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If the seller’s offer is right, an order may be expected to follow. The following points will generally be mentioned in the order:
(a) details of the goods required: quantity, quality, catalogue number, etc;
(b) conditions and qualifications;
(c) alternatives which are acceptable if the goods ordered are not available.
Orders are usually written on a company’s official order form which has a date and a reference number that should be quoted in any correspondence which refers to the order. Even if the order is telephoned, it must be confirmed in writing, and an order form should always be accompanied by either a compliments slip or a covering letter. A covering letter is preferable as it allows you the opportunity to make any necessary points and confirm the terms that have been agreed. Your covering letter could include the following points:
(a) opening (explain that there is an order accompanying the letter);
(b) payment (confirm the terms of payment);
(c) discounts (confirm the agreed discounts);
(d) delivery (confirm the delivery dates);
(e) methods of delivery and packing (advise the firm as to how you want the goods packed and sent to ensure prompt and safe delivery, so that if the consignment does arrive late, or in a damaged state, your letter is evidence of the instruction you gave);
(f) closing (you may encourage the supplier to execute the order promptly and with care).
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1.1 PLACING AN ORDER: COVERING LETTER
| AO INTERSPORT
129511 Russia, Moscow, Universitetsky Prospect, 21
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Our ref. Order IS 2815 Your ref. 21/7T
15 April, 20__
Maxine Sportswear
Manufacturing Co., Inc.
842 Seventh Avenue,
New York, NY 10018,
USA
Dear Mr Long,
Thank you for your letter of 12 April. Please find enclosed our order No. IS 2815 for swimwear in assorted sizes, colours and designs.
We would like to thank you for the 10% quantity discount you allowed us. Although the rather low trade discount of 15% disappointed us, we have decided to accept it and hope that this allowance can be reviewed at some time in the near future.
We would like to confirm payment by sight draft, cash against documents. Please send the shipping documents and your sight draft to Intercommerce Bank, Moscow.
If the colours we have chosen are not in stock, we will accept an alternative provided the designs are those stipulated on the order.
1/2
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| AO INTERSPORT
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Continuation sheet No. 2
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We accept the delivery dates stated by you viz. delivery within the next 6 weeks, but we would like to state that delivery before June is a firm condition of this order, and we reserve the right to reject goods delivered after that time.
If the goods sell as well as we hope, we shall send further orders in the near future. We look forward to your acknowledgement.
Yours sincerely,
Maria Kiseljeva
Maria Kiseljeva
Chief Buyer
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