Catalogues and samples

M. Gerard wrote to R.G. Electronics to enquire about CDs (see Figure 20). He implied that his store was a large one, that he was only interested in high-quality products, and that he might place a substantial order. This is the reply.

	Importers of Fashion Goods Avenue Ravigny 14 PARIS Paris XV   The Western Shoe Co. Ltd. Yovi1, Somerset S19 3AF England   30 October 20---   Dear Sirs   Thank you for your letter of 15 October. As you will already know, your Mr J. Needham called on us a few days ago and left a range of samples. We think articles of this quality will find a ready market here, and we are prepared to order the following as a stock trial order:

 

 

Nowadays orders areusually written on a company’s official order form (see Figure 27) which has a date and a reference number that should be quoted in any correspondence referring to the order. If the order is telephoned, it should be confirmed in writing, and an order form should always be accompanied by either a complimets slip or a covering letter (see Figure 28). A covering letter is preferable as it allows you the opportunity to make any necessary points and confirm the terms that have been agreed.

Figure 27

Order

 

 

The guide below is for an outline of a covering letter. You may not want to make all the points listed, but look through the guide to see what could be mentioned.

1. Opening. Make it clear that there is an order accompanying the letter.

2. Payment. Confirm the terms of payment.

3. Discounts. Confirm the agreed discounts.

4. Delivery. Confirm the delivery dates.

5. Methods of delivery. Many companies use forwarding agents who are specialists in packing and handling the documentation to ship goods. Nevertheless, to ensure prompt and safe delivery, it is a good idea to advise the company on how you want the goods packed and sent. This means that if the consignment arrives late, or in a damaged state, your letter is evidence of the instructions you gave.

6. Packing. Advise your supplier how you want the goods packed.

7. Closing.