ORDERS &

ACKNOWLEDGEMENTS

STARTER

1. Read the following sentences.

a. We leave it to your discretion to supply a suitable substitute, should you not have what
we want, but the price must not exceed $11,75 per kg.
b. If you have a similar article but of better quality, please supply instead, provided the
price is not more than 10% higher.
c. Please supply in assorted colors, preferably 5 dozen each of red, yellow, green, blue and
brown.
d. The material must match the enclosed pattern.
e. As we have now done business with you for a year, we should appreciate quarterly
settlement terms.
f. Thank you for offer of 1 July, which we accept on the terms quoted.
g. Your early attention to this order will be appreciated.
h. We suggest payment by bill of exchange drawn on us at 30 days after sight. Please say
whether this is agreeable to you.
i. There is no market here for the higher-priced cameras. Please send only models in the
medium price-range.
j. As we are out of this line, please send the nearest you have in stock.
k. We agree to your price, but should like to know if you are prepared to grants a discount
of 5% for quantity of 2,000.
l. The alcohol content must not be under 15%.
m. Please note that delivery is required by 5 April without fail.
n. Many thanks for your quotation for stationery. Please kindly send us at once.
o. We will do our best with these goods, and if sales are satisfactory we shall make your
brand one of our standard lines. Kindly vise us when the goods are dispatched.
p. We have pleasure in ordering the following articles from your winter catalogue.
q. If this first order is satisfactorily executed we shall place further business with you.

2. Group the above sentences according to the following headings.

Opening phrases
Referring to details
Alternatives goods
Prices, Discounts, payment, etc
Concluding lines
PLACING AN ORDER

Placing an order for goods, services, or merchandise is a routine activity in business

because it can be done for many times in a period of time. The customers or buyers can
place an order either in two ways, using an order form or writing an order letter.

A purchasing department is available in a company, particularly in the middle scale to big

scale company. These department handles the purchasing of the company supplies,
merchandise, goods and so on. For regular order, filling out a purchase order form is the
thing that a buyer usually do for placing an order. They can send the form directly to the
supplier. Completing the form is also useful for the other department inside the company
and send it to the purchasing department of the company, especially in the big company.
This form should be signed by the supervisor of the department as an approval before
sending it to the purchasing department. Then, the purchasing department forward the
order to the supplier company. Followings are the benefit of placing order using a printed
form:
a. It is easier to refer to the order form as it is usually pre-numbered.
b. Important details cannot be overlooked easily
c. The general conditions required by the order can be printed on the back of the form.

However, a company can order by simply mailing the supplier for the supplies they need.
Sending the letter for them is considered more accurate and clear for the supplier as
necessary details are included in the letter. An accurate and clear information on the order
avoid the supplier completing an order incorrectly. Some qualities that must be followed
in placing order by letter.
a. Mention the detail description, quantities and prices by quoting the catalogue number,
if any. You may ask yourself the questions like: What exactly do you want or need?
b. State the requirements clearly. What sizes, colors, model numbers, catalogue
numbers, or any other relevant information?
c. Specify the carriage or shipping method of the order. Is it sent using the first class
mail, messenger, truck, air freight, parcel post, c.o.d, or may other methods of
delivery. You can also leave the method of delivery to the customer and you just need
to mention the time when you want to receive your order.
d. Inform the supplier the location or place where the order should be sent. It is possible
that your order is sent to a different address mentioned in the heading of the letter, but
to the different address. It could be the warehouse or company’s branch offices. By
giving this information to the supplier, you do not expect them to guess on this
information.
e. If only you want your order to be packaged in a particular manner, you may also
specify this in the order letter.
01233457892 012334
 f. Confirm the methods of payment that both of you and the supplier be agreed upon
before the order is placed.

ACKNOWLEDGING AN ORDER

When the orders come from ordinary customer, sending an invoice can be done
immediately. A little note saying thank you to the buyer shows a courtesy from the
supplier. However, it is also important for the supplier to write an acknowledgement soon
after receiving the order, particularly when there is a potential delay in delivering or
shipping the order. This is also beneficial in promoting good will for further business
activity. The main objectives of writing the acknowledgement letter are:

1. To thank the buyer for placing the order

Instead of being expected by the customer, saying thank you to them shows an
appreciation of the supplier because their order keeps you in your business. Moreover,
it also shows good business sense of the supplier. Even though acknowledgement
letter is the most obvious and the most effective way for saying thank you to the
customer, it does not mean that you are overdoing it. It can be done by saying it
straightforward. Study these examples.

Thank you for your order on July 18 for office supplies. We will be delighted to
ship your order for 5,000 imprinted No. 10 envelopes and four cases of plastic
folder.

Thank you for reordering more of our new, popular Elite Cigars. As you
requested, we will send you a dozen cases of Elite Cigars to your address.

Thank you for telling us your customer’s reactions to our new Safety First
Razors. Thanks, too, for ordering four more cases on April 15. Your order is
being shipped by air freight on April 20.

2. To tell the buyer when they receive their order

After saying thank you, another important information for the customer is the
information on the date of delivery, the particular method of shipping, payment and
other related detail information. This information should be stated specifically. In
case the customers do not agree with either the date of delivery or method of
shipping, the customer can contact the supplier for further arrangements. Study the
following examples.
01233457892 012334
 We are pleased to tell you that your complete order will be shipped by truck
form our warehouse on December 14. You should receive it no later than
December 17.

The books you ordered for your special training program will be shipped to you
by parcel post next Friday, August 2. You should receive the books at least two
weeks in advance on your first day of class on September 1.

As you requested, we will ship 12 cases of Hockler’s Tropical Fish Food by air
freight on April 2 to ensure delivery to you well before April 15.

3. To resell the buyer on the product

Reselling the buyer on the product means that you reassure the customers that they
have already chosen the product wisely or that they have ordered a particularly costly
item. Writing a special acknowledgement regarding to the order is considered as a
good practice in business. By doing so, you do not need to wait for a particular
moment or event to sell the products. This practice can be done either for regular
customer or the “first” time customer. Let’s take a look at the following example.

Congratulations on your recent purchase of Donlevy dining room furniture! We

will deliver the complete set you ordered on September 4. The set consists of
Classic dining room table, eight matching Classic chairs, and the elongated
Classic sideboard with mirror.
Since 1988, Donlevy Furniture has earned respect of people around the
world – for its quality, its craftsmanship, and its design. And for good reason:
Only Donlevy gives its famous lifetime guarantee against any defects in the
manufacture of its fine furniture.
In addition, only Donlevy provides a free annual service call to refinish
any minor scratches on each piece of furniture. This service is free for ten years;
then it is available for a reasonable yearly fee. We provide this service because,
like you, we want tour furniture to look new for a lifetime, and we want you and
your friends to admire its beauty.
The enclosed booklet details some of the interesting techniques used to
manufacture your new Donlevy Furniture. We know that you will find it
interesting. Among other things, it mentions some of the “Do’s and Don’ts” of
fine furniture care.

4. To find solutions to any problems regarding the order.

At times, it is common for the supplier facing problems about the received order. The
problems that might happen are various, such as: the products are out of stock, the
 discount is not available or it is only for a specific customer, the price increases
recently, and many things. The acknowledgement letter is beneficial in explaining
these problems and suggesting the solutions to the problems for the customer. An
effective acknowledgement helps the buyer making a decision regarding their order
quickly by pertinent information provided and helps them replying the letter quickly.
By doing so, the customer will be able to make decision buy the product from you
easily.

USEFUL EXPRESSIONS

Placing Orders

1. Openings
 We have received your letter of … and should be glad if you would accept our order for
the following goods/and enclose our official order for the following:
 We thank you/are obliged for your letter (quotation) of … and should be glad if you
would accept our order for the following goods/and enclose our official order for the
following:
 We confirm our telephone conversation of this morning and should be glad if you would
accept our order for the following goods/and enclose our official order for the
following:
 Please supply (send) the following items as quickly as possible and charge to our
account.
 The prices quoted in your letter of … are satisfactory. Please arrange to deliver the
following items at once:
 Please inform us (let us know) by return when we may expect delivery of the goods
ordered on …
 We shall be glad to know when we may expect delivery of the goods ordered on …
 Please/Please kindly inform us when we may expect delivery of the goods ordered on
…
 It will help us to know when we may expect delivery of the goods ordered on …

2. Endings
 We shall be grateful for prompt delivery as the goods are needed urgently.
 Please (kindly) acknowledge this order and confirm that you will be able to deliver by …
 We hope to receive/We look forward to receiving your advice of delivery by return of
post.
Acknowledging Orders

1. Openings
 We thank you for your order of … and will dispatch the goods by …/and enclose our
invoice No. …
 We acknowledge with thanks your order of … and will dispatch the goods by …/and
enclose our invoice No. …
 We are pleased to inform you that the goods included in your order of … have been sent
to you today by …
 We are sorry to have to tell that we cannot supply the goods you ordered on … because
…

2. Endings
 We feel sure you will find these goods satisfactory in every way and perfectly suited to
your needs.
 We hope/trust the goods will reach you safely and in good time and that you will be
pleased with them.
 We hope/trust we may have further orders from you as time goes on.
 We have been very happy to serve you and look forward to receiving your further orders.
 We hope you will be well pleased with the goods and that we can establish a pleasant and
lasting business connection with you.
 We are pleased to inform you that the goods have been dispatch today./will be dispatch
on …/are now awaiting collection of …

EXERCISES

1. Write a letter to send with an order by a firm of clothing manufacturers for quantities of
tweeds, silks, satins and ginghams. The goods are ordered on samples shown by the
supplier’s traveler. Explain that you are completely out of satins and would like immediate
delivery of this particular item.
2. Write a letter to a cardboard carton manufacturer ordering 200 cartons (specify size) for
delivery during the following week at the price an on the terms quoted by the manufacturer.
As this is a “first” order, give references.
3. Write an acknowledgement to the order on number 1 or 2.