Sp Wholesalers plc

Old Meadow Road, King's Lynn, Norfolk PE30 45W

Telephone: King's Lynn 60841 Cable: SPOLE Telex: 351214

Mr E. van Gellen Ref: DY/ML

131 Place Roget

B–1210 Brussels 7 May 19—

Dear Mr van Gellen,

Thank you for your order, No. HU14449, which we received today. Unfortunately, we do not feel that we can offer the trade discounts which you have asked for, viz. 35 per cent as we only allow a 25 per cent trade discount to all our customers regardless of the quantity they buy.

Our prices are extremely competitive and it would not be worthwhile supplying on the allowance you have asked for. Therefore, in this instance, I regret that we have to turn down your order.

Yours sincerely,

D. York

Unfavourable payment:

• We only accept payment by letter of credit.

• We never offer quarterly terms on initial orders, even to customers who can provide references. However, we might consider this sort of credit once we have established a trading relationship.

• Our company relies on quick sales, low profits, and a fast turnover, and therefore we cannot offer long–term credit facilities.

Size of order

The quantity required might be too large:

• We are a small firm and could not possibly handle an order for 20,000 units.

• Our factory does not have facilities to turn out 30,000 units a week.

The quantity required might be too small:

• We only supply orders for ball pens by the gross, but suggest you try a stationery wholesaler rather than manufacturer.

• The shirts we manufacture are sold in one colour and by the dozen. We never sell individual garments.

• Our factory only sells material by 30–metre rolls which cannot be cut up.

Exercise 76

Match up the phrases in A with the phrases in B to make complete sentences, and put the verbs into the first conditional.

Example: If there (be) any delay... ... we (inform) you at once.

If there is any delay, we will inform you at once.

A B

Unless the consignment (arrive) by the end of next week, We (be able) to give you a discount... Unless the items (be/wrap) with extreme care... If the colours we specified (be) not in stock,... We (send) the consignment by road... If this transaction (be) successful,... ... if you (order) more than 20,000 units. ... we (place) further orders with you. ... we (accept) an alternative. ... we (have to) cancel the order. ... many of them (get) broken. ... if the railways (be) still on strike.

Exercise 77

Complete each unfinished sentence in the exercise below, so that it means the same as the one before it.

1. If we don't hear from you, we'll assume there are no problems. Unless we ………

2. We can't give you a fifteen per cent discount because your order isn't large enough. If your order …

3. On receipt of your order, we'll despatch the goods immediately. As soon as we ………

4. We can only process your order if we receive the necessary documents within fourteen days. Provided that we ……

5. The colour you require may be out of stock. Would you accept an alternative? If we ……… ?

6. We cannot accept your order without a letter of credit. Unless you ……

Exercise 78

Use the words below to complete this extract from a covering letter that has been sent with an order.

depot consignment crates hand over alternative

wrapped transaction settle packed delivery

Would you please make sure that the (1) ___________ of fabrics is (2) __________ carefully in tissue paper, and (3) ___________ securely in (4) ___________ and sent to our main goods (5) __________ at the above address in Milan.

If the items listed are not available, please do not send (6) ___________ materials or colours. If there are any problems with (7) __________, could you let us know immediately.

We will (8) ___________ your draft for 25,000 DM, at our bank as soon as they (9) ____________ the shipping documents.

If this (10) _________ is successful, we will place larger orders in the future.

Exercise 79

The following verbs can all be used with the noun order. Choose the best verb to complete the sentences, using each one only once, in the correct form.

confirm refuse deliver ship place make up cancel despatch

1. We should like to ____________ an order with you for 5,000 units.

2. As we are unable to supply the quantity you requested, it would be quite understandable for you to ____________ your order.

3. We are confident that we will be able to __________ the order to you next week.

4. You will be pleased to know that your order K451 has already been __________ from our depot.

5. Please ___________ your order in writing, so we can inform our distribution depot.

6. Your order was _____________ yesterday on the SS Oxford.

7. Unfortunately, we shall have to __________ your order unless payment is settled in cash.

8. I would like to reassure you that your order will be ___________ in our depot by staff who have experience in handling these delicate materials.

Exercise 80

Read this extract from a letter apologizing for a delayed delivery, and choose the best words from the options in brackets.

Further to our telephone conversation, I am writing to you ^l(affecting, concerning, changing) your order, No. SX1940, which was ²(sold, made, placed) with us on 10 January.

Once again, I must ³(regret, apologize, speak) to you for our delay in processing the order. This was due to a ⁴(shortage, fault, problem) of office staff. However, since I spoke to you last week, we have ⁵(dismissed, promoted, taken on) four new employees at our depot, and I am pleased to be able to tell you that your order is now ready for despatch. It will ⁶(arrive, delivery, reach) you in approximately fourteen days' time.

As always, special ⁷(care, attention, caution) has been taken to ensure that your ⁸(load, crates, consignment) of goods has been packed ⁹(meeting, according, serving) to your requirements. Each item will be individually wrapped to ¹⁰(prevent, cause, stop) damage.

Exercise 81

Read the following memo from a buying manager to a secretary.