Enquiries

Company’s name
Company’s address

Ref: --/--

-- Month 2023

Mr. John Smith (Receipient’s full name)

Street address
City
State/Country
Zipcode

Dear Sir or Madam/ Mr. Smith,

(1) We are (one of) the leading company(ies) specializing in ….​

(2) We have seen your catalogue and come to know that you are supplying a wide range of …
We were recommended that you are
We were impressed by …
(3) We are particularly interested in buying/ the item coded …

(4) Could you please send us ….

- your latest catalogue and current price list for … available from stock?
- detailed information of … including … as well as …?
- your fully-illustrated catalogue and a price list quoting CIF … Port?

(5a) Please let us know

- if you could allow a/any … discount
- your terms of payment and the discount rate allowed for …
(5b) Please quote your price CIF … Port including packing and the discount rate allowed for
(5c) Our usual term of payment is a ….

(6) If your products meet specification standards and are offered at reasonable prices, we will
place a substantial order on a regular basis

(7) We look forward to your prompt attention to our requests/ early reply.

Yours faithfully/ sincerely,

(Signed)
(pp) Sender’s full name (Ms)
Sender’s job title

Sentence structures:
- You would be pleased to hear that
- We do believe .. will be a potential market for …
- sizes, colors, prices and materials as well as patterns of different textures used for making …
- The offered price should include delivery charges to the above address
 Replies to enquiries

Company’s name
Company’s address

Your ref: --/--

Our ref: --/--

……

Dear Mr Smith,

(1) Thank you for your enquiry of -- Month 20__ in which you asked about
(2a) We are pleased to
- offer you … at prices and on the terms and conditions as stated in firm offer enclosed herewith
- say that we are able to provide/supply from stock ... as per sample on the catalogue/ you asked for
We would like to confirm that we will make immediate delivery upon receipt of the order

(3a) We are willing to allow you a trade discount of % on FOB prices and a further % quantity
discount for order over …. We also offer you a further % cash discount if payment is made within ..

(4a) Payment is to be made by confirmed irrevocable L/C at sight to be opened at/through the Bank
for Foreign Trade of Viet Nam, 15 days prior to the delivery valid for 45 days in favor of the seller
for the total value of the goods to be delivered

(2b) We regret to inform you that (we no longer deal in/sell) the item you asked for
- is no longer in production/ not available from stock
- have been sold out due to heavy demand
(3b) However, we can offer the substitue coded # (having the same functions/features)
This item is durable, reliable and enjoys similar price to … /made of high quality materials,
fascinated in design and competitive in price. Please let us know your opinions about this substitute

(4b) We would like to take this opportunity to introduce ourselves….

(5) We do hope that we will reach agreements on above terms and look forward to your early order
…..

Sentence structures:
- Delivery is to be made within …. upon receipt of notice that a relevant L/C has opened in our favor
- Delivery can be made within … upon receipt of your official order
- We are now producing … according to customers’ special sample or requirements
- Please be noted that …
- We hold the price valid until …
- We are confident that our goods
+ are highly welcome
+ are of high quality, nice in design/ will sell well in … market
+ will be very popular in your market/ with customer, thanks to their fine designs, good
workmanship and reasonable prices in addition to the well-selected and best quality materials …
- We are willing to consider these terms of payment once we set up firm business relationship
- Please find enclosed our catalogue and the price list quoting CIF …
 Offer

(1) We thank you for your enquiry of …. in which you asked about …
(2) We are pleased to make you an/a (firm) offer, (subject to our final acceptance upon receipt of your
order), on the following terms and conditions:

1. Commodity: ….
2. Specification: as per samples or enclosed catalogue/ technical description/ specification
3. Quantity: … pieces/ units/ items/ sets/ tons
4. Price: £--/piece, CIF …, including packing (Total amount, In words)
5a. Packing: in export customary packing/ export standard packing/cartons
b. Marking: (is done) upon the buyer’s instructions (to the seller later)
6. Delivery: in one lot in …/ to be made by …/ within .. of receiving order
7. Payment: in US dollars (pounds sterling) by an irrevocable letter of credit (at sight/at 60 days’
sight) to be opened with through/at … bank, 15 days prior to the shipment, valid for 45 days, to the
account of Vietcombank, in our favor for the total value of the goods to be shipped

(3) Please be noted that this offer is valid within/until …. After this period,
- it will be automatically cancelled
- the offered price, terms and conditions stated herein, may be subject to change

(4) We hope you will find our terms and conditions satisfactory. We are looking forward to your
order soon.​

Cover letter of offer

(1) We thank you for your enquiry of/dated … in which you asked about
(2) We are pleased to enclose our offer No. # together with/ enclose herewith …. as you asked
(3) We would like to emphasize the following points:
(4) Payment is to be made in ….
……

Enc: 1.Offer No #
2. Catalogue
…

Sentence structures:
- The goods shall be delivered in one lot in … (in time for sales at Christmas)
- We can offer the substitute coded ….
+ which is in a wider and better range of colors and patterns but cheaper than …
+ of the same quality on similar conditions
- The specifications of the goods, size, colour as well as styles are as per samples sent to you by air
- The prices offered are quoted CIF …. Port including packing
- a % quantity discount off net prices for orders over … and a % cash discount for prompt payment
- In addition to the products you asked for, we also make goods to customers’ orders with styles,
sizes and materials of their own
- We have all the goods in stock and we have no trouble in meeting the delivery date you required
- For larger quantities/orders, delivery time may be longer
- Normally we allow … with payment on a documents against payment basis
 Orders

(1) We thank you for your offer No. … dated # Month 20__ and ​
are pleased to place an order on the following terms and conditions:

1. Commodity: ….
2. Quantity: … pieces/ units/ items/ sets/ tons
3. Specification: as per samples/catalogue/ technical instructions enclosed with your offer No. dated
4. Price: £--/piece, CIF …, including packing (Total amount, In words)
5. Delivery: in one/two lot(s) in …/ to be made by …/ within .. of receiving order
6. Packing: in export customary packing (in conformity with long sea journey)
7. Marking: each bale is marked …. as follows:
Order No. …
Shipper: … Co. Ltd.
Consignee: … Co.
Case numbers: From 1 upward
Net weight:
Gross weight:
Measurements (dimensions/sizes):
8. Payment: is to be made in US dollar by an irrevocable letter of credit to be opened at Vietcombank
15 days prior to shipment, valid for 45 days to the account of the … Bank in favour of the seller for
the total value of the goods to be shipped
+ Documents required for payment include:
Commercial Invoice: 3 copies / in triplicate.
Original Bill of Lading: 1 copy.
Packing list: 3 copies.
Certificate of quality: 1 copy.
Insurance Policy: 1 copy
9. Technical documents: 2 sets of technical drawing and 2 sets of instruction for assembly,
operation and maintenance in English are to be sent with the goods by sea
10. Guarantee: 12 months after dispatch, 6 months after use of operation. This terms of warranty
does not apply to the damage caused by user’s negligence

Cover letter of orders

(1) We thank you for your offer dated … for … and are pleased to enclose our order No. for..
(2) In addition, we would like to emphasize the following points:
(3) The goods should be wrapped in … and packed in …, marked with the buyer’s address, the
order number, dimensions of the … and the words: “…”
(4) We have decided to accept the unit price of … and the discount of % you offered
(5) We would like to confirm that
- payment is to be made by an irrevocable letter of credit, at sight, documents against payment;
- the seller will draw a 60-day draft on the buyer after shipment. Payment is on a D/A basis as …
- you will draw us a Bill of Exchange on a D/A basis at 60 days’sight, attached with a full set of
shipping documents sent to our correspondent bank, the .. Bank which will transfer the payment to
Vietcombank.
(6) It is essential that the above items be delivered in/before... We reserve the right to refuse the
goods delivered after that time/the specified date (with all the expenses and risks at your account)
(7) Please be noted that this is a trial order. If it is completed to our satisfaction and there is a ready
market for them in Vietnam, we will place larger orders with you in the future.

We look forward to your early confirmation of our order.

Enc. Order No.
Complaints

(1) We are writing with reference to the consignment of … under the order/sales contract No. #
signed on… shipped on board the MV…, which arrived at … port, on (date)
(2) - Upon the arrival of the consignment, it was found missing/in a damaged condition
- On unloading (kiểm hàng)/opening/installing the … we found that …
- Under the supervision of an inspector/With the presence of the representatives from …,
the condition of the goods has been stated as follows:
- Their survey report include/confirm the following details/findings:
(3) - Against ... items ordered, the actual consignment contains only … ​
only ... were found, … were missing
- Out of the goods received, 10 units of … have been seriously damaged
- … are short by … units.
- … were missing (Against a total of … units stated in the order and the packing list)
- There were no … which had been ordered
(4) Please find enclosed our illustrated photos and the survey report issued by … in support of our
claim and we would like to propose some solutions as follows

(5) As for broken … and missing …,

- could you please send by … for immediate replacement
- we will put aside (at our warehouse) until receiving further instructions/ at your disposal
(6) Could you please arrange
- shipment of the missing goods/ for repairs within
- to deliver the remaining items as soon as possible
(6) As we are in need of …, they must be delivered by …, after which we will refuse to accept the
goods and we must ask you to pay a penalty of % of the contract value.
(7) Meanwhile please let us know what you would like us to deal with the wrongly-delivered goods
(8) We require a sum of USD as a compensation. Would you please pay the above sum by T/T to our
account at Vietinbank on account No. … stated in the contract.
(9) We look forward to your early satisfactory solution/ settlement for this claim

Enc. Documents required for the claim

Adjustments

(1) Thank you for your letter of … informing that …

(2) We have looked into the matter and found out that
- there appears to have been some confusion in …, but this has been sorted out.
- as we are sending out orders promptly, … may be occurring in transit

(3) – Could you please return

- the whole consignment to us, postage and packing forward, and we will ask the shipping company
to come and inspect the damage so that they can arrange compensation.
- …. to us at our costs and risks? You will be given a credit note for US$. In addition, … will come
to your office tomorrow to take … away.
(4) Replacements for the damaged goods have been sent by …
We have arranged to ship … to you within today, freight prepaid
(5) We would like to apologize for the inconvenience that may have caused you and we will make
sure that this type of mistake will not occur again.

(6) Thank you for your patience in this matter, and we look forward to hearing from you again.
 Fill in the blank
- We need these items to complete our sales
- We have just filled your order
- Regarding terms of payment, we suggest that …
- We look forward to your prompt order and guarantee that (assure you that) any of your orders will
be given our best attention.
- Thank you for your letter of 15th October concerning the damage to a consignmet.
- To accept for payment
- We take/have pleasure in making you an offer for the said goods
- This offer remains open for acceptance
- … within 6 months from/of receipt of your formal order
- The enclosed catalogue contains full details of our range
- Any order you may place with us
- We have had a good selection …
- On the strength (basis) of the Survey Report we would like to register our claim as follows
- Pay proper attention to the packaging
- Find that the terms and conditions quoted/therein can be acceptable to us
- Please quote the your freight rate/ the rate for the delivery
- Make up an order for a customer
- We are looking for a reliable/transportation/forwarding company
- Could you let us have your quotation, and if it is competitive, we can assure you of further
business in the future.
- If you would accept and make up/execute promptly the order enclosed for various kinds of carpets
- We thank you very much for your offer for a number of …
- Your prices are rather higher than those quoted by some other suppliers
- We are enclosing the packing and marking instructions for your attention.
- Please let us know the expected time of arrival
- The earliest vessel due out of Haiphong for Liverpool is the MV Eagle, which is at present loading
at Dock No.2, Haiphong Port, and will accept cargo until 25 January when she sails.
- We shall shortly have a shipment of…
- Send us details of your sailings (sailing schedule) and the time usually taken for the voyage.
- Following her is the SS Merchant Prince, loading at Dock No.5 from 7 to 12 February inclusive
- We will refuse to take delivery of them
- Out of 250 fridges ordered and also stated in the packing list
- We are writing with reference to the consignment under the above order shipped
- Our customers will cancel the order and place it elsewhere
- If there is any loss resulting from this late delivery we shall be obliged to take legal action
- We are unable to arrange for delivery of the replacements within the period of time you require
- The main reason lies in substandad packaging, which is against the terms agreed in our contract
- Have more opportunities of serving your repeat and regular orders
- The net price of this article is £100.00, to which VAT must be added at 17.5%, marking a gross
price of £117.50
- We can quote you a gross price, inclusive of delivery charges, of £347.50 per 100 items. These
goods are exempt from VAT
- We can offer you a price of £5,200.00 per engine, firm 21 days
- We would like to confirm that payment is to be made by an irrevocable letter of credit, which we
have applied to the bank for.
- Once we have received your advice, we will send a bank draft to
- The carpets should be wrapped, and the packaging reinforced at both ends to avoid wear
- The goods do not tally with the samples.
- We presume (reckon/suppose) that
- We hope the matter would be put right in no time (at once)
Phrases

- Usual allowance for a discount/ usual trade discount

- Deal on payment on sight draft
- Bao gồm phí giao hàng: inclusive of delivery charges
- Đặt trong 1 lần: order at one time
- Tuỳ thuộc vào sự chấp nhận cuối cùng của chúng tôi: subject to our final acceptance
- Thiết lập mối quan hệ làm ăn chắc chắn: set up firm business relationship/trading association
- Gửi sau bằng thư riêng: follow under separate cover
- Gửi mẫu qua bưu điện: send by (parcel) post
- Gửi qua bưu điện bằng đường hàng không: sent by airmail
- Theo phương thức cước thu sau: on a carriage forward basis
- Về nguyên tắc: As a rule
----------------------------------------------------------------------------------------------------------------------
- Đặt hàng cố định: place a firm order
- Do người bán tùy chọn: at the seller’s options
- Kể từ ngày giao hàng/sử dụng: from dispatch/use of operation
- Được bảo hiểm theo điều khoản mọi rủi ro: are to be insured under the all risks terms
- Theo chỉ dẫn do người mua thông báo sau: as per the instruction to be advised by the buyer later
- Phù hợp với: in accordance with
- Chậm nhất là … : …. at the latest
- Nếu có bất kỳ mặt hàng nào mà họ không có sẵn để giao theo thời hạn đã nêu trong đơn hàng:
If any of the listed items is not available in stock for delivery at the time as specified in the order
- Không gửi hàng thay thế: do not send substitutes in their places
- Quan tâm đặc biệt đến việc thực hiện đơn hàng này: special attention to the execution of this order
nhất là thời hạn giao hàng: the time of delivery in particular
- Hope that the first order will be completed to our satisfaction
- Như 2 bên đã thỏa thuận qua điện thoại ngày hôm qua: as agreed on the telephone yesterday
- Phân phối cho các đại lý trong toàn quốc: distribution to agents across the country
- Although we anticipated a higher trade discount than %, we will place an initial order and hope
that the discount can be reviewed in the near future.
- We are not quite pleased with such a small discount
- Điều kiện cố định: A firm condition is that …
------------------------------------------------------------------------------------------------------------------------
- Arrange shipment for the spare parts we asked for, carriage forward.
- The goods ordered are ready for collection
- Không thể đưa vào hoạt động đúng hạn: failed to come into operation as scheduled
- Had the goods examined by … representatives and proceeded to have a survey report made
- It confirmed our findings that this problem arose in transit
- Ko thể sửa chữa đc: beyond repair
- Tình trạng thiếu và hư hại: missing and damaged condition
- Giữ lại để tuỳ ng bán định đoạt: holding the damaged units at your disposal
- Bán rẻ: sell them off
- We’d be grateful if you could reimburse us the sum of US$ as a compensation at your expense
- Delay in delivery could put us into trouble.
- Ký hợp đồng bán lại nếu khách hàng thường xuyên quay lưng lại công ty: resigning sales contracts
in case regular customers turn their backs on us
- Tìm nhà cung cấp khác: consider other sources of supply
- Không đảm bảo chất lượng: is not up to standard
- Số hàng vỡ chiếm 15% trị giá lô hàng, tương đương 2500 USD: broken goods estimated at about
15% of the contract value, equivalent to $2,500
- It appears that you did not follow our packing instruction sent earlier
Vocabulary
- Tham tán thương mại: Trade counselor
- Công ty cổ phần quốc danh: state-owned joint stock company
- Công ty liên doanh với …: enter into a joint venture with …
- Tạp chất tối đa 0.5% - Foreign matters: 0.5% max
- Bị ố: stained
- Công ty buôn bán các loại vải: fabric trading company
- Sợi tổng hợp: synthetic fibre/polyester
- Hàng dệt may: garment and textiles
- Khăn lụa: silk scarf
- Chiếu cói: rush mats
- Áo len: woolen sweater
- Mặt hàng gốm sứ cao cấp: high quality ceramic
- Đồ pha lê: crystalware
- Dầu hồi/thông: anise/pine oil
- Thiết bị y tế: medical equipment
- Các thiết bị xây dựng: construction equipment
- Các thiết bị điện gia dụng: household electrical appliances
- Linh kiện điện tử: electronic components
- Phụ tùng: the spare parts/components
- Phát triển hạ tầng công trình dân dụng: infrastructure development and civil engineering
- Máy kéo đa năng: multifunctional tractors
- Máy ủi: bulldozers
- Máy cạo râu bằng điện: electric shavers
- Hệ thống điều hoà trung tâm: central heating system
- Công ty mẹ: holding company
- Tờ quảng cáo: prospectus
- Gian hàng: booth/stand
--------------------------------------------------------------------------------------------------------------------------
- Ngân hàng có danh tiếng quốc tế: internationally-recognized bank
- Ngân hàng hạng nhất: first-class bank
- Thanh toán sớm: prompt payment
- Hối phiếu: draft or bill of exchange
- Hối phiếu thanh toán ngay: sight draft
- Hối ngân hàng: bank draft
- Thanh toán chứng từ: Document against payment D/P
- Chấp nhận đổi chứng từ: Document against acceptance D/A
- Bộ chứng từ giao hàng: full set of shipping documents
- Phiếu đóng gói: packing list
- Phiếu (báo) gửi hàng: shipping note
- Biên lai kho cảng: dock receipt
- Biên lai thuyền phó: mate’s receipt
- Biên bản dỡ hàng: Cargo Outturned Report (COR)
- Biên bản nhận hàng với tàu: Report on Receipt of Cargo (ROROC)
- Vận đơn đã xếp hàng: shipped B/L (shipped on board)
- Vận đơn sạch/ko sạch: clean/claused B/L
- Vận đơn chở suốt/hỗn hợp: multimodel B/L or through bill
- Giấy bảo đảm/nhận bồi thường: letter of indemnity
- Vận đơn gốc: original B/L
- Hoá đơn thương mại: commercial invoice
- Hóa đơn thu cước/ Bản kê phí vận tải: freight account
- Giấy chứng nhận xuất xứ: certificate of origin
- Giấy chứng nhận chất lượng và số lượng: quality and quantity certificate
- Tài liệu hướng dẫn lắp ráp, vận hành và bảo dưỡng: instructions for assembly, operation and
maintenance
- Bản hướng dẫn sử dụng/cho ng sử dụng: user’s manual
- Bản vẽ/tài liệu kĩ thuật: technical drawings/documents
- Quy cách kĩ thuật: technical specifications
- Lỗi thời: out of fashion
- Từ khi đến kho: from warehouse to warehouse
- Tiền phạt: penalty/ punitive damages
- Tiền bồi thường qui định trước: liquidated damages
- Biên bản giám định: survey report
- Phí giám định: inspection fee
- Thời hạn bảo hành: terms of warranty
Translate
- Theo tập quán xuất khẩu: : in export customary packing
- Bao bì đạt tiêu chuẩn xuất khẩu: export standard bale
- Bao bì kém chất lượng: substandard package
- Đóng gói bao bì cẩu thả: poor/careless packing
- Mẫu mã đẹp: good workmanship
- Trọng lượng toàn phần: gross weight
- Vị trí cẩu: lifting position
- Sơn đen ko phai: black indelible paint
- Sơn chống chịu thời tiết: in weather - proof paint
- Kiện hàng cần bốc dỡ cẩn thận: cases which need special handling
- Chịu va đập mạnh: rough handling
- Dung sai: more or less
- Viết bằng chữ: In words
- Kí hiệu phụ: additional marking
- Chỉ dẫn khác: other indications
- Điểm móc cáp/trọng tâm: sling point/center of gravity
- Giấy mềm: grease paper
- Giấy chống thấm: water-proof paper
- Lớp lót bên trong: inner lining, chống ẩm dầy chắc chắn: stout, damp-resisting paper
- Dùng loại giấy dầy bọc riêng từng thứ một, đóng gói trong 10 thùng gỗ thưa có chèn lót bằng rơm
cẩn thận: Each piece should be wrapped in thick paper, carefully packed in straw and then put into
10 wooden crates, marked with the word
- Đóng làm 1 kiện: to be packed in one bale
- Ghi ký mã hiệu như thường lệ: are to be marked as usual
ở cả 2 mặt: marked on both opposite sides
- Phải đánh số: please number them
- Đề nghị ghi ký mã hiệu gửi hàng: Stencil our shipping marks
- Ghi … trên mỗi hộp: give … on each box
- mỗi bao… kg cả bì: about … kgs gross each
- Khâu tay ở miệng: hand sewn at mouth
- Chỉ đay xe đôi: jute twine thread
- Bao: sack
- Sóng giấy thùng carton: corrugated carton container
- Thùng gỗ: wooden crates
- Lô hàng: consignment
- Kiện hàng: package, case, bale
- Carriage Paid (C/P): paid by the sender
- Carriage Forward (C/F): paid by the receiver (thu sau)
- Thông tin/Lịch trình về tàu: vessel schedule
- Cước phí chuyên chở: freight, freight rate
- Bản kê về phí vận tải: your account for transportation charges
- Bốc hàng tại: to load at
- Rời cảng để đến ..: sail port for …
- Gom hàng: pick up the goods
- Ko bán đc khi đã giảm giá: can’t be sold at a discount
- Giữ lại để giám định: keep for inspection
- Thay đổi mà ko báo trc: subject to change without prior notice
- Chi phí do các ông chịu: at your expense (CF)
- Hàng đến đúng tgian: reach you on time
- Chỉ dẫn vận tải: shipping instructions
- Được gia cố ở hai đầu: well - reinforce at both ends
- MV: motor vessel, SS: steam ship
- Vận chuyển xa bằng đường biển: long distance sea freight
- Trong quá trình vận tải xa = đường biển: during long sea voyage in the course of transportation
- Chuyển tải: trans-shipment
- Giao hàng từng phần: partial shipment
- Đã giao lên tàu: were put on board
- Giao hàng thành 2 chuyến cách nhau … ngày: 2 lots of … days apart
- Được chuyển đi theo như thu xếp: dispatched as arranged
- Mỗi kiện 2 máy: 2 to a case
- 1 Vận đơn sạch ghi đã xếp hàng lên tàu, hoá đơn thương mại và GCN Bảo hiểm, mỗi loại 3 bản và
đã được gửi tới ngân hàng ABC và hối phiếu trả ngay với số tiền:
Clean, shipped on board bills of lading in a complete set, together with commercial invoice and
insurance certificate, both in triplicate, have been handed to ABC Bank together with our sight
draft for $
- Mua bảo hiểm cho số tiền trên và cả chi phí gửi hàng: to take out insurance cover for this amount
plus the cost of shipping the consignment.
- The machines must be well-greased (tra dầu) with all movable parts secured before being loaded
into crates, which should be clearly marked with your logo for easy identification
- Chuyển: transfer from/to
- Vận chuyển hàng: transport goods
- Khởi hành đi/từ … đến …: departing/sailing for/from … to …
- Các thủ tục cần hoàn tất: procedures need to be completed
- Nếu quý ngài báo giá cước cạnh tranh: if you quote competitive rate
- Chuyển phát nhanh: express dethlivery/shipping
- Bưu phí và bao bì đóng gói bên gửi phải chịu: postage and packing forward
- The earliest vessel due out of London for New Zealand is the Northern Cross, which is at present
loading (xếp hàng) at Dock No. 3, and will accept cargo (nhận hàng) until … when she sails
- Details of freight or loading/sailing dates
- The first available vessel we have will be the MV Orient, which will accept cargo from … to …,
when she sails. She is due in London on …
- Thư tín dụng trả sau 60 ngày trên cơ sở chấp nhận đổi chứng từ:
letter of credit at 60 days, documents against acceptance
- Chất hàng lên/Xếp hàng xuống tàu: loading on to the …
- 2 bản: 2 copies
- Tàu đi London: vessels that are available to reach/sail for London
- Vỡ bật nắp trg lúc vận chuyển: broken open in transit
- Thiếu chỗ để hàng: lack of shipping space