Chapter 6. Conclusion of Business

1.

www.themegallery.com
Chapter 6 Conclusion of Business
(1)Acceptance and Confirmation
接受与确认
LOGO

2.

Contents
Part One
Part Two
Part Three
Part Four
Part Five
Basic Knowledge Concerned
Letter-writing Guide
Other Commonly Used Expressions and Sentences
Sample Letters
Practical Training
www.themegallery.com
LOGO

3.

Inquiry-offer-counter offer 1-counter offer 2counter offer 3-………-Acceptance/Confirmation
Acceptance/Confirmation???
Frim offer-Acceptance-the deal is concluded
Non firm offer-Acceptance-Confirmation of
Acceptance-the deal is concluded
4 steps to write the acceptance/confirmation
Useful expressions and sentences
www.themegallery.com
LOGO

4.

An acceptance or a confirmation is in fact an unreserved assent of the buyers or the
sellers. who after mutual negotiations are willing to enter into a contract in accordance with
the terms and conditions agreed upon. A deal is concluded when the seller's firm offer is
accepted by the buyers or when a non-firm offer, after being accepted by the buyers is
confirmed by the sellers. In cases where the buyers have made a counter-offer, or taken
the initiative by placing a firm order or a firm bid with the sellers, containing all the
necessary terms and conditions, the seller's, acceptance concludes the deal. Very often it is
only after the exchange of a number of letters, telephones or telexes or faxes or emails that
the two parties come entirely to terms. In such a case the buyers, when finally placing their
formal order, would confirm the terms and conditions agreed upon for the seller's
acceptance.
After acceptance and confirmation, a Contract or Sales Confirmation-the latter being the
name for routine contract in our foreign trade practice-is made out, generally by us as the
sellers, and signed by both parties.
The Contract or the Sales Confirmation must contain all the particulars agreed upon during
the course of negotiation, but the Contract contains also such conventional clauses as
inspection and claims, arbitration and force majeure, etc. In case of dispute, this is the only
authentic document on which judgment is based.
LOGO

5.

Part One
1. Acceptance and Confirmation
An acceptance is a fact that the buyers or sellers agree completely to
all the terms and conditions in an offer (or a counter-offer as a new offer). If
the offer is a firm offer, a deal is concluded after acceptance. If the offer is a
non-firm offer, a deal is not concluded until the acceptance is confirmed by
the buyers or sellers.
In a letter for acceptance or conformation, all the necessary terms and
conditions may need a further confirmation/check from both sides.
www.themegallery.com
LOGO

6.

Part Four
Sample 1 (1)
The Buyer Accepting an Offer
Dear Sir or Madam:
Thank you for your letter of May 13, 2007 concerning1 our order for T-shirts.
We are pleased to accept your offer and confirm this order with the following
particulars2:
Commodity: T-shirt
Price: US$80 per dozen CFR Seattle
Specification: S, M, and L equally assorted3
Quantity: 2000 dozens
Packing: half a dozen packed in a cardboard box, six dozens to a carton
Payment: by irrevocable L/C at sight
www.themegallery.com
LOGO

7.

Part Four
Sample 1 (2)
Delivery: within 50 days after receipt of the covering L/C
Insurance: to be covered4 by the buyer
Please prepare the sales contract in both English and Chinese versions. After
signing the contract we will apply for the issuing5 of the L/C in your favor6 and
trust you would receive it soon.
We hope this initial deal will result in future transactions between us. Your quick
answer will be appreciated.
Sincerely yours,
www.themegallery.com
LOGO

8.

Part One
2. The Main Contents of an Acceptance/Confirmation Letter
(1) Thanking the senders for their offers/counter-offers or acceptance
(2) Declaring that you accept the offer or confirm the acceptance from the
senders and stating that you would like to conclude business with the senders
according to the terms and conditions agreed upon (listing all the terms and
conditions agreed upon in detail)
(3) Stating that you have enclosed an order form, a contract confirmation, or a
sales confirmation and asking for the returning of one copy duly signed for
your file (It may be not necessary however if a signed copy is not needed.)
(4) Expressing your hope that the transaction would be conducted smoothly and
successfully, and that business would be expanded in the future
www.themegallery.com
LOGO

9.

Part Two
Steps/Contents
Typical Expressions
For letters of acceptance or confirming acceptance
1. Expressing your
thanks for order,
offer, counter-offer
or acceptance
We thank you for giving us a trial order/offer/counteroffer/ acceptance. 感谢贵方的试订单/报盘/还盘/接受
2. Declaring clearly
that you accept the
offer/counter-offer or
stating clearly that
you are confirming
the acceptance
We are pleased to accept the following order as per
your fax of April 4, 2007 and ours of April 8, 2007.
根据贵方2007年4月4日和我方2007年4月8日的传真,我
们很高兴接受以下订单
We confirm having purchased from you 7000 tons of
cement on the following terms and conditions.
我们确认已向贵方按下列条件购买7000吨水泥
www.themegallery.com
LOGO

10.

Part Two
Steps/Contents
Typical Expressions
We are pleased to accept your offer and confirm this
order with the following particulars: ...
2. Declaring clearly
that you accept the
offer/counter-offer or
stating clearly that you
are confirming the
acceptance
我们很高兴接受你们的报盘并对订单确认如下:……
We confirm that delivery will be made by March 15,
2008 as requested. 我们确认会按要求在2008年3月15日
交货
We have decided to accept your quotation of
US$3.50 per set CIF Guangzhou.
我们决定按每台CIF广州3.5美元的价格接受贵方报盘
www.themegallery.com
LOGO

11.

Part Two
Steps/Contents
Typical Expressions
We have accepted your order No.111 for ladies’
clothing and are sending you our sales
3. Stating that you have
enclosed an order form, confirmation No.BS-043.
我们已经接受贵方第111号订购女式服装的订单, 并
a contract confirmation,
or a sales confirmation or 随函附上我方第BS-043号销售确认书
Enclosed please find our sales contract No.4567 in
asking the receiver to
duplicate.
prepare them (It is not
随函附上我方销售合同第4567号一式两份,请查收
necessary the case,
however.)
www.themegallery.com
LOGO

12.

Part Two
Steps/Contents
Typical Expressions
Please prepare the sales contract in both English and
Chinese versions.
请准备中英两种文字版本的销售合同
We will e-mail the contract to you within the next
week.
我们将在下周把合同通过电子邮件的形式发给你们。
4. Expressing your
hope
We sincerely hope that this exchange of business will
be an initial one of many to our mutual advantage.
我们诚恳地希望,这次交易是许许多多对双方都有利的
贸易往来的开始
www.themegallery.com
LOGO

13.

Part Two
Steps/Contents
Typical Expressions
We are pleased to have finalized this business with you
and expect that we can expand the trade between us in
the future.
我们很高兴这次能与贵公司达成交易,期待着将来可以拓展
4. Expressing your
我们之间的交易
hope
We trust that this initial order will lead to further dealings
between our two companies.
我们相信首次试订将会引领我们两公司之间进一步的贸易
往来
We appreciate your cooperation and look forward to
receiving your future orders.
谢谢贵方的合作,并期待将来还能接到你们的订单
www.themegallery.com
LOGO

14.

Part Three
Expressions (1)
1. with the view of sth., with a view to doing sth. 以……为目的, 本着……的宗旨
2. finalize a transaction, put the deal through, close the deal, conclude a
business, come to the conclusion, come to terms, reach an agreement 达成
交易/协议
3. as an exception 破例
4. initiate business with sb. 开始与某人的贸易
5. confirm the following order 确认下述订单; confirm an order 确认订单
6. Enclosed please find..., Enclosed you will find... 随函附上……,请查收
7. initial order 首次试订
8. accept an offer/order/quotation 接受发盘/订单/报价
9. place/book a trial order with sb. 向……试订货
10. as per sample 按照样品
www.themegallery.com
LOGO

15.

Part Three
Expressions (2)
11. for one’s file/record 供某人存档
12. Please be assured that..., We assure you that 兹保证,请放心……
13. confirm supply of... at the prices stated in... 确认按……中规定的价格供
应……
14. reference to 关于
15. make confirmation by return for doing sth. 回信确认做某事
16. result in..., lead to... 最终会……, 结果将会……
17. in duplicate 一式两份; in two originals 原件两份
18. on the same terms as before 按照以往的条件
19. confirm your acceptance of... 确认贵方对……的接受
20. set forth 规定
www.themegallery.com
LOGO

16.

Part Three
Typical Sentences (1)
1. With reference to the faxes exchanged between us in the last few days, we
are pleased to have been able to finalize the following transaction with you.
2. In reply, we confirm to sell you... on the following terms and conditions.
3. We hope this initial deal will result in future transactions between us.
4. As a result of the exchange of letters between us, we have now come to the
conclusion.
5. It is only in view of our long established business relationship that we accept
your counter-offer.
6. A good beginning makes a good ending. We hope that from now on we will
enjoy business relations that are profitable to both of us.
7. Though our negotiations have been lengthy and on-and-off, we have finally
reached a satisfactory agreement.
www.themegallery.com
LOGO

17.

Part Three
Typical Sentences (2)
8.
9.
10.
11.
12.
13.
14.
After long and friendly discussions, now we have concluded a business.
Although the prevailing quotations are somewhat higher, we will accept the
order on the same terms as before with the view to encouraging business.
We have been able to confirm the following order with you at your revised price.
We confirm having placed an order with you for 1500 tons of soybeans.
We now confirm our acceptance of your offer.
Although your price is below our level, we accept, as an exception, your order
with a view to initiating business with you.
We assure you of the punctual execution of your order.
www.themegallery.com
LOGO

18.

Part Three
Typical Sentences (3)
15. Before we draft the contract, let’s examine the details.
16. We trust that the current business is only the beginning of a series of
transactions in the future.
17. We look forward to receiving further orders from you.
18. Taking the quality into consideration, we accept your offer although your price
is somewhat higher than those of other manufacturers.
19. This transaction, though small in amount, marks the beginning of our formal
business relationship.
20. We thank you very much for your initial order and hope that this may be the
beginning of long and friendly relations between us.
www.themegallery.com
LOGO

19.

Part Four
Sample 2
The Seller Confirming an Acceptance
Dear Sirs,
We have received your letter of July 20, 2007 informing us that you have accepted
our offer. Thank you very much.
In reply, we confirm to sell you 200 boxes of steel screws on the following terms and
conditions1.
Price: US$300 per box FOB Guangzhou
Quantity: 200 boxes
Packing: loose2 in boxes of 5kg net
Shipment: to be effected from Guangzhou to London before September 30, 2007
Payment: by confirmed irrevocable Letter of Credit payable by draft at sight to be
opened at least 30 days before the time of shipment
We are pleased to have finalized this business with you and expect that we can
expand the trade between us in the future.
Yours faithfully,
www.themegallery.com
LOGO

20.

Part Four
Sample 3
The Seller Accept a Counter-offer
Dear Sir or Madam:
We thank you for your letter of May 23, 2007 giving us a counter-offer for 2000 sets of
tools.
Although your price is below our level, we have finally decided to accept your counteroffer of US$3.50 per set CIF Guangzhou with a view to initiating1 our business with you
at an early date.
In addition, we would like to make the following details2 for your confirmation.
Packing: in cartons
Insurance: to be covered by the seller for 110% of the invoice value against All Risk &
War Risk3
We are waiting for your confirmation by return.
Sincerely yours,
www.themegallery.com
LOGO

21.

Part Four
Sample 4
A Reply to the Letter of Sample 3 (The Buyer’s Confirmation)
Dear Sirs,
We hereby confirm having placed with you an order for 2000 sets of tools, subject to1 the
terms stated below
Price: US$3.50 per set CIF Guangzhou
Quantity: 2000 sets
Packing: in cartons
Insurance: to be covered by the seller for 110% of the invoice value against All Risk &
War Risk
Shipment: prompt shipment2, sailing direct to port of destination, transshipment allowed3
Payment: confirmed irrevocable Letter of Credit payable by draft at sight
Enclosed pleased find our order No.1234.
Yours sincerely,
www.themegallery.com
LOGO

22.

Specimen Letter 1
Guangzhou, February 13, 2008
Dear Sirs,
We refer to your fax of February 12 and are pleased to
confirm having sold to you 50 long tons of Gum Rosin on the
terms and conditions agreed upon.
We enclose our Sales Confirmation No. CF123 in
duplicate, a copy of which please countersign and return to
us for our file.
Yours sincerely,
Encl.: As stated
LOGO

23.

Specimen Letter 2
Shanghai, November 16, 2010
Dear Sirs,
We thank you for your letter of September 6 confirming your order for
40 long tons Talc in Jumps.
Price: S... per long ton, CIF Liverpool Packing: in single gunny bags of
about 50 kgs. net each.
Although the current market price is a little bit higher, we accept the
order on the same terms as before with a view to encouraging business
As requested in your previous letter, we enclose our Sales Confirmation
No.231 in quadruplicate. Please send back one copy duly signed.
Please rest assured that your order will receive our careful attention.
Yours faithfully,
Encl.
LOGO

24.

Specimen Letter 3
Singapore, June 8, 2011
Dear Sirs,
We refer to our letter of 23 ult. and your fax 6th inst., we have pleasure
in confirming the following order: Commodity: Mou Tai ChiewAlcohol
Content: 45%~60%
Capacity: 500 grams per bottle
Quantity: 100 dozen
Price: S... per doz. CIF Antwerp
Packing: In cases of 24 bottles
Shipment: October, 2011
The relative letter of credit will be airmailed soon and you are required
to ship the above lot by the first available steamer upon receipt of our
L/C.
Thank you in advance for your prompt attention, we remain.
Yours faithfully.
xxx
LOGO

25.

Specimen Letter 4
Dear Sirs,
We are pleased in sending you the attached Order Confirmation
No.350 covering our recent purchase from you of 1,500 pieces of
Mulehides.
We are going to buy this parcel for our own account, so as to distribute
the hides among several prospective buyers. They are accustomed to
buying hides from the Argentine, but we think we shall he able to
persuade them to try your material. If the quality represented by your
initial consignment turns out satisfactory, we can assure you of repeat
orders.
Yours faithfully,
Encl.
LOGO

26.

Specimen Letter 5
Glasgow, February 7, 2011
Dear Sirs.
We are pleased to have made with you an order for 200 metric tons of
Groundnut Oil. Enclosed please find our order sheet and the relative credit will be
telexed to you within the next few days.
Our buyers have agreed to allow partial shipments for this order, which will
enable you to make shipment within the three months from April to June. If you
could spread out shipments by forwarding a proportionate quantity each month
instead of making the whole lot of 200 metric tons be congested into the same
month, it would be of much assistance to our customers. It might interest you to
know that the buyers concerned are among the leading importers of edible oils in
this city. It is very likely that they might want to duplicate their order before the
month is out.
Thank you for your cooperation. We hope we will have more businesses in the
future.
Yours faithfully,
Encl.
LOGO

27.

Specimen Letter 6
Dear Sirs,
We refer to the recent exchange of faxes between us and are pleased
to confirm having concluded with you a transaction of S0) metric tons of
groundnut kernels.
Enclosed is our Sales Contract No. 9181 in duplicate in which please
countersign and return one copy to us for our file. We trust you will open
the relative L/C at an early date. As regard additional quantities we are
working, we will let you have an offer sometime next week.
Yours faithfully,
xxx
LOGO

28.

Specimen Letter 7
Dear Sirs,
We hereby confirm having sold to you the goods under mentioned, subject to the terns
stated below:
Quantity: 3,000 tons
Description: Canned Oat of our usual standard, America
Price: $50 per ton CIF New York
Weight: net delivered
Tare: Actual
Shipment: Prompt shipment, sailing direct to port of destination, transhipment not
allowed
Payment: By an irrevocable letter of credit payable against presentation of shipping
documents
Insurance: Marine insurance to be covered by us
Conditions: We agree to settlement of disputes by... arbitration. No claim can entertained
unless made within 10 days of arrival of goods at the port of destination.
Remarks: Kindly sign and return one copy, each of the original and duplicate here of
evidence of your acceptance.
Yours faithfully,
Encl: as stated.
LOGO

29.

Specimen Letter 8
London, June 28. 2011
Dear Sirs,
We acknowledge the receipt of your letter of the June 18, for which we
thank you. Since then a number of telexes have been exchanged
resulting in our purchase from you of the following:
5,000 pcs of Cowhides f 50 per pc. CIF London
These 5,000 pcs CIF of Cowhides are to be packed in two lots, 2,000
and 3,000 and shipped on separate Bills of Lading as they are intended
for two different customers.
Please mark the bales with the Lot Number as given in the enclosed
Order Sheet. It is necessary to take good note of this lest the parcel
should be mixed up on landing.
Yours faithfully,
xxx
LOGO

30.

www.themegallery.com
LOGO