EGLISH BUSINESS LETTER Proforma Invoice An overview Main

EGLISH BUSINESS LETTER 外贸英文书信

Proforma Invoice An overview Main points: A quote provided by the exporter to the importer for the purpose of the importer obtaining a letter of credit; a invoice in advance– an accurate and precise preview of what the actual invoice would be if the transaction were take place. Extremely care should therefore be given to the writing of performa invoice as the final commercial invoice should not vary from it.

Proforma Invoice An overview Methodology Convey positive message Structure 1)Thank you for your correspondent dated… 2)We have done something as you told us… 3)We wish further cooperation would go on…

Proforma Invoice An overview Methodology Convey negative message Structure 1)Thank you for your correspondent dated… 2)Decline an offer politely or explicitly… 3)We wish further cooperation would go on…

Unit 7 Proforma Invoice Lesson 29 Proforma Invoice (A) Requesting Proforma Invoice October 27, 2007 Dear Sirs, Our client in Lagos, Nigeria, requests us to obtain from you a Proforma Invoice for Sewing Machines with the following specifications: “Butterfly” Brand, Electric Type, Three Drawers and Five Drawers (each 500 piece) Will you please airmail us the soonest possible your Proforma Invoice for 1, 000 pieces Sewing Machines with prices CIF Lagos, so that we can obtain our client’s confirmation. There is no question about your getting the necessary import license from our authorities. After the said license is approved, we shall establish an L/C in your favour. We thank you for your close co-operation in this respect. Yours truly,

Unit 7 Proforma Invoice Sending Proforma Invoice November 5, 2007 Gentlemen: In compliance with the request contained in your letter of October 27, we are sending you here with the required Proforma Invoice in triplicate. Please note that our offer remains valid until November 15. We look forward to receiving your order at an early date. For your information, our Sewing Machines are selling fast, and there have been numerous enquiries about them. Please take the necessary steps without delay. Yours faithfully,

Unit 7 Proforma Invoice Lesson 30 Transferring Business Relations June 10, 2007 Dear Sirs, Enamelware Your communication of the 28 th May addressed to our sister corporation in Shanghai has been passed on to us for attention, as the export of enamel-ware falls within the scope of our business activities. However, we very much regret that we are not in a position to supply you with enamelware direct, as we are already represented by Messre Freeman & Brothers CO. , Ltd. , 267 Broad Street, Dar-es-Salaam, Tanzania, for the sales of this commodity in your district. We would advise you to get in touch with them for your requirements. In case you are interested in other items, kindly let us know and we shall be only too pleased to make you offers direct. Yours faithfully, c. c Messrs Freeman & Brothers Co. , Ltd. , Dar-es-Salaam, Tanzania.

Unit 7 Proforma Invoice Lesson 31 Requesting Special Discount (A) Dear Sirs, Bicycles Will you please send us a copy of your catalogue and current price list for bicycles? We are interested in machines for both men and women, and also for children. We are the leading bicycle dealers in this district, where cycling is popular, and have branches in three neighbouring countries. If therefore the quality of your machines is satisfactory and the prices are right, we expect to place regular orders for fairly large numbers. Will you please say whether, in these circumstances, you are able to allow us a special discount? This would enable us to maintain the low selling prices that have been an important reason for the growth of our business. In return, we would be prepared to place orders for a guaranteed annual minimum number of machines, the figure to be mutually agreed. Yours faithfully,

Unit 7 Proforma Invoice Lesson 32 Requesting Special Allowance (A) Dear Sirs, Garments Will you please send us a copy of catalogue and current price-list for garments? We are interested in garments for both men and women, and also for children. We are one of the leading garment dealers in this city and have branches in eight neighbouring towns. If therefore the quality of your garments is satisfactory and the prices are right, we expect to place regular orders for fairly large quantities. In these circumstances, we should like to know whether you are able to allow us a special discount. This would enable us to maintain the low selling prices that have been an important reason for the growth of our business. In return, we should be prepared to place orders for a guaranteed annual minimum turnover, the figure to be mutually agreed Yours faithfully,

Unit 7 Proforma Invoice Requesting Special Allowance (B) Dear Sirs, Thank you for your letter of November 15 showing your interest in our garments. We are enclosing the catalogue and price-list asked for. Also enclosed you will find details of our conditions of sale and terms of payment. We have examined your proposal to place orders for a guaranteed quantity of garments in return for a special allowance. We consider it advisable to offer you a special allowance on the following sliding scale basis: On purchase exceeding an annual total of: US $2000 but not exceeding $4000……… 3% US $4000 but not exceeding $6000……… 5% US $6000 and above…………… 7% No special allowance could be given on annual total purchases below US $2000. We feel that an arrangement on these lines would be more satisfactory to both of us than the one you propose. We shall be glad to learn that you accept our proposal and, subject to the usual trade references, look forward to your orders.

Unit 7 Proforma Invoice Lesson 33 Granting Special Allowance Dear Sirs, Bicycles We are glad to learn from your letter of 18 th July of your interest in our products and enclose the catalogue and price list asked for. Also enclosed you will find details of our conditions of sale and terms of payment. We have examined your proposal to place an order for a guaranteed minimum number of bicycles in return for a special allowance, but after considering id carefully, feel it would be better to offer a special allowance on the following sliding-scale basis: On purchases exceeding an annual total of: ￡ 1, 000 but not exceeding ￡ 2, 500… 3% ￡ 2, 500 but not exceeding ￡ 5, 000… 4% ￡ 5000 and above… 5% No special allowance could be given on annual total purchases below ￡ 1, 000. We feel that an arrangement on these lines would be more satisfactory to both of us than the one you propose. We shall be glad to learn that you accept our proposal and, subject to the usual trade references, look forward to your orders. Yours faithfully,

Unit 7 Proforma Invoice Lesson 34 Refusing Price Reduction (A) Dear Sirs, We have carefully considered your counter-proposal of 25 th September to our offer of woolen knitwear, but very much regret that we can’t accept it. The prices we quoted in our letter of 13 th September leave us with only the smallest margins; they are, in fact, lower than those of our competitors for goods of similar quality. The wool used in the manufacture of our “PEONY” range undergoes a special patented process that prevents shrinkage and increases durability. The fact that we are the largest suppliers of woolen knitwear in this country is in itself evidence of the value of our products. If, having given further thought to the matter, you feel you cannot accept our offer, we hope it will not prevent you from approaching us on some other occasion. We shall always be very happy to hear from you and will carefully consider any proposals likely to lead to business between us.

Unit 7 Proforma Invoice Refusing Price Reduction(B) Dear Sirs, We are very gratified to learn of the success you are having with our bicycles, but regret that we are still unable to comply with your request. However, we shall be pleased to discuss the matter of more favourable terms before long. When our representative, Mr. Tang, calls on you in this New Year, he will make you an offer which we feel sure will meet with your approval. We send you our warmest congratulations on your increased business with us and look forward to further increases to your mutual benefit. Yours faithfully,

Terms of Payment An Overview Main points: The conditions agreed between the buyer and seller concerning the method of payment for the goods; these conditions are usually demanded or proposed by the seller and either they are accepted by the buyer when placing or confirming his order, or different terms are arranged by negotiation. The main methods used are:

Terms of Payment An Overview Main points: The main methods used are: cash (or payment) with order(定货 付现、款); cash (or payment) on delivery(货到付现、款)； prompt cash (立即付现)；payment after delivery(交货后付款)； payment on invoice or statement(凭发票或清单付款)；monthly or quarterly account(月度或季度结算)；open account(记帐交易 )；mail or cable transfer(邮汇或电汇); bill of exchange(汇票); document against cash(付现交单), or against payment(或付款 交单), or against acceptance(或承兑交单); letter of credit(信用 证); acceptance credit(承兑信用); bank’s authority to negotiate( 银行授权议付).

Terms of Payment An Overview Methodology Convey positive message Structure 1)Thank you for your correspondent dated… 2)We have done something as you told us… 3)We wish further cooperation would go on…

Terms of Payment An Overview Key Terms 即期信用证表达法：a letter of credit available by draft at sight，a letter of credit payable against draft at sight；a letter of credit available by(payable against) sight draft；a letter of credit(or; an L/C) at sight，sight letter of credit(or: sight L/C)

Terms of Payment An Overview Key Terms 远期（迟期）信用证表达法：usance L/C， time L/C，term L/C available by draft at 30 days after sight 见票后30天议付的信 用证 (usance / time / term) L/C at 30 days after sight (usance / time / term) L/C at 30 days (usance / time / term) L/C confirmed L/C 保兑信用证，irrevocable L/C 不可撤销信用证， documentary L/C 跟单信用证，transferable and divisible L/C 可转让与可分割信用证，revolving L/C 循环信用证，back to back L/C 背对背信用证，reciprocal L/C 对开信用证

Terms of Payment An Overview Key Terms draw 开立。习惯用法：draw on us at 60 day’s sight 开出见票 60天付款的汇票向我们收款。draw(a draft) on sb. for，e. g. As agreed, we are drawing(a draft) on you for the value of this sample shipment 按照商定， 对于这批样货的价款，我们开出汇票向你方索取。 draw on sb. against sth. e. g As agreed, we are drawing on you at sight against your purchase of a sample lot. drawings 用汇票支取的金额。Drawer 出票人， drawee 付款人

Terms of Payment An Overview Methodology Convey negative message Structure 1)Thank you for your correspondent dated… 2)Decline an offer politely or explicitly… 3)We wish further cooperation would go on…

Unit 8 Terms of Payment Lesson 37 Terms of Payment (A) Gentlemen: We refer to your Contract No. DSG 267 covering Enamelware in the amount of ￡ 998. 00 and Contract No. BSG 268 covering Basketware ￡ 895. 50. In either case these contracts are less than ￡ 1, 000. 00, we shall be glad if you agree to ship the goods to us as before on Cash Against Document basis. We hope that you will accommodate us in this respect and continue supplying us with Enamelware and Basketware on the same basis. We look forward to your reply. Yours faithfully,

Unit 8 Terms of Payment (B) Dear Sirs, We are in receipt of your letter of March 8, contents of which have been duly noted. With regard to Contract No. DSG 267 and BSG 268, we agree to D/P payment terms for these contracts. However, we consider it advisable to make it clear that for future transactions D/P will only be accepted if the amount involved for each transaction is below ￡ 1, 000. 00 or its equivalent in Renminbi at the conversion rate then prevailing. If the amount exceeds that figure, payment by Letter of Credit will be required. We wish to reiterate that it is only in view of our long friendly business relations that we extend you this accommodation. It is sincere hope that we can enlarge the business in these lines to our mutual benefit.

Unit 8 Terms of Payment Lesson 38 Documents against Payment Dear Sirs, The goods which you ordered on 2 nd October have been shipped to you today by s. s. “Seafarer” , due at Lagos on 5 th November. We have taken special care to include in the consignment only items suited to condition in Nigeria. We hope that you will be pleased with our selection and that this, your first order, will lead to further business between us. From the enclosed copy of invoice you will see that the price of ￡ 1, 880 is well within the maximum figure you stated. We have drawn on you for this amount at sight through the Bank of Nigeria, who have been instructed to hand over documents against payment of the draft. We hope you will understand when we explain that the urgency of your order left with insufficient time to make the usual enquiries and that we therefore had no choice but to follow our standard practice with new customers of placing the transaction on a cash basis. We look forward to your further orders and, subject to satisfactory references and regular dealing, would be prepared to consider open account terms with quarterly settlements. Yours faithfully,

Unit 8 Terms of Payment Lesson 39 Documents against Acceptance (A) Dear Sirs, Your order No. 678 We are pleased to inform you that arrangements have now been made to ship the Sewing Machines you ordered on October 22. The consignment will leave Shanghai by S. S. Jinan, due to arrive at Port Klang sometime in late November. In keeping with our usual terms of payment we have drawn on you at 60 days and passed the draft and shipping documents to our banker. The documents will be presented to you by the Chartered Bank against your acceptance of the draft in the usual way. Yours faithfully

Unit 8 Terms of Payment Documents against Acceptance (B) Dear Sir, On 22 nd September we shipped a consignment of 2, 000 dozen Hero Brand fountain pens to the Lawon Department Store in Singapore, of whom we have little knowledge and whose standing we have been unable to check. We therefore think it would be unwise to surrender the enclosed documents on a D/A basis and enclose a sight draft on the consignees, with bill of lading and insurance certificate attached. Will you please arrange for your correspondent in Singapore to obtain payment of the amount due before handing over the documents, and notify us when payments has been made. Yours faithfully,

Unit 8 Terms of Payment Lesson 40 Urging Establishment of a Letter of Credit August 19, 2007 Dear Sirs, Our Sales Confirmation No. C 215 With reference to the 4, 000 dozen shirts under our Sales Confirmation No. C 215, we wish to draw your attention to the fact that the date of delivery is approaching, but we still have not received your covering Letter of Credit to date. Please do you utmost to expedite same, so that we may execute the order smoothly. In order to avoid subsequent amendments, please see to it that the L/C stipulations are in exact accordance with the terms of the Contract. We hope to receive your favourable news soon. Yours truly,

Unit 8 Terms of Payment Lesson 41 Requesting L/C Amendment Dear Sirs, Re: Your Order No. 5718 for safety Pin Machines We are in receipt of your letter of July 22 requesting us to ship all the 20 sets of Safety Pin Machine in one lot. We are sorry to say that we are unable to comply with your wishes. When we offered the machines it was expressly stated that shipment would be effected in October. If you desire earlier delivery, we can only make a partial shipment of ten machines in September and the remaining ten in October. We hope this arrangement will be agreeable to you and, if so, please amend the covering credit to allow partial shipment, under advice to us. Please fax us your confirmation so that we can request the manufacturers to expedite delivery. Yours faithfully,

Unit 8 Terms of Payment Lesson 42 L/C Amendment Dear Sirs, We have received your L/C No. 1377/348/75 issued by the Yemen Band for Reconstruction & Development for the amount of ￡ 13, 720 covering 16, 000 dozen Stretch Nylon Socks. On perusal, we find that transshipment and partial shipment are not allowed. As direct steamers to your port are few and far between, we have to ship via Hongkong more often than not. As to partial shipment, it would be to our mutual benefit because we could ship immediately whatever we have on hand instead of waiting for the whole lot to b completed. Therefore, we are faxing this afternoon, asking you to amend the L/C to read: “TRANSHIPMENT AND PARTSHIPMENT ALLOWED” We shall be glad if you will see to it that amendment is faxed without delay, as our goods have been packed ready for shipment for quite some time. Yours faithfully,

Unit 8 Terms of Payment Lesson 43 Extension of an L/C Gentlemen: Re: Your L/C No. 20998 10 M/Tons Hen Egg Yolk We thank you for your L/C No. 20998 covering your order of 10 metric tons of Hen Egg Yolk. We are sorry that owing to some delay on the part of our suppliers, we are unable to get the goods ready before the end of this month. It is expected that the consignment will be ready for shipment in the early part of May and we arranging to ship it on S. S. “East Wind” sailing from Shanghai on or about 10 th May. We trust you will extend by fax the shipment date of your L/C to May 15 and validity t May 30, thus enabling us to effect shipment of the goods in question. We thank you for your cooperation. Yours faithfully,