ACKNOWLEDGING ORDERS

Aims : dealing with orders : acknowledging and

advising of dispatch
When you receive an order can be met at once
acknowledge it straight away. For small routine
orders a printed acknowledgement or an email
may be enough, but a short letter stating when
delivery may be expected also helps to create
goodwill. If the good cannot be suplied at all
you
should write explaining why and offer suitable
substitutes if they are available.
 When deliver to regular customer can be made
immediately the sellers send an invoice, sometimes
with the goods and sometimes separately.
 First orders, that is orders from new customers,

should most certainly be acknowledged by letter.

The letter should :
1. Express pleasure at receiving the order

2. Add a favorable comment on the goods ordered

3. Include an assurance of prompt and careful

attention
4. Draw attention to other products likely to be of
interest
5. Hope for futher orders.
Methods of payment
The form of payment to be used is a matter for
arrangement between the parties concerned.
 Cash
 Money order ( for foreign payments only)
 Giro tranfer is a term commonly applied to the

postal cheque system run by post offices in

most western european countries and japan.
 Credit trasfer
 Banker’s transfer
 Letter of credit
Opening paragraph
 We thank you for your order of ... And will
despatch the goods by ...

 We are pleased to acknowledge your order

of ... And will despatch the goods by ...

 We acknowledge with thank you order no ...

Of .. And enclose our pro-forma invoice no ...

 We are pleased to let you know that the good

include in your order no ... Of ... Will be
despatched today by ...
Closing paragraph
 We have been very happy to serve you and look
forward to receiving your further order
 We hope we may have further orders from you

 We are pleased to let you know that the goods will

be despatched today

 We hope the goods will reach you safely

 We feel sure that you will find these good

satisfactory and perfectly suited to your needs

 We look forward to receiving furthers orders from

you in future
INTERNATIONAL CORPORATION LTD
23 Kyoto Boulevard
Tokyo 20001
Japan

 Your ref: AM/L/2B

 Our ref:WP/DC/22c

 25th October, 1993

 Mr. Allan P. Martadinata
 Indonesia Modern Office Equipment
 35B Jln. Samudra Raya
 Bandung 23001
 Indonesia
 Dear Mr. Martadinata
 Subject :Purchase Order No. 365T
We are pleased to acknowledge your order of 15 October for :
◦ 100 Unit Silver Reed Catalogue bo. 254
◦ 50 Units Brother Catalogue No. 126
We enclose our pro-forma invoice as requested in your letter. The goods will be
despatched by Japan Air Line on receipt of your Banker’s transfer.
Yours sincerely
William C. Parker
Marketing Manager
Enc:1
Answer the following question
 1. who sent the purchase no. 365T?
 2. What did they order?
 3. Why did they enclose their pro-forma

invoice?
 4. how would the goods be delivered?
 5. when would the goods be delivered?
 Answer the following
INTERNATIONAL CORPORATION LTD
23 kyoto boulevard
Tokyo 20001

question
Japan  
Your Ref : AM/L/2B
Our ref : WP/DC/22C

12th November,1993
What is the purchase
order number?
Mr.Alan P. Martadinata
Indonesian modern office equipment ltd
35B Jln.samudera raya
Bandung 23001 When were the goods

collected?
Indonesia

Dear, Mr. Martadinata ,

We have pleasure in advising you of the despatch of your What was enclose with

the letter
order No. 365T, which was collected this morning for
transport by Japan Air Line to Jakarta
The air way-bill, insurance certificate, invoice for freight
and bill of lading are enclosed together with this letter. Where would the

goods be despatched?
We have been very happy to serve you and look forward
to receiving your further order

Yours sincerely, What does “your” in

the last paragraph

William C. Parker
Marketing manager

Enc: air way bill refer to?

Language study Key words

 We are pleased to  Despatch/v

acknowledge ...  Despatch/n
 We are pleased to  Serve/v
advise you ...  Service/n
 We should be gratefull
 Further/adj
if ...
 Sure/adj
 Perfect/adj
 Suit/v
 Advise/v
 Collect/v
 Insure/v
 Insurance/n
 Freight/n
 Bill/n
INTERNATIONAL CORPORATION LTD
23 kyoto boulevard
Tokyo 20001
Japan
Your Ref : AM/L/2B
Our ref : WP/DC/22C

12th November,1993

Mr.Alan P. Martadinata
Indonesian modern office equipment ltd
35B Jln.samudera raya
Bandung 23001
Indonesia

 Dear Mr. Martadinata



 We have pleasure in advising you of the despatch of your order No. 365T, which was collected this
morning for transport by Japan Aair Line to Jakarta.
 The air way-bill, insurance certificate, invoice for freight and bill of landing are enclosed together with
this letter. We have been very happy to serve you and look forward to receiving your further order
 Yours sincerely,
 William C. Parker
 Marketing Manager
 Enc : Air way-bill
Translate the following sentences
into English
 Dengan senang hati kami menerima pesanan saudara No. 25AS
 Dengan senang hati kami terima pembayaran saudara tanggal 7
mei
 Kami sangat berterimakasih atas kiriman saudara
 Kami sangat berterimakasih jika saudara memberikan kami
potongan sebesar 5% atas pesanan kami
 dengan senang hati kami memberitahu kepada saudara bahwa
pesanan saudara akan kami kirimkan hari ini
 Dengan senang hati kami beritahukan bahwa surat saudara
tanggal 23 juli sudah kami terima
 Kami sangat berterima kasih jika saudara dapat membalas
surat ini dengan segera
 Write a letter from Victoria cycle Works, 23
Broadway Street, Melbourne, Australia to
Indonesia Cycle Corporation, 13 Jln. Perdana
Raya, Semarang 23001 Jawa Tengah,
Indonesia. Acknowledge order No. 23ZP for
250 Units Remington bicycle and 300 units
Federal bicycle. Enclose a pro-forma invoice
and advise conditions of despatch on
corfirmation of Banker’s transfer.