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THE LAYOUT OF A BUSINESS LETTER 1

CHAPTER ONE ESTABLISHING BUSINESS RELATIONS 13

Introduction 13

Lesson 1 Self-Introduction 15

Lesson 2 19

（A）A Request for the Establishment of Business Relations 19

（B）Reply 19

Lesson 3 22

（A）Status Enquiry 22

（B）Reply 22

Supplements Useful Sentences on Establishing Business Relations 26

CHAPTER TWO ENQUIRIESAND OFFERS 27

Introduction 27

Lesson 4 An Enquiry for Desk-top Electric Fans 29

Lesson 5 33

（A）An Enquiry for DVD Player 33

（B）Reply 33

Lesson 6 An Offer to a New Customer 37

Lesson 7 A Firm Offer 40

Lesson 8 A Voluntary Offer 44

Lesson 9 A Special Offer 47

Lesson 10 50

（A）Asking for Proforma Invoice 50

（B）Sending Proforma Invoice 50

Lesson 11 Urging the Buyer to Accept the Offer 53

Supplements Useful Sentences on Enquiries and Offers 55

CHAPTER THREE COUNTER-OFFERSAND ORDERS 57

Introduction 57

Lesson 12 Counter-offer on Whirlpool Washing Machine 59

Lesson 13 Acceptance of a Counter-offer 62

Lesson 14 Declining a Counter-offer 66

Lesson 15 69

（A）Placing an Order 69

（B）Acknowledgement of an Order 69

Lesson 16 73

（A）ARepeat Order 73

（B）Declining a Repeat Order 73

Supplements Useful Sentences on Making Counter-offers and Declining Orders 77

CHAPTER FOUR CONCLUSION OF BUSINESS 79

Introduction 79

Lesson 17 80

（A）Sending a Sales Contract 80

（B）Sending a Sales Confirmation 80

Lesson 18 Confirming a Purchase 87

Lesson 19 Conclusion of Business 90

Lesson 20 Counter-signature 93

Lesson 21 96

（A）Acknowledgement of the First Order 96

（B）Confirmation of a Transaction 96

Supplements Useful Sentences on Conclusion of Business 100

CHAPTER FIVE PAYMENT 101

Introduction 101

Lesson 22 Modified Terms of Payment 104

Lesson 23 108

（A） Asking for Easier Payment Terms 108

（B）Reply 108

Lesson 24 111

（A）Asking for D/P Terms 111

（B）Reply 111

Lesson 25 114

（A）Modifying Terms of Payment 114

（B）Reply 114

Lesson 26 118

（A）Request for Payment by D/A 118

（B）Reply 118

Lesson 27 Unfavorable Reply to a Proposal of D/A Terms 121

Supplements Useful Sentences on Payment 124

CHAPTER SIX ESTABLISHMENT OF AND AMENDMENT TO L/C 125

Introduction 125

Lesson 28 Urging Establishment of L/C 126

Lesson 29 Asking for Amendment to the L/C 129

Lesson 30 133

（A）Asking for Extension of the L/C 133

（B）Reply 133

Lesson 31 Amending L/C to Increase the Quantity andAmount 136

Supplements 139

（A）Useful Sentences on Establishment of and Amendment to L/C 139

（B）A Specimen of an L/C 139

CHAPTER SEVEN SHIPMENT 145

Introduction 145

Lesson 32 Shipping Instructions 146

Lesson 33 Packing Requirement 148

Lesson 34 Shipping Advice 152

Lesson 35 Urging Shipment 155

Lesson 36 Proposing Partial Shipments 158

Supplements INCOTERMS 2010 160

CHAPTER EIGHT INSURANCE 161

Introduction 161

Lesson 37 Asking for CFR Terms 162

Lesson 38 166

（A）A Request for Excessive Insurance 166

（B）Reply 166

Lesson 39 Covering Insurance for the Buyer 170

Lesson 40 Providing Insurance Information to the Buyer 173

Lesson 41 A Request for Changing an Insurance Company 175

Supplements Useful Sentences on Insurance 177

CHAPTER NINE COMPLAINTS AND CLAIMS 179

Introduction 179

Lesson 42 Claims for Poor Packing 181

Lesson 43 Claim for Non-Conformity of Quality 185

Lesson 44 188

（A）Complaining of Short Delivery 188

（B）An Adjustment Made by the Shipping Company 188

Lesson 45 192

（A）Claim for Delay in Delivery 192

（B）Reply 192

Lesson 46 Settlement of a Claim 196

Lesson 47 Claim Rejected 200

Supplements Useful Sentences on Complaints 203

APPENDIX Ⅰ CROSS-BORDER E-COMMERCE 207

Overview of Cross-border E-commerce 207

Main Cross-border E-commerce Websites 209

APPENDIX Ⅱ AGENCY 213

Introduction 213

Letters Exchanged on Agency 214

（A） Importer Asking for Sole Agency 214

（B）An Unfavourable Reply from the Exporter 214

（C）A Favourable Reply from the Exporter 214

Sole Agency Agreement 216

Exclusive Sales Agreement 218

Supplements Useful Sentences on Agency 219

APPENDIX Ⅲ OTHER MODES OF TRADE AND ECONOMIC ACTIVITIES 221

Bidding 222

（A）Invitation to Bid 222

（B）General Instructions and Conditions 222

（C）Requirement Schedule 224

Processing and Assembling Trade 226

（A）Incoming Letter 226

（B）Outgoing Letter 227

Compensation Trade 230

（A）Invitation 230

（B）General Agreement on Compensation Trade 231

Leasing Trade 234

（A）Lease Agreement NO.LA123 234

（B）Annex to Lease Agreement NO.LA123 235

Investment in China 237

（A）Inquiring about Preferential Treatment 237

（B）Reply 237

（C）A Joint Venture Contract 242

Importation of Technology 254

Acquisition and Merger 262

APPENDIX Ⅳ MODES OF ELECTRONIC COMMUNICATION 263

WORLDWIDE BUSINESS TELEX ABBREVIATIONS 266

APPENDIX Ⅴ A COMPLETE CASE OF A TRANSACTION 291