3Unit 4: Global Market

“Letter confirming an order”

Write a letter of about 150 words confirming an order from another company.

• Begin and end appropriately.

• Open by giving order and delivery details.

• Clarify payment terms.

• Refer to any other documents which you have enclosed.

[ Item: Desk Lamps – Model PWB2

Order number: IX765 OK

Quantity: 80

Unit price: $40 (including discount)

Discount: 20% on orders over 80 units agreed last week

Terms: 30 days after date on invoice. New customer!

Delivery date: 5th May send business terms and conditions with invoice (and new catalogue!)

Delivery to: BRF, 12, Tristram Street, Perth]

_____________________________________________________________________________________

Sample:

Dear Mr Chahal,

ORDER CONFIRMATION

We are writing to you to confirm your order number 39893 for 1000 123/XC units a week for 12 weeks,
which we received this morning.

As agreed at the meeting last week when we talked about your order, I confirm that we will deliver the
goods to your factory in Mumbai every week for a twelve-week period at a price of 4.40 per unit. Last
week we discussed a discount of 10 percent providing you pay for the goods on time. You will be
pleased to know that this is included in the final price of $4000 per month. We also confirm that the first
delivery will be on 05/11.

Payment terms are $4000 monthly, 30 days after the date of the invoice and we enclose full terms and
conditions for your records.

We thank you for your business and look forward to working with you. If you have any queries, please
do not hesitate to contact us.

Your sincerely.
Dear Sirs,

We are writing to you to confirm your order number IX765 for 80 model PWB2 desk lamps, which we
received last week.

As agreed on the telephone when we talked about your order, I confirm we will deliver the goods on 5th
May to your Perth office at a price of $40 per unit. We discussed a discount of 20 percent providing you
order 80 or more and you will be pleased to know that this is included in the final price of $3,200.

As a new customer, your payment terms are 30 days after the invoice date and we enclose full terms
and conditions for your records. I also enclose a new catalogue. The delivery address is BRF, 12, Tristram
Street, Perth.

We thank you for your business and look forward to working with you. If you have any queries, please
do not hesitate to contact us.

Yours faithfully,

Functional Language

 Paragraph 1 (sacks per month / duration): We are writing to you to confirm your order number
Y45364 for 200 sacks per month for 12 months, which we received by email yesterday.
 Paragraph 2 (refer to phone agreement):
o As agreed on the telephone when we first talked about your order a few days ago, I
confirm that we will deliver the sacks to your Brno outlet on the 28th of the month at a
price of $7.50 per unit.
o We discussed a discount of 15 percent providing you pay for the goods within one
calendar month.
o You will be pleased to know that this has been included in the final price of $1,275 per
month.
o We also confirm that the first delivery will be on 28th February.
 Paragraph 3 (payment terms, full Ts&Cs in separate document): Payment terms are $1,275
monthly, 30 days after the date of the invoice and we enclose full terms and conditions for your
records.
 Paragraph 4 (thanks): We thank you for your business and look forward to working with you. If
you have any queries, please do not hesitate to contact us.
 Unit 7: Customer Service
External ‘thank you’ email

Use the notes below to write a ‘thank you’ email of about 140 words to a supplier.

– design company run by Diana

– designed a 10th anniversary brochure

– design was beautiful

– their team was creative and hard-working

– they agreed to include some extra photos we sent very late

– the price was good value

– the designer (Velleda) was really patient

– the company hope to work with them again

– we have given their name to your professional association

• Write three parts – beginning, details and closing.

• Mention a particular problem.

• Mention a specific person who did very well.

Sample:

Dear Glen,

I am writing to thank you and your staff for the excellent service you provided organizing our trade
conference last week.

The event ran very smoothly thanks to the hard work of all your staff. I would also like to express our
appreciation for the prompt way in which your staff handled the problems there were with some of the
catering facilities. Your customer service team responded to the difficulties quickly and none of our
guests realizes that anything was wrong. In fact, they seemed to be able to deal with any problems that
came up.

We will certainly use your company again in the future and have already recommended you to other
business contacts.

I would like to thank you and your staff once again and I look forward to working with you in the near
future.

Kind regards,

Thao.

My answer:
Dear Diana,

I am writing to thank you and your company for the our 10th anniversary brochure. Thanks to your hard
work the brochure has a beautiful design. Your team is very creative and hard-working. I would also like
to express our appreciation for the way you handled the last minute changes we sent some extra photos
very late and your team still agreed to include it. The price was good value. Especially, the designer
(vellada) was very patient . We will definitely use your company again in the future and have already
recommended you to other companies in the industry.

Can I conclude by saying you showed great professionalism, patience and good humour throughout the
project. Thank you and your staff once again for all your hard work. I look forward to working with you
on other projects.

Kind regards,

Thao

Model answer

Dear Diana,

I am writing to thank you for the brochure you recently designed for our 10th anniversary. It was a
beautiful design and we were very pleased with it. I wanted you to know how much we appreciated all
your hard work, and the creativity of both you and your team. We would also like to express our
appreciation for the patience you showed when we sent you those extra photos at the last minute! The
price we agreed for the project was really good value, as we can see from the final version. Throughout
the project, Velleda, your designer, was really patient and professional.

We will certainly use your company again in the future and have already recommended you to other
companies and our professional association.

Thanks again,

Bruce

Functional Language

 Beginning
o I am writing to thank you for…
o Thank you very much for your help…
o I would like to take this opportunity to thank you for…
o I really appreciate all your hard work..
o I wanted you to know how much we appreciate your work
 Details
o The conference ran very smoothly
o Your staff sort out the problems very quickly
o Your customer service team were very helpful
o You replaced the damaged goods immediately
 Closing
o We will definitely use your company again in the future
o We have already recommended you to other companies
o Thank you for all your hard work.