Chapter 1 ENQUIRY...............................................................................................

2
Chapter 2 REPLY TO ENQUIRY.........................................................................3
Chapter 3 OFFER....................................................................................................4
Chapter 4 COVER LETTER OF OFFER.............................................................6
Chapter 5 ORDER.................................................................................................10
Chapter 6 COVER LETTER OF ORDER..........................................................11
Chapter 7 Complaints............................................................................................16
Chapter 8 ADJUSTMENT....................................................................................20
Chapter 1 ENQUIRY
1.
Dear Sirs
Your trade association informed us that you are manufacturers of polyester cotton
bed sheets and pillow cases.
We are dealers in textiles and believe there is a promising market in our area for
moderately priced goods of this kind.
Please let me have details of your various ranges including sizes, colours and
prices, together with samples of the different qualities of material used.
Please state your terms of payment and discounts allowed on purchases of
quantities of not less than 500 of specific items. Prices quoted should include
delivery to our address shown above.
Your prompt reply would be appreciated.
(We look forward to hearing from you soon.)
Yours faithfully

2.
THE JAMESON CONSTRUCTION CO PTY
Harbour Road, Melbourne, Australia
 
17 August 20__
 
The Aluminium Alloy Co Ltd
79 Prime Albert Street
Birmingham B21 8DJ
Great Britain

Dear Sirs
We are a Melbourne-based company specializing in construction
equipment/machinery. We have seen your advertisement in ‘The Metal Work’ and
would like to have more details of your drillers. Please quote us for the supply of
the items/drillers listed on the enclosed enquiry form.
We would be grateful if you could indicate your delivery times, terms of payment
and discounts for large orders and regular purchases. Our annual demand for
drillers is considerable and we may be able to place substantial orders with you if
your prices are competitive and your deliveries (are) prompt.
We look forward to receiving your early reply.
Yours faithfully
Enc. Enquiry form

Chapter 2 REPLY TO ENQUIRY

1.
Dear Mr Johnson
Thank you for your enquiry of 15 August and I am pleased to enclose our
illustrated catalogue and price list (as requested/ giving the details requested).
A full range of samples has also been sent by separate post. When you have had an
opportunity to examine them (see them for yourself) , I feel confident that you will
agree (find) that the goods are excellent in quality and very reasonably priced.
On regular purchases of quantities of not less than 500 items (of 500 items or
more), we would allow a trade discount of 33%. For payment within 10 days from
receipt of invoice, an extra discount of 5% off net price would be allowed.
I am sure you will also be interested to see information on our other products
which are shown in our catalogue. If you need further details on any of these
please contact me.
I look forward to hearing from you.
Yours sincerely
2.
Dear Mr Smith,
Thank you for your enquiry of 4 April (asking) for our carpets and the terms for a
large quantity order.
We have sent by parcel post a selection/range of samples of carpets of various
topics and types of material including synthetic fibre.
We are enclosing our price list, including details of the terms and conditions for a
large quantity order.
We look forward to receiving your comments (about our carpets).
Yours sincerely,
Enc. Price list
3.
Dear Mr Brown,
Thank you for your enquiry of 20 December in which you asked for our Red
Dragon cement.
We are very sorry to inform you that this range has run out of stock. However we
would offer you our Blue Dragon cement of similar quality and at the same price
as the range you asked for. This range is very popular with customers here and
sells very well.
We (are pleased to) enclose our price list, quoting FOB Haiphong prices, and hope
to receive your order soon.
Yours sincerely,
Enc. Price list

Chapter 3 OFFER
1.
Dear Mr X
Re: Rush Mats
We thank you for your enquiry of 25 June 20__ and are happy (glad) to learn that
you are particularly interested in (the purchase of) our rush mats. We are pleased
to make you an offer, subject to our final confirmation (acceptance) upon receipt of
your order, on the following terms and conditions:
 1. Commodity: fancy rush mats (patterned rush mats)
2. Quantity: 5,000 pieces
3. Specification: as per enclosed specification
4. Price: £1.00/piece, CIF London, including packing
5. Packing: 20 pieces to be packed in one bale, which is wrapped in strong
rush-mating and steel hooped.
6. Delivery:  in one lot in August 20__
7. Payment: in pounds sterling by an irrevocable letter of credit to be opened
at (through/with) the Commercial Bank of London to the account of
Vietcombank in our favour, 15 days before (prior to) the shipment.
We look forward to your prompt order and guarantee that (assure you that) any of
your orders will be given our best attention.
Yours sincerely

2.
The Vietnam national Sundries Import and Export Corporation
36 Ba Trieu Street, Hanoi, Vietnam
Tel: Fax: Email:
Your ref: 17 August 20__
Our ref: NT/123
24 August 20__
Mr John Smith
M.D. Edward and Co., Ltd
Finewell House
8 Finsbury Square
London EC2 
England
Dear Mr Smith
We thank you for your inquiry of 17 August 20__ (asking) for our table tennis bats,
model VS 44TD, and badminton bats, model VB 50MT. We would like to offer firm
until 3 September our badminton bats on the following terms and conditions:
1.  Commodity: VB 50MT badminton bats
2. Specification: as per enclosed catalogue No. 22/95VS
3. Quantity: 500 pairs
4. Price: USD2.00 per piece FOB Haiphong port including packing
5. Packing: in export customary packing
6. Marking: upon buyer’s instructions
7. Delivery: in one lot in October 20…
8. Payment: in US dollars by an irrevocable letter of credit to be opened with
ABC Bank, London, 15 days prior to the shipment, valid for 45 days, to the
account of DEF Bank, in our favour for the total value of the goods to be
shipped.
We regret that the VS 44TD table tennis bats are out of stock. However, we would
offer you Model VS 45MH of the same quality on similar conditions with Model
VS 44TD and at the price of USD8.00 each.
We hope you will find our terms and conditions satisfactory. We are looking
forward to your order soon.
Yours sincerely

Nguyen Thanh
Export Manager

Chapter 4 COVER LETTER OF OFFER

1.
Dear Mr Smith
We thank you for your enquiry of 20 September 20__, in which you asked for
children’s woolen sweaters and children’s jackets. We are pleased to enclose our
firm offer No. OF09/09 for children’s jackets, code 876/NQ, as illustrated in our
winter catalogue already sent to you.
In addition, we would like to draw your attention to the following points:
Payment is to be made in pounds sterling, by an irrevocable letter of credit, to be
opened through the Bank of Lloyd, London, 20 days before (prior to) the shipment,
to the account of Vietcombank, in the seller’s favour for 100% of the value (the
total value) of the goods to be shipped.
We are willing (pleased) to offer you a 2.5% quantity discount for orders of up to
£150,000.00.
The goods are to be delivered (shall be delivered) in one lot in mid November in
time for Christmas rush (for sales at Christmas).
We are sorry (regret) to inform you that the woolen sweaters, code 421/GL, you
asked for, are no longer in production. However, we can offer the substitutes, code
521/GL, which are in a wider and better range of colors and flowery patterns but
cheaper than the 421/GL.
This offer will only be valid (subject to acceptance) until 20 October 20__. After
this time, the prices, terms and conditions stated in this offer may be subject to
change.
Yours sincerely
(Signed)
Nguyen Nam
Sales Manager
Enc. Firm Offer No. OF09/09
2.
Thang Long Garment Company
245 Minh Khai Street, Hai Ba Trung District, Hanoi
Tel: 0438633745 Fax: 0438652337

Your ref: MJ/rm

Our ref: TH/mh
 
23 November 20__
 
F. Lynch & Co. Ltd
Nesson House
Newell Street
Birmingham B3 3EL
United Kingdom
Dear Mr Johnson
We thank you for your enquiry of 18 November 20__ for men’s shirts and we are
pleased to enclose our offer No. OS/05 together with our summer catalogue and
current price list as you asked for.
We are confident that our products will be popular with the UK customers and will
all be selling well in your market. The specifications, sizes, colours as well as
designs of the shirts are as per samples sent to you by air. The prices offered are
quoted CIF London port including packing.
We are willing to offer you a 5% quantity discount off net prices for orders of over
£20,000.00 and an extra 5% cash discount for prompt payment. As we have all the
goods in stock, delivery can be made as requested.
Payment is to be made in pounds sterling, by an irrevocable letter of credit at sight
to be opened at Northminster Bank, Birmingham, 15 days prior to the shipment, to
the account of Thang Long Garment Co. Ltd with Vietcombank for the total value
of the goods to be delivered.
In addition to the products you asked for, we also make goods to customers’ orders
with their own designs, sizes and materials, and delivery can be made as promptly
as requested.
We look forward to receiving your order soon.
Yours sincerely,
Signed
Le Thi Thanh Ha (Mrs)
Export Manager
 
Enc. 1.Offer No. OS/05
2. Summer catalogue
3. Price list
3.
Dear Mr Smith
Re: Enquiry for tea sets
We thank you for your enquiry of 23 November 20__, in which you asked for tea
sets. We are pleased to enclose our offer No. CH/09 and the latest catalogue.
We would like to draw your attention to (emphasize) the following points:
The price offered (the quoted price) is fixed £10.00 per set, CIF London port,
including packing charges, valid within one month.
We are willing to give (offer) you the usual trade discounts of 5%, and an
additional 10% quantity discount for orders of over 1,000 sets at one time.
The goods you ordered can be supplied from stock and we can deliver the goods
within two weeks from receipt of your official order if the quantity ordered is less
than (under) 1,500 sets. For larger quantities (orders), delivery time may be
longer.
Payment is to be made in pounds sterling by an irrevocable letter of credit at sight
to be opened through a first-class bank in the UK 15 days prior to the shipment to
the seller’s account with VietinBank, Hanoi Branch, in favour of the seller for
100% of the value (for the total value) of the goods to be shipped.
We are confident that our products will be very popular in your market thanks to
their fine designs and reasonable prices.
We look forward to your early order and can assure you that your order will be
completed (processed/ executed) to your satisfaction.
Yours sincerely,
(Signed)
Do Xuan Bac
General Manager
 
Enc: 1.Offer form No. CH/09
2. Catalogue

Chapter 5 ORDER
1.
Dear Mr Crane
We are pleased to inform you that the first shipment of your CT860 multi-function
(all-purpose) tractors sold very well in the first week of its arrival here. We now
would like to place a firm order on the following terms and conditions.
1. Commodity: multi-function tractors CT860
2. Quantity: 30 units
3. Specification: as per catalogue No. 4/88 and technical instructions enclosed
with (attached to) your offer No. 67 of 2 March 20__.
4. Price: USD2,200.00 per unit CIF Sai Gon Port, Ho Chi Minh City,
including packing.
Total amount: USD66,000.00 (Sixty six thousand US dollars)
5. Delivery: in two lots. The first one of 10 units is to be shipped in August
20__ and the second of 20 units will be in December 20__.
6. Packing: in customary export packing for long sea voyage.
7. Marking: each case is marked on both opposite sides in letters not less than
5 cm high in weather-proof paint as follows:
Order No. TD44/50
Shipper: Export Tractor Co. Ltd.
Consignee: Machines and Components Import Co.
Case numbers : From 1 upward
Net weight:
Gross weight:
Measurements (dimensions/sizes):
8. Payment: is to be made (effected) in US dollars by an irrevocable letter of
credit to be opened with Vietcombank 15 days prior to the first shipment,
valid for 45 days, to the account of Tokyo Commercial Bank in favour of the
seller for 100% of the (the total) value of the goods to be shipped.
Documents required for payment include:
Commercial Invoice: 3 copies (in triplicate)
Original Bill of Lading: 1 copy
Packing list: 3 copies
Certificate of quality: 1 copy
Insurance Policy: 1 copy
9. Technical documents: Two sets of technical drawings and two sets of
instructions for assembly, operation and maintenance in English are to be
shipped with the goods. Another set is to be sent by air (airmailed) to the
buyer not later than 30 August 20__.
10.Guarantee: 12 months from despatch, 6 months from use. This provision of
warranty does not apply to the damage caused by the user’s negligence.
We look forward to receiving your confirmation (acknowledgement) of this order
soon.
Yours sincerely

Chapter 6 COVER LETTER OF ORDER

1.
214 Ton Duc Thang Street
Dong Da District
Hanoi
Vietnam
 
Your Ref: 3 September 20__
Our Ref: MH/123
 
15 September 20__
 
Mr A. Suzuki, Sales Manager
Shonan Computers Ltd
1-33 Kistashinjuku -7 Chome
Shinjuku-ku
Tokyo 160
Japan
Dear Mr Suzuki
We thank you for your offer of 3 September 20__ and are pleased to enclose our
order No. BN07 for a number of electronic components (accessories) as per the
attached list. In addition, we would like to draw your attention to the following
points:
If any of the listed items are not available in stock for delivery at the time specified
(stated) in the order, please do not send substitutes for them.
For this first order, we would like to thank you for your trade discount of 15%, and
we have decided to accept that payment is to be made by a letter of credit at sight,
documents against payment. However, for further (the next) orders, could (would)
you please give us a 20% trade discount and accept payment by a letter of credit at
60 days, documents against acceptance?
We would highly appreciate your special attention to the execution of this order,
the time of delivery in particular, and we reserve the right to cancel the order or
return the goods with all the expenses and risks to your account if the delivery time
is not met.
We hope that the first order will be completed (processed/executed) to our
satisfaction which will lead to good relationship between the two companies.
We look forward to receiving your letter of confirmation soon and hope that the
processing of this first order will lead to good business relationship between the
two companies.
Yours sincerely,
 Signed
Mai Hoa (Mrs)
General Director
 
Enc. 1. Order No. BN07
2. List of the goods
2.
46 Ngo Quyen Street
Hoan Kiem District
Hanoi
Vietnam
 
Your Ref: 15 November 20__
Our Ref: LA/123
 
17 November 20__
 
F. Lynch & Co. Ltd
Nesson House
Newell Street
Birmingham B3 3EL
UK
Dear Mr X
We thank you for your offer of 15 November 20__ for high quality ceramics and
are pleased to enclose our order No. PO/024 for a selection of items in your
catalogue attached to (enclosed with) your offer.
We would like to emphasize the following points:
Each piece (item) is to be individually wrapped in thick paper, carefully packed in
straw, and shipped in 10 wooden crates, marked with the buyer’s address, order
number, crate dimensions and the words: “CERAMICS”, “FRAGILE”, “HANDLE
WITH CARE”, and numbered from 1 to 10.
We would appreciate your special attention to the delivery date as we urgently
need the goods for our traditional New Year sales period. We reserve the right to
refuse taking delivery of the goods if they arrive at Haiphong Port after 10 January
20__.
We would like to confirm that having shipped the goods you will draw on us at 30
D/S and send the draft together with a full set of shipping documents to our
correspondent bank, Northminster Bank (City Branch), Deal Street, Birmingham
B3 ISQ, UK, which will transfer them to Vietcombank. Payment is on D/A basis as
we agreed on (over) the telephone yesterday.
This is a trial order, and if we are satisfied with it and feel that we can develop this
market in Vietnam, we will place larger orders with you in the future.
We look forward to your sales confirmation soon.
Yours sincerely
(Signed)
Nguyen Thi Lan Anh (Mrs)
General Director
Enc: Order No. PO/024
3.
HOACO HANOI LTD
37 Nguyen Van Cu Street, Gia Lam District, Hanoi, Vietnam
Tel. and Fax: 84-4-8715340 – Mail:

Your Ref: BL/1439

Our Ref: TT/123

25 November 20__
 
Brothers Co., Ltd
18 Caranation Road
Singarore 2478
Dear Mr Smith
We thank you for your offer of 1 November 20__ for air conditioners, models
Freshman 2034 and 2035. Please find enclosed our trial order No. OR11/06 for
350 units of Freshman 2034 at the price of US$750.00 per unit CIF Haiphong Port
including packaging for delivery in February 20__.
It is essential that (We suggest that) the above items be delivered in mid-February
at the latest, in time for distribution to our agents across (throughout) the country
for sale in early summer.
The goods are to be (should be) wrapped in water-proof paper and packed in
cartons, marked with the buyer’s address, order number, carton dimensions
(measurements), and the words: “KEEP DRY” and “HANDLE WITH CARE”.
As we agreed on (over) the telephone yesterday, we would like to confirm that
payment is on a D/A basis, and that after shipping the goods you will draw on us a
60-day draft and send it together with a full set of shipping documents to our
correspondent bank, Singapore Commercial Bank, which will transfer them to
Vietcombank.
Could you please send us in advance a set of technical documents in both English
and Vietnamese?
We regret that at present we are not in a position to place an order for the
Freshman 2035 because its price is rather high and we are not quite sure that it
will sell well in Vietnam. However, if this order is completed to our satisfaction
and if we find that there is a ready market for this kind of goods in Vietnam, we
shall probably place further orders.
We look forward to your order confirmation soon.
Yours sincerely
(Signed)
Nguyen Thanh Trung
General Director
Enc: Order No.OR11/06
Chapter 7 Complaints
1.
Nam Viet Co., Ltd.
50 Truong Chinh Street, Hanoi, Vietnam
Your Ref:
Our Ref: NP/26
Date:______

Pyramid Co.
235 High Street
Singapore 20073

Dear Mr Smith
Re: Contract No. 107/05

We are writing with reference to the above contract covering a purchase of 1,000
mirrors packed in one container, which arrived at Hai Phong port on 5 January
20__.
However, on unpacking the container under the supervision of the Customs and
local Vinacontrol’s representatives, it was found that out of 100 cartons, 20 had
(contained) broken goods, estimated at about 15% of the contract value, equivalent
to US$2,500.00 (an equivalence of US$2,500.00).
We proceeded to have a Survey Report made and it confirmed our findings that this
problem arose in transit (during transportation) and resulted from substandard
(poor) packages which are not suitable for fragile goods. It appears that the
packaging was not in conformity with our packing instructions sent to you before
shipment.
On the strength (basis) of the Survey Report we would like to lodge (register) our
claim as follows:
+ Damaged goods value US$ 2,500.00
 + Inspection fee : US$ 150.00
+ Total claim: US$ 2,650.00
Would you please pay the above sum by T/T to our account at Vietinbank on
account No. … stated in the contract.
We would like you to pay due (proper) attention to the packaging of the next orders
that contain fragile glass items.
We look forward to your early settlement for this claim.
Yours sincerely
(Signed)
Nguyen Phuong
Director
Enc. Documents required for the claim

2.
High Technology Co. Ltd
36 Ba Trieu Street, Hanoi, Vietnam
Telephone and fax: 048-38269743
Your Ref:
Our Ref:
15 December 20__
Brexport
West House
12 Green Lane
London WC209
UK
Dear Mr Smith
Re: Order No. 479NQ
We are writing with reference to the consignment of 500 air conditioners, model
AL309, under the above order shipped on the SS White Lotus which arrived at Hai
Phong port on 15 December 20__.
On examination, the consignment was found in a short (missing) and damaged
condition. We asked representatives from Vinacontrol in Hai Phong to make a
survey report which shows (indicates):
• Out of (Of) the 500 air conditioners ordered, only 495 were delivered;
05 were missing.
• 03 of the delivered units were seriously damaged in transit due to
poor (substandard) packaging.
We enclose herewith the Survey Report and the photos of the damaged goods and
must ask you to send the missing units not later than 05 Mar 20__ as we urgently
need them to complete delivery to a 5-star hotel, 4 km to the South of Hanoi, which
is due to open by the end of March 20__.
We are holding the three damaged units at your disposal. You could either send
someone to pick them up or have them repaired and sell them off. We would also
be grateful if you could reimburse us by T/T to our account at Vietcombank the
compensation of US$2,730.00 for these three units (US$ 910.00 per unit) with all
the expenses to your account.
We look forward to your early satisfactory solution.
Yours sincerely
(Signed)
Enc. 1. Survey Report
2. Photos of the damaged goods

3.
PHUONG NAM Co. Ltd
36 Ba Trieu Street, Hanoi, Vietnam
Telephone and fax: 048-38269743
Your Ref:
Our Ref:
 29 May 20__
Tailor & Son, Ltd
55 Bradfield Road
Northamptonshire
UK
Dear Mr Smith
Re: Order No. 3648
We are writing with reference to the consignment of electronic appliances under
the above order shipped on the MV Red Lotus. On arrival at HP port on 20 May
2010, it was found in a short and damaged condition.
We asked representatives from Vinacontrol in HP to make a survey report which
shows:
• Out of 250 fridges ordered and also stated in the packing list, only 235 were
delivered, 15 were missing.
• 20 of the 150 boxes containing air-conditioners were broken, and the air-
conditioners were damaged beyond repair.
• 200 ordered Sony colour TVs were missing/ not delivered.
We enclose the Survey Report and must ask you to send immediately the
replacements for the missing fridges and broken air-conditioners with all the
expenses to your account, so that we can complete our sales to our local customers
in time. If these goods do not arrive before 15 July 20__ we will refuse (reserve the
right to refuse) to take delivery of them and must ask you to pay a penalty which is
double the value of the goods.
We regret to inform you that we have to cancel the contract regarding the 200
colour TVs, which we ordered for sales during the 1 May occasion. As it is now 29
May and they have not been delivered we would like to lodge our claim for the
liquidated damages which are 10% of the contract value.
We look forward to your early satisfactory solution.
Yours sincerely
Enc.
Chapter 8 ADJUSTMENT.

Brothers and Sisters Co., Ltd

200 Lockhart road, HongKong

3 August 20__

Hanoi Garment Company

300 Minh Khai Street
Hai Ba Trung District
Hanoi 
Vietnam

Re: Invoice No. AC342

Dear Sir

I’m writing to you with reference to the consignment of 200 flags, under the above
invoice, which were delivered with wrong colors.

We have the mistake inspected but the cause of this still remains unknown. The
only reason we could give you is due to the illness of 2 staffs of the production
department 2 weeks ago. As a result, we had to ask for help from the inexperienced
staffs in 2-3 days

Please accept our apology for the incovenience we caused you. We have arranged a
new training program for staffs who could be available for emergencies in the
production department. We hope that this method would ensure better service

This Friday, we would send you by parcel post 200 yellows flags in replacement of
the wrong goods that were delivered with no additional charges. In addition, it is
not necessary for you to return the white flags.
Finally, may we say that this was an exceptional mistake and is unlikely to occur
again. Please accept our apologies for the inconvenience. 

Thank you for giving us a chance to serve you.  

Yours sincerely