Quotations and orders

In reply to an enquiry you may want to provide a potential customer with a quotation. This will, of course, quote the price for the requested goods or services, but it will also give some or all of the following information:

1 details of any applicable discounts (a trade discount may be offered to
companies in the same line of business while a quantity discount may
apply to orders over a certain amount).

2 details of what costs ( if any) are included in the price, such as transport
and insurance*.

3 the preferred method and terms of payment (for example, a letter of
credit payable within 30 days*).

4 some indication of how long it will take for the goods to reach the
customer.

Task 1. when completed, provides a model for this type of letter.

The order itself is likely to be written on an official order form, but it will normally be accompanied by a covering letter confirming the terms that have been agreed. The letter in Task 2, when corrected, provides a model for a covering letter to an order.

The following letter gives a quotation. Read it and choose the best word from the options in brackets.

Dear Mr Gianelli

Thank you for your fax of 18 May, in which you request a quotation for 5 EMC180 flat-bed scanners.

We can offer a gross price of £3,425.00 - unit price: £685.00 — c.i.f. Genoa. This includes a (batch, quantity, multiple) discount of 10%.

Payment may be (done, made, spent) by irrevocable letter of credit or by banker's draft. On all (starting, initial, prime) orders we usually require payment (on, by, of) delivery, and for all subsequent orders we (make, let, allow) a 30-day credit period. Please let us know how you would like to arrange payment.

We have the items in stock and can (persuade, assure, console) you that your order will be dealt with promptly. Please allow six weeks for delivery.

We look forward to hearing from you again soon.
Yours sincerely,...,

P. V-

P J Wilson Sales Manager

K2

The following letter was written to accompany an order. There are 8 mistakes (grammar, style, word order, vocabulary, spelling, etc.). Can you find and correct them?

Dear Mr P J Wilson

Thank you for you fax Of 19 May. Please found enclosed our order no. 88694 for five EMC180 Scanners.

We would like confirming that payment for this initial order will make by banker's draft on delivery. We will take advantage of the 30-day credit period for any subsequent orders.

We would appreciate if you could arrange for the scanners to be shipped as soon as possible.

I look forward to hear from you in short. Yours faithfully

J.

S Gianelli Chief Buyer

Enc.

k3

Match the beginnings and ends of these sentences.

1 Please find enclosed our current price a

2 Please till in the order b

3 The prices quoted are subject to c

4 Payment can be made by d

5 We offer free overnight delivery on e

6 We would like to place an order f

7 Please could you let us know what trade g

8 If the product sells well, we will h

9 Please find enclosed a cheque i
10 Please let us know when j

cheque or credit card.

with you lor 2.000 units.

we can expect delivery.

discounts you can offer.

for£395.95.

place further orders with you.

list and order form.

form on Page 26.

orders of over £50.00.

VAT at 17.5%.

Task 4

Due to a malfunctioning word processor, the following two letters have been mixed up. One is from Discpro SA providing a quotation for a further order of software plugs. The other is from Physiologica to confirm the order. Match each missing section with the appropriate gap on the blank letters.

184

1 We would like to place an initial order with you for 500 RSP 11W plugs and
enclose your official order form. We normally make payments by banker's
draft. Could you please confirm that this is acceptable to you?

2 Further to your letter of 1 July and your meeting with Mr Gerard in London on
18 July, I am pleased to be able to give you a quotation for the software
protection plugs you discussed.

•

3 P Varenne
Sales Manager

4 Thank you for your letter of 2 3 July.

5 We hope that this highly competitive price will meet with your approval, and I
look forward to receiving your order.

6 Dear Mr Varenne

7 Anne Newson
Project Director

Enc.

8 Mr P Varenne
Discpro SA

251, rue des Ramonieres F-86256 POITIERS CEDEX France

9 I would like to point out that delivery before the end of November, as agreed
with Mr Gerard, is a firm condition of this order as we hope to have the
program ready for sale by then.

10 Dear Ms Newson

11 Ms Anne Newson
Project Director
Physiologica

17 Princes Street London EC 1 7DQ UK

12 We would be able to supply 500 RSP 11W plugs at a unit cost of £17.86,
including transportation costs. On any additional orders, we would be able to
offer a 20% discount on the unit price.

Task 5

When writing formal letters, we often precede questions which ask for information with phrases like Could you please let us know... and Kindly inform us...

Look at the examples below and note how the original questions change when they become part of a longer question or statement. Then change the questions which follow in the same way.

1 When/Where/How will the consignment arrive?

Could you please let us know when/where/how the consignment will arrive?

2 Do you offer discounts on large orders?

Could you tell us whether you offer discounts on large orders?

3 Are you interested in this offer?

Please let us know whether you are interested in this offer.

1 How would you like us to pay?

Could you please let us know___________________________?

2 How many items would you like to order?
Please let us know_________________

3 Do you have the items in stock?
Could you please tell us_____

4 Are these terms acceptable to you?
Please let us know____________

5 Do you anticipate any delays with delivery?
Please let us know__________________

\

6 When would you be able to ship the order?
Kindly inform us__________________

7 Where would you like us to send the order?
Please let us know___________...............

8 Would you be prepared to offer us a quantity discount?
Could you please tell us______________________

9 When would you like to receive payment?
Please let us know_________________

10 Would you like us to arrange a maintenance contract?
Kindly inform us___________________________

Task 6

Follow the instructions from George Ramsden, Senior Project Engineer at Bespoke Assemblers, 22 Clarendon Street, Cambridge CB4 8RP.

Memorandum

To Sally Parker From George Ramsden

Date 24 July 19___

Please write a letter to Frith Components, 139 Giles Kemp Road, London Nl 2RR.

1 Say we saw the advertisement for their company in
the latest issue of Electronic Engineer.

2 Ask if they are able to supply the following:

DX-33 motherboards

Mb SIMM 60NS

8 Intel Ether Express 8/16-bit switchablecards.

3 Find out what discounts they give and what
their terms of payment are.

Methods of payment

Common methods of payment include:

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 telegraphic 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.

international banker's draft: a banker's cheque which the bank draws on itself and sells to the customer, who then sends it to his supplier as he would an ordinary inland cheque. So if you have to pay your supplier £2,000, you purchase the cheque for that amount, plus charges. Usually the receiver's bank should either have an account with the sender's bank, or an agreement.

bill of exchange: the seller prepares a bill of exchange in the name of 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. Shipping documents usually accompany bills when the bank acts as an intermediary in overseas transactions.

letter of credit (L/C): letters of credit (or documentary credits, as banks refer to them) 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, which can be cancelled, or irrevocable, which cannot be cancelled), the beneficiary (the person receiving the money), the amount, how long the credit will be available for (i.e. valid until...), the documents 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 shipment is made. This is done when the documents are lodged with the customer's bank.

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