COMMERCIAL CORRESPONDENCE

Quotation

What is a quotation?

• Quotation is a business letter from sellers for goods to be sold at certain price, terms and conditions to the intending buyers.

3 types of quotations

1. Routine Quotation: is sent in respect of goods or any other items required in business in day-to-day business life. These letters are almost of the same type every time.

2. Tabulated Quotation: the information in respect of price and other terms and conditions are delivered by giving several points or serial number in printed form. These letters are preferred where there is demand or requirement of many items. These quotation letters are delivered with a covering letter. (see sample)

How to write a covering letter

Opening:- Thank for the enquiry and point out what you are

enclosing with your letter.e.g. - We thank you for your enquiry of …. and we

are pleased to enclose herewith …. for ….

Message:

- Write the points you want to make clear.- Add favorable comments on the goods.- Draw attention to the products which are likely to be

interest to the buyer.

Ending:

• Express your hope for an order, promise good services.

e.g. - We look forward to receiving your order.

Practice Anh/ chị hãy viết một thư gửi kèm bảng báo giá cho

bà Greenway với nội dung gợi ý sau:- Cảm ơn thư hỏi hàng đề ngày 15/8 và báo gửi

kèm bảng báo giá giầy và cặp sách da. - Cho họ biết những sản phẩm này làm từ da chất

lượng cao với các kiểu dáng và mầu sắc đáp ứng được các yêu cầu về thị trường thời trang như họ.

- Mong nhận được đặt hàng từ phía họ. Gửi kèm theo bản copy catalô trong đó có thông tin chi tiết về các sản phẩm khác như ví và găng tay da (trang 18-25). Nếu họ cần hỏi gì thì xin cho biết.

Practice 1 (answer)Dear Mrs Greenway,

We thank you for your enquiry of 15 August and are pleased to enclose our quotation for leather shoes and handbags.

These items are made from very best quality leather and can be supplied in a range of designs and colours wide enough to meet the requirements of a fashionable trade such as yours.

We look forward to receiving your order, and meanwhile enclose a copy of our catalogue in which you will find details of our other products. These include leather purses and gloves, described and illustrated on page 18-25. The catalogue will give all essential facts about our goods, but if you have any queries please do not hesitate to let us know.

3. LetterOpening:- Thank for the enquiry and mention the reasons why

you send the letter.e.g. - We thank you for your enquiry of …. We have

great pleasure in submitting the following quotation for your consideration:

Message:

Prices If the prices are unstable -> say in your quotation that

the prices are subject to change.

E.g. We can offer you a price of $5,200.00 per item, firm 21 days, after which the price will be subject to an increase of 5%.

=>If necessary, you can quote the prices in details: GROSS PRICES and NET PRICES.

E.g. The net price of this item is $100.00, to which VAT must be added at 10%, making a gross price of $110.00.

Practice 2

Đối với đơn đặt hàng từ 100 tá trở lên, chúng tôi có thể báo cho quý công ty mức giá 30 đô la Mỹ mỗi tá gồm phí vận chuyển tới Los Angeles.

=> For an order of 100 doz., and upwards, we could quote you 30 USD per doz. C.I.F Los Angeles

Discounts

There are different kinds of discounts on the net/ gross price: a trade discount, a quantity discount, a cash discount, a loyalty discount.

E.g. - We allow a 5% cash discount for payment within one month.

- The net price of this model is $100.00, less 5% discount for quantities up to 100 and 10% discount for quantities over 120.

Practice 3

• Giá nguyên vật liệu không ngừng tăng từ tháng 7, nhưng chúng tôi vẫn chưa nâng giá trong các báo giá của chúng tôi. Vì vậy chúng tôi không thể giảm giá thêm nữa.

=> The prices of raw materials have gone up steadily since July, but we have not yet raised our quotations. As this is the case we are not in a position to make any further discount.

Delivery date

• Confirm a delivery date if you can meet the enquiry.

E.g. We are pleased to say that we can deliver by November 10, ….

• Suggest an alternative date if you cannot meet the enquiry.

E.g. We would not be able to deliver within one week since we need time to prepare the materials. However, we could guarantee to deliver within two weeks.

Practice 4: Translate into English

• Việc chuyển hàng sẽ được thực hiện vào tháng 9 hoặc tháng 10 từ cảng Hải Phòng tới San Francisco hoặc từ cảng Sài Gòn chuyển tiếp qua Hồng Kông.

=> Shipments are to be made during/in September or October from Hai Phong port to San Francisco or from Sai Gon Port with transhipments to Hong Kong.

Fixed terms and negotiable terms

There are two ways of quoting terms:

* State your price and discount without any negotiation.

e.g. All list prices are quoted FOB Pacific and are subject to a 15% trade discount with payment by letter of credit.

* Suggest the customer could discuss the price and discount by using adverbs ‘normally’/ ‘usually’.

e.g. We usually offer an 18% trade discount on FOB prices, and would prefer payment by irrevocable letter of credit.

Practice 5: Translate into English

• Vì chúng tôi muốn mở rộng kinh doanh với các ông nên chúng tôi báo giá rất thấp. Chúng tôi sẽ không bán lại mức giá này khi hết số hàng tồn kho hiện nay.

=> As we want to expand our turnover/ business with you, we have quoted you very low prices. We shall be unable to repeat them when our present stocks are exhausted.

Quotation sample• Dear Sir,

Re: Quotation for office furniture We thank you very much for your enquiry of 20 August 2011. We have great pleasure in submitting the following quotation for your consideration:No Item & Description Net Prices1. Office desk, Steel frame, with sunmica top Rs. 4750 (60”x 40”x30) fitted with drawers on the sides2. Revolving chair with cushion seats and Rs. 3050 padded backrest. Standard size.

• Terms and conditions:1. Packing and transportation charges from our works to your institution are not included in the prices quoted.2. Sales Tax is included in the price quoted.3. Delivery will be made within 4 weeks of receiving the order.4. 50% of the total amount to be paid as advance along with the order and the balance to be paid within 10 days of the delivery.5. Quoted rates will remain valid for a period of three months. We are looking forward to receiving your order and doing more business with you.

• Yours faithfully,

ExercisesAnh/ chị viết một báo giá gửi ông Hatchinson với nội dung gợi ý

sau:

- Cảm ơn thư số VEL/S/98/8965 đề ngày 18/8/2011 và báo giá 03 mặt hàng sau:

(1) Ti vi mầu 21 inch– $ 1500/chiếc(2) Ti vi mầu 29 inch– $ 1900/chiếc (3) Đầu DVD – $ 1200/chiếc

- Lưu ý:

1. Giá báo trên không bao gồm thuế.

2. Thanh toán bằng hối phiếu ngân hàng ngay khi giao hàng.

3. Giao hàng trong vòng 15 ngày kể từ khi nhận đơn đặt hàng.

4. Phải trả thêm phí vận chuyển.

5. Báo giá có giá trị một tháng kể từ ngày báo.

- Hy vọng họ sẽ thấy báo giá hợp lý và đặt hàng sớm.

•Dear Mr. Hatchinson,

We express our thanks for your letter No. VEL/S/98/8965 dated 18 August 2011. As desired by you we are giving you the prices of the item required by you –

(1) 21 inch Color TV – $ 150/(- per) set(2) 29 inch Color TV – $ 190/(- per) set(3) DVD player – $ 120/(- per) set

TERMS:

(1) The prices quoted above are exclusive of sales tax.(2) The payment would be accepted by bank draft only on delivery of goods.(3) The goods will be delivered within 15 days of receipt of order.(4) There will be extra charge for Carriage.(5) The given quotation is valid for one month from the date hereof.

We trust you will find our quotation reasonable and place your order at earliest.

Yours Faithfully,

THANK YOU FOR YOUR ATTENTION!