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Unit 13: Format of Basic Formal Letter
Situations Leading to the First Order notes
Any of the following situations may lead to a first order:
l Buyer willing to try an offered substitute
l Seller’s sample and /or quotation are approved
l A bargain has been concluded-request granted
l Buyer convinced to order on offered terms
l Buyer intends to try a product in a new area
The opening and the ending for each of these are given below:
1. Open with a reference to the received quotation.
Your quotation is approved and we are pleased to place an order for the following:
Thank you for your quotation, for we are glad to place a trial order with you as
follows:
When you have a reason to be very particular about the quality of the product, as in the
case of medicines or precision goods, testing of samples leads to the order. Start the letter
by mentioning satisfaction with samples.
We have tested your sample of … and found that sample No. 099 suits our
requirements.
We are glad to say that we approve of your sample of terry wool suiting, and would
like to receive supplies as follows:
End with the expectation that the trial order will be satisfactory and lead to regular
business.
We hope to find everything satisfactory and are looking forward to placing frequent
orders with you.
If you order goods on the basis of a sample, you expect them to match with the sample. You
may refuse to accept the goods if they are different and it may be prudent to mention this
at the end of the order:
We expect that your goods will be of the same high standard as the sample which
has led us to place this order. It is essential that goods supplied should be of the same
quality as the selected sample and that we reserve the right to reject goods, which do
not tally with the sample.
2. When the seller has agreed to a bargain, open the order letter with a reference to it.
We thank you for agreeing to give us special packing at no extra charge.
The corresponding ending would be:
We assure you that a large amount of business will follow if the trial order is found
satisfactory.
If you are convinced that the seller cannot give better terms, but still wish to place the
order, mention this in the opening.
We understand that it is not possible for you to give us export packing without
charging extra, but we are willing to take a trial lot of your milk powder tins.
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