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THE LAYOUT OF A BUSINESS LETTER1

CHAPTER ONE ESTABLISHING BUSINESS RELATIONS15

Introduction15

Lesson 1 Self-Introduction17

Lesson 2 （A）A Request for the Establishment of Business Relations21

（B）A Reply to the Above21

Lesson 3 （A）Status Enquiry24

（B）Reply to the Above Letter24

Supplement Useful Sentences on Establishing Business Relations28

CHAPTER TWO ENQUIRIES AND OFFERS29

Introduction29

Lesson 4 An Enquiry for Chinese Cotton Piece Goods31

Lesson 5 （A）An Enquiry for Iron Nails34

（B）A Reply to the Above34

Lesson 6 An Offer to a New Customer38

Lesson 7 A Firm Offer41

Lesson 8 A Voluntary Offer44

Lesson 9 A Special Offer47

Lesson 10 （A）Asking for Proforma Invoice50

（B）Sending Proforma Invoice50

Lesson 11 Urging the Buyer to Accept the Offer53

Lesson 12 Concession on Price55

Supplement Useful Sentences on Enquiries and Offers57

CHAPTER THREE MAKING COUNTER-OFFERS AND DECLINING ORDERS61

Introduction61

Lesson 13 Counter-offer on Groundnut Kernels63

Lesson 14 Persuading the Buyer to Accept the Offer66

Lesson 15 Offering Substitute69

Lesson 16 Acceptance of a Counter-offer71

Lesson 17 Declining a Counter-offer74

Lesson 18 （A）A Repeat Order77

（B）Declining a Repeat Order77

Lesson 19 Partial Rejection of an Order81

Supplement Useful Sentences on Making Counter-offers and Declining Orders83

CHAPTER FOUR CONCLUSION OF BUSINESS85

Introduction85

Lesson 20 （A）Sending a Sales Contract86

（B）Sending a Sales Confirmation86

Lesson 21 Confirming a Purchase93

Lesson 22 Conclusion of Business96

Lesson 23 Counter-signature100

Lesson 24 Confirming an Order103

Lesson 25 （A）Acknowledgement of the First Order107

（B）Confirmation of a Transaction107

Supplement Useful Sentences on Conclusion of Business110

CHAPTER FIVE PAYMENT113

Introduction113

Lesson 26 Modified Terms of Payment116

Lesson 27 （A）Asking for Easier Payment Terms121

（B）Reply121

Lesson 28 （A）Asking for D/P Terms125

（B）Reply125

Lesson 29 （A）Modifying Terms of Payment128

（B）Reply128

Lesson 30 （A）Request for Payment by D/A132

（B）Reply132

Lesson 31 Unfavourable Reply to a Proposal of D/A Terms135

Supplement Useful Sentences on Payment138

CHAPTER SIX ESTABLISHMENT OF AND AMENDMENT TO L/C139

Introduction139

Lesson 32 Urging Establishment of L/C140

Lesson 33 Advising Establishment of L/C and Asking for Timely Delivery143

Lesson 34 Asking for Amendment to the L/C146

Lesson 35 （A）Asking for Extension of L/C150

（B）Reply150

Lesson 36 Amending L/C to Increase the Quantity and Amount153

Supplement （A）Useful Sentences on Establishment of and Amendment to L/C155

（B）A Specimen of an L/C156

CHAPTER SEVEN SHIPMENT161

Introduction161

Lesson 37 Shipping Instructions162

Lesson 38 Packing Requirement164

Lesson 39 Shipping Advice168

Lesson 40 Urging Shipment171

Lesson 41 Proposing Partial Shipments174

Lesson 42 Information on Container Service177

Supplement INCOTERMS 2010179

CHAPTER EIGHT INSURANCE181

Introduction181

Lesson 43 Asking for CFR Terms182

Lesson 44 （A）A Request for Excessive Insurance186

（B）A Reply to the Request for Excessive Insurance186

Lesson 45 Covering Insurance for the Buyer190

Lesson 46 Providing Insurance Information to the Buyer193

Lesson 47 A Request for Changing an Insurance Company195

Supplement Useful Sentences on Insurance197

CHAPTER NINE COMPLAINTS AND CLAIMS199

Introduction199

Lesson 48 Claims for Poor Packing201

Lesson 49 Claim for Non-Conformity of Quality205

Lesson 50 （A）Complaining of Short Delivery208

（B）An Adjustment Made by the Shipping Company208

Lesson 51 （A）Complaint of Wrong Dispatch212

（B）Apologizing for Wrong Dispatch212

Lesson 52 Claim for Short Weight216

Lesson 53 Settlement of a Claim219

Lesson 54 Claim Rejected223

Supplement Useful Sentences on Complaints225

APPENDIX Ⅰ AGENCY229

Introduction229

Letters Exchanged on Agency （A）Importer Asking for Sole Agency229

（B）An Unfavourable Reply from the Exporter230

（C）A Favourable Reply from the Exporter230

Sole Agency Agreement231

Exclusive Sales Agreement233

Supplement Useful Sentences on Agency234

APPENDIX Ⅱ OTHER MODES OF TRADE AND ECONOMIC ACTIVITIES237

Bidding （A）Invitation to Bid238

（B）General Instructions and Conditions238

（C）Requirement Schedule240

Processing and Assembling Trade （A）Incoming Letter242

（B）Outgoing Letter243

Compensation Trade （A）Invitation246

（B）General Agreement on Compensation Trade247

Leasing Trade （A）Lease Agreement NO.LA123250

（B）Annex to Lease Agreement NO.LA123252

Investment in China （A）Inquiring about Preferential Treatment254

（B）Reply254

（C）A Joint Venture Contract259

Importation of Technology271

Acquisition and Merger279

APPENDIX Ⅲ MODES OF ELECTRONIC COMMUNICATION281

WORLDWIDE BUSINESS TELEX ABBREVIATIONS283

APPENDIX Ⅳ THE COMPLETE CASE OF A TRANSACTION309