Letters of Acknowledging Orders and Requesting Payment

Acknowledging Orders

Purposes:

• To inform that the order had been accepted and it can be fulfilled.

• To inform that the delivery can be done after the payment accepted.

A. Opening paragraph

- We thank you for your order of …… and will despatch the goods by …. Kami ucapkan terima kasih atas pesanan saudara tanggal………. dan kami akan mengirimkan barang-barang melalui…….

- We are pleased to acknowledge your order of…… and will despatch the goods by…….. Dengan senang hati kami terima pesanansaudara tanggal…… dan kami akan mengirimkan barang-barangnyamelalui ………

- We acknowledge with thank your order No. …… of ……. And enclose pro-forma invoice No. ……. Dengan mengucapkan terima kasihkami terima pesanan saudara No…… tanggal ……. dan dengan ini kami lampirkan faktur proforma kami No ……

- We are pleased to let you know that the good included in your order No. ….of …… will be despatched today by….. Dengan senang hatikami beritahukan pada saudara bahwa barang-barang yang tercantum dalampesanan saudara No. …… tanggal …… akan kami kirimkan hari ini melalui ……

B. Closing paragraph

- We have been very happy to serve you and look forward to receiving your further order. Kami sangat senang dapat melayani saudaradan kami menunggu pesanan saudara lebih lanjut.

- We hope we may have further order from you . Kami harap kami akan menerima pesanan-pesanan lebih lanjut dari saudara.

- We are pleased to let you know that the goods will be despatched today.Dengan senang hati kami beritahukan pada saudara bahwa barang-barangakan kami kirimkan hari ini.

- We hope the goods will reach you safely. Kami harap semogabarang-barang akan tiba pada saudara dengan selamat.

- We feel sure that you will find these goods satisfactory and perfectly suited to your needs. Kami yakin bahwa saudara merasapuas dengan barang-barang ini dan cocok sekali dengan apa yang saudarabutuhkan.

- We look forward to receiving further order from you in future.Kami menunggu pesanan-pesanan selanjutnya dari saudara di waktu yang akan datang

INTERNATIONAL CORPORATION LTD23 Kyoti Boulevard

Tokyo 20001Japan

Your ref: AM/L/2BOur ref: WP/DC/22C

25th October, 1993

Mr Allan P MartadinataIndonesian Modern Office Equipment Ltd35B Jln. Samudera RayaBandung 23001Indonesia

Dear Mr MartadinataSubject: Purchase Order No. 365T

We are pleased to acknowledge your order of 15 October for:100 units Silver reed Catalogue No. 25450 units Brother Catalogue No. 126100 units Canon Catalogue No. 232100 units Remington Catalogue No. 21150 units IBM Catalogue No. 210

We enclose our proforma invoice as requested in your letter. The goods will be despatched by Japan Air Line on receipt of your banker’s transfer.

Yours sincerely,

William C. ParkerMarketing Manager

Enc. 1

Answer the following question.a. Who sent the purchase order No. 365T?b. What did they order?c. Why did they enclose their pro-forma invoice?d. How would the goods be delivered?e. When would the goods be delivered?

Language study

- We are pleased to acknowledge……Dengan senang hati kami menerima…….

- We are pleased to advise you……Dengan senang hati kami beritahukan kepada saudara…..

- We should be grateful if……Kami sangat berterima kasih jika…….

Key words

thank/v berterima kasihdespatch/v mengirimkantoday/n hari iniserve/v melayaniservice/n pelayananfurther/adj lebih lanjutsure/adj pastiperfect/adj sempurnaperfect/v menyempurnakansuit/v cocok

advise/v memberitahukancollect/v mengumpulkaninsure/v mengansuransikaninsurance/n asuransifreight/n muatantransport/ mengangkutbill/n rekeningpayment/n membayardiscount/n potongan

Now translate the following sentences into English.

a. Dengan senang hati kami menerima pesanan saudara No. 25AS.b. Dengan senang hati kami terima pembayaran saudara tanggal 7 Mei.c. Kami sangat berterima kasih atas kiriman saudara.d. Kami sangat berterima kasih jika saudara memberikan kami potongan

sebesar 5% atas pesanan kami.e. Dengan senang hati kami beritahukan pada saudara bahwa pesanan

saudara akan kami kirimkan hari ini.f. Dengan senang hati kami beritahukan bahwa surat saudara tanggal 23 Juli

sudah kami terima.g. Kami sangat berterima kasih jika saudara dapat membalas surat ini dengan

segera.

Exercises

1. Write the sentences to advise the despatch of the following:a. order No. 245DCb. order No. 23DC and 45Zc. the replacement of books damaged on delivery from order No.32B.

2. Write the sentences to acknowledge the following order:a. February 14 order for 20 units television.b. 23 July order for 200 units Fuji camera 80DL.c. 21 October order for 50 boxes rapido pen and 60 boxes correction fluid.

3. Write letter from Victoria Cycle Work, 23 Broadway Street, Melbourne, Australia toIndonesian Cycle Corporation, 13 Jln. Perdana Raya, Semarang 23001 Jawa Tengah,Indonesia. Acknowledge order No. 23ZP for 250 units Remington bicycle and 300 unitsfederal bicycle. Enclose a pro-forma invoice and advise condition of dispatch on confirmationof banker’s transfer.

Requesting Payment

Purposes:

• To send/ enclose invoices for requesting payments.

• To send a request of payment due date.

A. Opening paragraph

Sending out invoices

- The enclosed invoices cover goods supplied to your order No ……… of ……Faktur-faktur terlampir mencakup barang-barang yang dikirimkan untuk memenuhipesanan saudara No. … tanggal ...

- We enclose herewith our invoice No ……….. amounting to $/Rp ……….. coveringagainst your order No ……….. of ……. Dengan ini kami lampirkan faktur kami No ……sejumlah $/Rp ….. yang mencakup pesanan saudara No ….. tanggal ……

- Will you let us have your cheque for the amount of the enclosed invoice No ….Amounting to $/Rp ……. to cover against your order No. ….. of …… Harap kirimkanpada kami cek saudara untuk sejumlah faktur terlampir sejumlah $/Rp …… untukmenutupi pesanan saudara No. …. tanggal ……...

- We are pleased to enclose our invoice No …. For the goods your ordered on … Dengansenang hati kami lampirkan faktur kami No ….. untuk barang-barang yang saudarapesan tanggal …

Sending out statement

We have pleasure in sending herewith a statement of account for all transactions in

March, 1993. Please check the entries and if you find them correct, kindly remit the

total of $/Rp …… to cover your orders No ….., No ……. and No …..

Dengan senang hati kami kirimkan bersama ini suatu statement atas semua perkiraan-perkiraan

saudara untuk semua transaksi bulan Maret 1993. Mohon diperiksa angka-angkanya dan jika ternyata

benar, mohon kirimkan uang sejumlah $/Rp ……. untuk menutup pesanan-pesanan saudara No. …..

No….. dan No……

We are pleased to enclose/send a statement of your account amounting to $/Rp ……..

for all transactions from May up to August 1993.

Dengan senang hati kami lampirkan/kiriman suatu statement atas perkiraan-perkiraan saudara

sejumlah $/Rp …. Untuk semua transaksi dari mulai Mei sampai dengan bulan Agustus 1993.

B. Closing paragraph

We should be pleased to receive your settlement.

Kami sangat senang untuk menerima penyelesaian saudara.

We should be pleased if you would send us your payment by return.

Kami sangat senang jika saudara mengirimkan pembayaran saudara

secepatnya.

We look forward to your remittance by return.

Kami menunggu kiriman saudara secepatnya.

Answer the following question.

a. When was the order no. 23P sent ?

b. What was enclosed with the letter?

c. When would the goods be despatched ?

d. What discount was given by New International Paint Company?

e. How much should be paid by PT. Maphilindo Raya ?

Language study

- According to our records …….Menurut catatan-catatan kami ………….

- We enclose herewith ……Dengan ini kami lampirkan ..........

- We would like to remind you that ……Kami ingin mengingatkan saudara bahwa………

Key words

cover/v menutupiamount/n jumlahcheque/n cekaccount/n rekeningfind/v menemukancorrect/adj benarcorrect/v mengoreksicorrection/n koreksitransaction/n transaksisettlement/n penyelesaiansettle/v menyelesaikan

remittance/n kirimanremit/v mengirimkanavailable/adj tersediastock/n persediaanreach/v mencapaicopy/n salinanremind/v mengingatkanarrange/v menyiapkanrecord/n mencatatperiod/n periode

Now translate the following sentences into English.

a. Menurut catatan-catatan kami, kami belum menerima pembayaran saudarauntuk bulan lalu.

b. Menurut catatan-catatan kami, saudara belum menyelesaikan pembayaransaudara sejumlah Rp. 5,000,000.00

c. Bersama surat ini kami sertakan satu lembar salinan perkiraan-perkiraansaudara untuk bulan lalu.

d. Kami ingin mengingatkan saudara bahwa syarat-syarat pembayaran kamiadalah 30 hari.

e. Menurut catatan kami, saudara belum membayar barang-barang yangsaudara pesan bulan Mei lalu.

f. Bersama surat ini kami lampirkan satu lembar kuitansi resmi kami.

Exercises

1. Write sentences remind your customers for the followinga. full payment must be made within 30 days on receipt of the goods.b. that their last two accounts have not yet been settled.c. that your terms are 30 days from receipt of invoice

2. Send their invoice for the goods to be sent to PT. Banjaran Abadi Raya, 22 Jln.Mancuaria Raya, Jaya Pura, Irian Jaya. The order No. 22PP is for 100 x Cat Ref No. 3 atRp. 25,000 per unit, 200 x Cat. Ref. No. 65 at Rp. 32,000 per unit. There is a 15%discount. Terms are 30 days with an additional 2.5% discount if the goods will bedespatched in three cases marked DC1/DC2/DC3 and will be shipped on M.V. JayaTunggal Satu.

3. Send a statement to PT. Pollima Inti Jaya, 23 Jln. Sukadana Raya, Manado 12000,Sulawesi Utara. The items are invoices No. 23T on 23 July for Rp. 23,500,000.00, No.25B on 29 July for Rp. 14,750,000,00 and No. 63Z on 5 August for Rp. 21,000,000.00.Terms are 30 days.