailed to all incoming freshmen
* Published guest editorial on student attitudes in Des Moines Register
* Wrote prize-winning script for sorority skit in Fall Follies talent show
PUBLIC SPEAKING
* Participated in over 100 debates as member of college debating team
* Led seminars to teach job-search skills to under-privileged teen-agers as part of campus out-
reach program
* Performed in summer theater productions in Clear Lake, Iowa
MANAGING
* Created and administered summer parks and recreation program for city of Osage, Iowa
* Developed budget, schedule, and layouts for college handbook; assigned work to photogra-
phers and copywriters.
* Developed publicity campaign for Fall Folliers, three-hour talent show that raised $7,000
for he University of Iowa’s Pan Hellenic Council
EDUCATION
The University of Iowa, Iowa City, September 1984-June 1989
B.A. Journalism (3.81 GPA on 4.0 scale)
Speech minor; two courses in public relations
EXPERIENCE
June 1988-April 1989, Editor, University of Iowa Handbook
Summer 1987, Director, Summer Recreation Program, Osage, Iowa
Summer 1986, Actress, Cobblestone Players, Clear Lake, Iowa
PERSONAL DATA
Excellent health; willing to relocate
CAPABILITIES
* Plan and coordinate large-scale public events
* Develop community support for concerts, festivals, and entertainment
* Manage publicity for major events
* Coordinate activities of diverse community groups
* Establish and maintain financial controls for public events
* Negotiate contracts with performers, carpenters, electricians, and suppliers
ACHIEVEMENTS
* Arranged 1988’s week-long Arts and Entertainment Festival for the Barrington Public
Library, which involved performances by musicians, dancers, actors, magicians, and
artists
* Served as chairperson for the 1988 Children’s Home Society Fashion Show, a
luncheon for 400 that raised $5,000 for orphans and abused children
* Supervised the 1987 PTA Halloween Carnival, an all-day festival with game booths,
live bands, contests, and food service that raised $7,600 for the PTA
* Organized the 1987 Midwestern convention for 800 members of the League of Women
Voters, which extended over a three-day period and required arrangements for hotels,
meals, speakers, and special tours
EDUCATION
* Northwestern University (Evanston, Illinois), B.A., September 1965 to June 1970
Psychology; Phi Beta Kappa
WORK HISTORY
* Northwestern University, November 1967 to October 1970, Part-time Research
Assistant.
* First National Bank of Chicago, June 1970 to October 1972, Personnel
Counselor/Campus Recruiter.
REFERENCES
* John Detweiler, Mayor, Village of Barrington, Barrington, Illinois 60010; (312)
884-0100
* Jan Flapan, Co-President, Midwestern Division, League of Women Voters, 332 South
Michigan Avenue, Chicago, Illinois 60004; (312) 236-0315
* Mark Nesbitt, President, Heartland Promotions, Inc., 433 W. Grace Avenue, Chicago,
Illinois 600651; (312) 864-9701
應徵工作 貼
JOB APPLIED FOR
部 門 職 稱 希望待遇 希望工作地點 像
SECTION JOB EXPECTED SALARY EXPECTED LOCATION
片
個人資料 處
PERSONAL INFORMATION
姓名 男 MALE □ 籍貫 出生
NAME NATIVE PROVINCE BIRTH
女 FEMALE □ AND CITY
身份證字號 血型 身高 體重
ID NO BLOOD HEIGHT WEIGHT
□ 未婚 □ 已婚 □ 離婚 健康狀況
SINGLE MARRIED DIVORCED HEALTH
軍 種 兵 科 自 至 軍階
MILITARY STATUS FROM TO RANK
現 在 住 址 電話
PRESENT ADDRESS TEL.
永 久 住 址 電話
PERMANENT ADDRESS TEL.
緊 急 聯 絡 人 電話
PERSON TO NOTIFY IN CASE OF EMERGENCY TEL.
教育程度
EDUCATION
等 別 學校名稱 科 系 自 FROM 至 TO 地點
GRADE NAME OF SCHOOL DEPARTMENT
年 YEAR 月 MONTH 年 YEAR 月 MONTH TION
LOCA-
國 中
JUNIOR HIGH
高 中
SENIOR HIGH
大 專
COLLEGE
其 他
OTHERS
工作經驗
WORKING EXPERIENCE
公 司 部 門 職 務 工作說明 薪 資 起迄時間 PERIOD
COMPANY NAME SECTION TITLE JOB DESCRIPTION SALARY 自 FROM 至 TO
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Ms. Mary Lynn, a business education counselor at Dale High School, has
told me that your organization has an opening for a secretary. I would
very much appreciate your permitting me to explain why I believe that I
have the necessary qualifications for this position.
As the enclosed résumé points out, I have had two years of shorthand
training and transcription at Dale High School and have developed a high
rate of speed and accuracy in both shorthand and typing. In addition, for
the last two summers I have had the opportunity to improve both skills as
a full-time summer replacement at the main office of the Broward County
Bank. This experience also served to acquaint me with the daily routine
of a busy office. I have enjoyed both my training and my work experi-
ence and believe that I can satisfactorily fill the position that you have.
You can reach me at 2555-4116 any day after 5 p.m. May I have a
personal interview at your convenience?
Sincerely,
Typed name
Enclosure
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Sincerely,
Typed name
Enclosure
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Faithfully yours,
Typed name
We can relieve the anxious and nervous feelings that often accompany interviews by
preparing ahead of time. First, analyze the organization, the job, and our own qualifications
and needs. Then plan answers to the interviewer’s likely questions and devise some questions
of our own. The interview itself will go more smoothly if we adopt a relaxed style and an
enthusiastic attitude.
Follow-up messages to the interviewer, such as thank you letters and inquiries, may
increase our chances of getting a job offer. Other courteous, well-planned employment
letters — whether requesting a time extension, accepting an offer, declining an offer, or
resigning — also demonstrate that we are a professional.
Most organizations interview an applicant three times before extending a job offer: elimi-
nating unqualified applicants, initial evaluation at the organization’s offices, and final evaluation
at the organization. The goal of the final interview is to find the candidate best suited for the
job. This interview is ordinarily conducted by the supervisor or department manager to whom
the new employee will report, and this person usually has the authority to make the hiring
decision.
In a typical job search, we can expect to have 20 or 30 interviews before we accept a job
offer. No wonder some students start their job search as much as nine months before
graduation.
Here are examples of interview twosomes: seller and prospective buyer; employment inter-
viewer and job prospect; boss and subordinate; marketing researcher and product buyer; political
pollster and voter; instructor and student; doctor and patient; police officer and traffic violator;
newsmaker and reporter; talk-show lost and celebrity guest; parent and child.
Interviews fall into several broad categories based on their purposes: employment inter-
views, informational interviews, personnel interviews, sales or persuasive interviews.
Interviewers try to determine what we can do and what kind of person we are. Interviews
may be supplemented with employment tests, which are designed to provide objective,
quantitative criteria for selecting new employees. Every position requires specific
qualifications. When we are invited to interview for a position, the interviewer may already
have a fairly good idea of whether we have the right qualifications, based on a review of our
résumé.
During the interview, we’ll be asked to describe our education and previous jobs in more
depth so the interviewer can determine how well our skills match the requirements. Another
consideration is whether a candidate has the right personality traits for the job. Besides the
interviewer must decide whether the person will be compatible with the other people in the
organization. Compatibility with the organization is judged on the basis of : appearance, age,
personal background, attitudes, and style.
(1) About the Organization full name, location, age, products, industry position
(current market share, financial position, and profit picture), earnings (the trends
in the organization’s current market share), growth prospects for expansion, and
organization (subsidiaries, division, and departments).
(2) About the Job job title, job functions (main tasks), job qualifications
(knowledge and skills required), career path (chances for advancement), salary
range (what the organization typically offers and what pay is reasonable in this
industry and geographic area), travel opportunities (how often, how long, and how
far we’ll be allowed or required), relocation opportunities (where and how often).
The interviewer will begin the conversation and effectively set the stage for the interview.
We might expect either some nonbusiness talk or a direct opening into the business of the
interview. Research supports the conclusion that a positive or negative impression is created
during the first four minutes of an interview. During these early minutes, make appropriate eye
contact with the interviewer and be conscious of the nonverbal messages the two of we are
sending.
Much of the information about us will appear on our résumé. Thus, the interviewer will
most likely seek to go beyond such things as our education, work experience, and extracurricular
activities and attempt to assess our attitudes toward work and the probability of fitting us
successfully into the organization. The best way to prepare for the interview discussion is to
study the company and ourselves, of course.
We are more likely to be invited back for a second interview or offered a job if we maintain
eye contact, smile frequently, nod our head, sit in an attentive position, and use frequent hand
gestures. These nonverbal signals convince the interviewer that we are alert, assertive,
dependable, confident, responsible, and energetic.
In the last few minutes, we need to evaluate how well we have done and correct any
misconceptions the interviewer might have. The interviewer may ask if we have any more
questions, sum up the discussion, change position, or indicate with a gesture that the interview is
over. When we get the signal, respond promptly. Be sure to thank the interviewer for the
opportunity and express an interest in the organization.
If we do receive an offer during the interview, we will naturally want to discuss salary.
But let the interviewer raise the subject. If asked our salary requirements, say that we would
expect to receive the standard salary for the job in question. If we don’t like the size of the
offer, we might try to negotiate. We might just ask, “Is there any room for negotiation?”
Even if we can’t bargain for more money, we might be able to win some concessions on benefits
and perquisites. The value of negotiating can be significant, because benefits often cost the
employer 25 to 45 percent of our salary. Don’t inquire about fringe benefits, however, until we
know we have a job offer.
Usually we will have many interviews before we accept a final offer. To refresh our
memory of each conversation, we should keep a record of our impressions. As soon as the
interview ends, jot down the names and titles of the people we met. If we’re unsure of any
names or their spellings, phone the organization’s receptionist for clarification.
Next write down in capsule form the interviewer’s answers to our questions. Then briefly
evaluate our performance during the interview, listing what we handled well and what we didn’t.
Going over these notes can help us improve our performance in the future.
Besides saying thank you, our letter’s goal is to maintain a company’s interest in our
candidacy. Our letter must demonstrate professional courtesy and show that we are seriously
interested in the position. Demonstrate our interest in the company and our qualifications by
mentioning significant information we learned from the interview. If we can, clear up any
concerns the reader may have about our qualifications.
Dear (salutation) :
We were quite impressed with your qualifications, and after some consid-
eration, we have decided that your are the ideal choice for the position of
Herzer Co., Ltd. Congratulations, and welcome aboard!
We would like you to report to our office on Monday, April 23rd. If you
have any questions, please call us. If not, we’ll see you on the 23rd!
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Sincerely yours,
Typed name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I appreciate the time you and your colleagues have taken to explain
career opportunities at SNFT Taipei. You taught me a great deal about
marketing as well as about chemicals.
Best regards,
Typed name
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I am sorry to tell you that, since we did not hear from you in response to
our job offer, the offer expired as of last Friday.
I understood, when we spoke three weeks ago, that you were considering
other opportunities, and we agreed that our job offer would be
time-limited. I am, as you can imagine, personally disappointed that you
won’t be joining us as my Executive Assistant, but I hope that you will
remember our conversations and consider Senior Care if you decide to
reevaluate your career in the future.
Sincerely,
Typed name
Title
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
Sincerely,
Typed name
Vice President, Personnel
Attachment
Company Name
Address
City, State Zip
Date
Receiver’s name
Title
Company name
Street address
City, State Zip
Dear (salutation) :
I’m delighted to respond to your request for a reference for Lily Yang,
who was our office manager for the past two years.
Sincerely,
Typed name
Title
Great care should be taken with any written explanation — whether it is a new policy or
procedure or a clarification of an existing policy — because staff members often feel threatened
by change. Take the time to detail why a change has been made or why a clarification is
required. This will reduce needless speculation by employees, and will help them understand
the reasoning behind company decisions.
Managers tend to speed through the writing of announcements, but that’s a mistake. Even
if a decision has already been made, and a change is already in the works, treating the staff as if
they were uninvolved is insulting. Most efficient managers consult the people affected before
making any major change, to get their comments and suggestions, so announcements of new
procedures are surprise-free; that is, they merely confirm what has already been agreed upon.
Similarly, promotions and resignations should be announced first in staff meetings, with memos
following in case people haven't heard the news directly.
If an executive or manager must impart bad news to the entire company, a written commu-
nication is essential. A memo dealing with difficult conditions should be direct and should say
clearly what problems must be faced. If there are potential solutions, or if employee coopera-
tion can help in specific ways, the details should be spelled out.
Information about meetings, sales strategies, product competition, and personnel matters are
among the many topics we will write about in a memo. We will often find ourselves writing
memos on matters of common interest to us and our company colleagues.
When we wish to write to someone within our own company, however, we will send a
memorandum. Memoranda are used to communicate with other employees, regardless of
where they may be located. There are usually two main parts to a memorandum: the heading
and the message.
In most companies and organizations, memos are written in the first person. The tone of
the memo is influenced by the writer’s relationship to the reader. The presentation of the
routine memorandum message usually follows either a deductive or an inductive organizational
plan.
A deductive plan moves from the general to the specific. Most memos follow this direct
organizational plan. These messages present the main, or general, idea in the first paragraph
and the follow with the necessary, or specific, details to support the opening statements.
Finally, the memo concludes with suggestions for future action or requests guidance on future
action. (演繹法)
Occasionally, we may find we need to write a persuasive memorandum or one that conveys
unfavorable ideas. An inductive plan moves from the specific to the general. Present the
details first, such as reasons for the conclusion, and lead our readers on a step-by-step journey
through our reasoning so that they proceed logically into our general message. In this way the
readers are more likely to finish reading the memo and accept the conclusion you offer. (歸納法)
Memos are often used to confirm an arrangement, which has been agreed face to face or on
the telephone. Functions of memos include the following six categories:(1)Asking for
information, (2) Asking for action, (3) Giving information, (4) Making suggestions and
recommendations, (5) Warning, and (6) Putting things right.
Company Name
Address
City, State Zip
To:
From:
Date:
Subject:
_______________________________________________________
First paragraph
Next paragraph
Last paragraph
Company Name
Address
City, State Zip
MEMORANDUM
To: From:
___________________________________________________________
Here’s the problem, though. In the last month, even though we had
already discussed the company’s expectations at our October 10th
meeting, you have been from 30-45 minutes late on seven (7) days,
specifically October 14th, 17th, 18th, 20th, 26th, 27th, and November 1st.
This kind of performance is unacceptable — it sends me the message that
you don’t care about the job, and it certainly sets a bad example for your
secretary, who is always here on time, even early most days.
There may be something that prevents you from getting to work on time.
If there’s anything I need to know, let’s talk. However, you must
improve your on-time performance to no more than one day late during
the next month or I’ll have to send you a formal warning which will be
placed in your personal file.
Company Name
Address
City, State Zip
MEMORANDUM
__________________________________________________________
__________________________________________________________
It has recently come to my attention that A/C No. 654321 has been
overdue for some time, and I should like to know exactly what action has
been taken to encourage the customer to pay the overdue amount. As
the person responsible for overdue accounts, I want you to pass me all
information you have about this account. Also, I should like you to give
me a record of all correspondence, which has been sent to the customer.
We really must stay alert to overdue accounts. This one appears to have
been overlooked for too long.
Company Name
Address
City, State Zip
MEMORANDUM
__________________________________________________________
___________________________________________________________
I have just checked our records and I have found that Mr. Lui is correct in
his complaint. I am afraid I was responsible for confusing his invoice
with another invoice to Singapore.
I suggest that we apologize to him and tell him to ignore the invoice he
has. It would probably not be a good idea to tell him that we are
supplying to another shop in Singapore.
I shall make sure that he gets a replacement invoice in the very near
future.
The information used in a report can take many forms, and serve many purposes. It can be
simple description of a situation, as in a market study. It can be an update on a project, as in a
progress report. It can test certain claims, as in an investigative report. Alternatively, it can
make suggestions about the future, as in a recommendation report. Information can consist of a
combination of words and figures, or it can consist largely of statistics. There can also be
illustrations and tables to help clarify the text.
Whether or not reports are produced depends on the decision maker — some decision
makers want reports to reassure them that all the bases have been covered; some only want a
presentation that shows (rather than tells) them that the recommendation is based on tight
reasoning and extensive research. In any case, the decision-maker usually reads the executive
summary. Perhaps he or she will read only the executive summary, especially if the writer has
high credibility and a "good news" message. They attract the reader’s attention by telling him
or she why it’s important to read on, and then they tell the main point and summarize the
organization of the report itself.
Many companies require their employees to follow a standard format, or our boss may tell
us his or her preferred format. Some companies will allow us to choose how to present our
work. Whatever format we use, be sure to design the subject line, headings, and subheadings of
our reports with the reader in mind.
Forms should be readable and simple to follow. The “plain English” movement has done
a great deal to simplify forms, through appropriate use of white space (margins, space between
paragraphs) and headings. Using a readable typeface and resisting the temptation to mix fonts
or to overuse italics or bold face also help ensure readability.
SPECIMEN REPORT
CHAPTER TITLES
Section Headings
Section Subheadings
Title
I. FIRST ORDER DIVISION—ALL CAPITALS
A. _________________________________
1. ____________________________
a. ______________________
b. ______________________
c. ______________________
2. ____________________________
B. _________________________________
1. _____________________________
2. _____________________________
TO: FROM:
Simon Hsieh George Lin
SUBJECT: DATE:
May Activity Report May 31st, 1999
Company Name
Address
City, State Zip
Date
Name
Company name
Address
City, State Zip
Dear (Salutation)
Sincerely,
Name
Title
The written record of the proceedings of a meeting is called the minutes of the meeting.
Informal minutes usually include the date, time, and place of the meeting; the name of the
presiding officer; a list of those present and frequently those absent; and the time of adjournment.
Discussions are usually summarized. Formal minutes do not include discussions. Only
motions, resolutions, committee assignments and reports, and other specific accomplishments are
included.
Company Name
Address
City, State Zip
Date:
Time:
Location:
Objective:
Attendees:
Material
To Be
Read in
Presiding:
Present:
Absent:
After calling the May 15th meeting to order at 4 p.m., the President
requested the treasurer’s report. The treasurer distributed to each
member a statement that indicated each member’s present investment
in the club’s holdings. The treasure noted that a single share is
currently worth $30 and that this month’s contribution plus
accumulated dividends amount to a total of $550 that the club may
invest.
Mr. Simon announced that the club’s annual picnic is scheduled for
Saturday, July 3rd, in Taichung. Each member may bring one guest.
More details will be mailed to each member next week. The meeting
was adjourned at 5:05 p.m.
Respectfully submitted,
The Organization
MINUTES OF THE MONTHLY MEETING
April 17th 1999
TIME AND The regular monthly meeting of the Society was called to order by the
PLACE president, Simon Hsieh, on April 17th, 1999, at 7 p.m. in the VIP Room of
the Hualien Hotel.
MINUTES The minutes of the last meeting were read and approved.
NEW BUSINESS After some discussion about improving communication between the club
and the local media, the chairperson appointed a committee to report on this
topic at the next meeting. The committee will be: Liu Yungchuang, Lin
Chenhsin, Lin Mingchang.
Respectfully submitted,
RESOLUTION
(signature)
Marvin Bradley
Chairman
(signature)
Ralph Farnsworth
Secretary
all in all Taking everything into account and weighing it up; summa-
rizing by comparing the positive and negative factors
總之; 合計; 完全地; 最寶貴的
* Weighing up all the important factors and allowing for the
things which might go wrong, all in all we think we should go
ahead with the idea.
* Although the company has had its problems over the last
twelve months, all in all it has been a successful year.
get down to business To begin to talk seriously; to tackle the real or important
matters 言歸正傳; 開始認真工作
* Now that terms have been agreed between us, we can leave
it to the lawyers to get down to the serious business of drawing
up the necessary documents.
* Right, if everybody is ready, let’s get down to business at
once. Then maybe we can finish the meeting in time for
lunch.
get into hot/deep water If you get into hot water you are getting into trouble.
陷入困境; 招致麻煩
* We’d better not talk about starting up a new company
before the first one is operating successfully, or we’ll be
getting into deep water.
get no change out of someone This means they are not being helpful. 得不到幫助
* I asked the telephone operator if she could tell me my
friend’s number if I gave her the address, but I got no change
out of her. She said she wasn’t allowed to tell me.
get wind of Get to know about. 察覺; 風聞
* The newspapers, in due time, catching wind of the true
purport of the plan, ran screaming to their readers with the
horrible intelligence.
give or take More or less than a certain amount. 相差約; 除…以外
* Give or take a few mistakes in translation, this book is an
excellent guide to the literature of Chinese.
* The salesperson was only here for half an hour, so it’s a
very give-or-take estimate.
give up the ghost When you give up the ghost you stop trying. 停止嘗試; 斷氣
* Economics required George Bush to give up the ghost on
what was a campaign pledge.
have jam on it If someone has an easy job but still complains, we can ask
whether he wants jam on it. In other words, he has got bread,
does he want jam too? 處境順利
* He is always complaining about the difficulty and hardship
of his lot, but compared with most of us he has got jam on it.
* D’you want jam on it? 你還要什麼呢? (挖苦不知足的人)
headache A difficult problem is sometimes called a headache. 傷腦筋
* No doubt, it is utterly wrong, and would give him a sick
headache.
hell for leather When a person goes hell for leather they are going extremely
fast. 儘快地; 拼死命地
* I was still there when I heard the rumpus. I came out into
the hall and ran hell for leather to see what was the matter.
jobs for the boys Good positions in the organization for one’s friends
好差事留給自己人
* It’s just a political racket – Jobs for the Boys.
jog sb’s memory I make a diary note of an appointment to remind me or jog my
memory. 喚起回憶
just as well It is good that it happened. 幸虧; 沒關係; 不必惋惜
* It is beginning to rain; it is just as well we brought our
raincoats with us.
keep one’s head Stay calm. 保持鎮定; 不慌不忙
* It was fortunate that someone kept his head and called a
doctor.
last but not least Introducing the next item on the list, which, although the last,
is not less important than the others. 最後但並非最不重要
* I’d like to thank everyone for their efforts, which have
made the year such a successful one for the
company–directors, managers, executives, office and factory
staff and, last but not least, their respective wives and
husbands, who play an unseen but nonetheless vital role.
leave open To delay a decision or conclusion until after further discussion
or action 懸而未決
* They’ve made us a good offer but I think we should leave it
open for the time being and see if we can get a better one.
leg-pull A leg-pull is a joke. 哄騙行為; 開玩笑
* He loves to kid people, so be careful that he doesn’t pull
your leg.
let the cat out of the bag Disclose a secret. 說走了嘴; (無意中) 洩漏祕密,天機
* I’ve let the cat out of the bag already, Mr. Hsieh, and I
might as well tell the whole thing now.
let the side down If you let the side down, you have failed to support your
colleagues in the firm. 使親友失望
* He will always do his part — he will never let the side
down.
long in the tooth Elderly 年紀大
* She’s a bit long in the tooth to play the part of a young girl.
make both ends meet The ends are income and expenditure. Do not spend more
than you earn. 量入為出; 使收支相抵
* How did you come out this year, financially, John? I
barely made both ends meet.
make or break To be the cause or instrument of success or failure
成敗在此一舉
* Negotiations broke down last week but both sides are
coming together again today in a make or break effort to find
common ground on which to base further discussions.
Mum’s the word! Keep quiet about it. Say nothing. 別聲張; 保守祕密
* I don’t want anyone else to know about this affair until next
week, so mum’s the word!
nest-egg A sum of money put aside for retirement or for a rainy day.
儲備金; 留窩蛋
* They have a little nest egg tucked away somewhere for a
rainy day.
split the difference In bargaining it means coming to the center of the difference
between two figures. 互相讓步; 平分餘款, 餘物
* Let’s take half of the cake and let the three of them split the
difference.
take a back seat Let the subordinate decide the direction in which we are going.
置於次要地位
* His writing has taken a back seat because of other
demands on his time.
waffle You are waffling when you are writing or saying something,
which has little or no meaning. 胡扯
* What’s she waffling about now?
wet blanket A person who is a wet blanket reduces (or dampens) our
enthusiasm. 掃興的人; 潑冷水的人
A
C
abbreviations 10, 11, 16, 278
accountant 223, 246, 278, 279, 288 C&F 33
accounts 62, 93, 101-104, 135, cargo vessel 111
152, 158, 169,191,207, carbon copies 10, 73, 201
223, 245, 249, 278, certificate of insurance 129
accuracy 6, 54, 58, 71, 140, 228 chairman 14, 186, 199, 200, 253, 256,
adjustments 4 263, 264
advertising 16, 135, 170, 178, 227 charter party 75-78, 118
advice note 116 check
after date 280, 283 circular letter 99
after-sales service 62 c.i.f. 99, 144, 145, 279
after sight 31, 278, 280, 283 claim 34, 70, 88, 114, 128, 131, 133, 160
agency 29, 102, 107, 169-173, 178
sole agent 169
all risk 83, 114, 126, 132, 134, 278
alternative product 62
applicant 66, 67, 218, 231, 234
D
application 4, 8, 127, 219, 227, 230
appointment 14, 34, 3142, 157, 177, D/A 280
181, 182, 261 demonstration 185
assets 138, 206, 251 deposit 97, 142
assurance 58, 179 documentary credit 63, 64, 86, 99, 144, 145
attention line 11, 12, 18 documents against acceptance 55, 99
documents against payment 31, 56, 98
due date 138
B
balance sheet 142
E
Baltic Exchange 114
benefits 192, 193, 227, 235, 239 Electronic mail
bid 211, 268 enclosures
bill of exchange 139, 281 E. & O. E.
bill of lading 74, 75, 77, 114, 116, 118, Esq.
119, 123, 127, 145, 148, 161 Ex-quay
blind carbon copy (bcc) 16 estimate
book value 278 exchange rates
brokers 82, 114, 118, 168, 169 export manager
budget 25, 223, 224, 249, 267 ex-ship
G J
general charter job application
Giro joint venture
junk mail
H
L
Hague Rules
Hamburg Rules layout
health certificate L/C
hospitality legal action
letterhead
letter of credit
life assurance
I lighters
R
N
rail transport
negotiable security Re
notary references
referee
retailer
roll-on roll–off ferry
O
on approval
on commission S
on consignment
on sale sales letters
open-account facilities salutations
open cover insurance sender’s address
order form sample
out of stock settlement of accounts
overdraft shipbroker
shipment
P shipping
Shipping Conference
passenger vessel shipping documentation
pattern shipping insurance
payment shipping liabilities
per pro (p.p.)
T
tankers 111
telegram 43, 283, 285, 294
telegraphic address 286
telegraphic transfer 30, 34, 98, 99, 286
telex 43, 59, 144, 177, 178
tender 67
terms of payment 56
time charter 118
tramp 118
TT 99
U
underwriter 82, 126, 127, 128, 130, 169,
286, 287
V
vacancy 230
Value Added Tax (VAT) 95
vessels 111, 114, 117, 118
voyage charter 35, 111, 118
voyage policy 127
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