Replies, offers phrases:
It was a pleasure to hear from you ...
In your letter of October 10 you enquire ...
We thank you for your letter of yesterday ...
As requested by you on the telephone today, we are sending ...
In reply to your enquiry of this morning ...
Replying to your request of July 1 ...
... we are glad to inform you that...
... we are happy to advise you that...
.. we have pleasure in confirming ...
.. we have in stock the items you need ...
... we can offer you immediately, exstock ...
We are pleased to receive your enquiry, and to advise you that we hold good stock of all our products
In reply to your enquiry of August 8 we are sending you herewith ...
... the brochure (catalogue) requested ...
... full details of your offer (particulars of our special lines; details of our export models) ...
We are obliged to you for your enquiry of July 22nd, and ...
Referring to your enquiry of July 15th, we ...
We thank you for you enquiry dated ... but regret to inform you that...
We regret very much that...
We are sorry that...
... we find it impossible to put forward a quotation for delivery this year
... we are unable to accept new orders for delivery within the time specified by you
We should prefer not to put forward an offer for ...
We will revert to the matter ...
We offer you ...
We are prepared to offer ...
We can offer you without obligation on our part...
This offer is subject to prior sale
This offer is subject to the goods being unsold upon receipt of your reply
Kindly remember, this offer expires on September 30th.
Prices are subject to variations without notice, in accordance with market fluctuations.
Orders phrases:
a) Placing orders
We enclose our official Order №...
Our Indent № 26 is enclosed ...
We have pleasure in sending you an order for ...
With reference to your quotation, we enclose our order for immediate delivery.
Please send us the under mentioned goods.
We can accept your offer on the terms quoted and are pleased to place an order for...
Thank you for letting us have samples of ... We should be glad if you would send us ...
Will you please arrange early shipment of...
As the goods are urgently required, we should be grateful for delivery by ...
Please confirm that you can supply this quantity by the required date.
If any items are out of stock, please submit a quotation for a substitute.
If pattern № 65A is not available please send 63 or 67B instead.
As we are out of this line, please send the nearest you have in stock to the enclosed sample.
We have it to your discretion to supply a suitable substitute, should you not have what we want, but the price must not exceed 35 /- per cwt/ provided the price is not more than 10% higher.
The quality (weight, colour) must be up to sample ...
First-class material and workmanship are essential.
Only vegetables packed so as to be in fresh condition on arrival can be accepted...
We enclose a trial order. If the quality is up to our expectations, we shall send further orders subject to this guarantee.
b) Acknowledging Orders
Your order is already being processed / filled / carried out / executed, and delivery will be made in accordance with your instructions
We confirm that delivery will be made by March 15th, as requested.
Delivery will be made immediately on receipt of your cheque / remittance/ letter of credit, etc.
We trust that this initial order will lead to further dealings between our two companies
c) Refusing Orders
We regret to inform you that the goods ordered are out of stock / temporarily out of stock / no longer available.
We can offer you a substitute, which is the same price and of similar quality to the goods ordered.
We are at present supplying only to wholesalers, and therefore refer you to Messrs ..., who would be pleased to supply your needs.
We are obliged to you for your order, which we have passed to our agents for attention
Complaints, Handling complaints:
A) Complaints
1. We regret to inform you (We are sorry to have to inform you) that... delivered ... ago under order #... doesn’t conform to the specification in many respects
2. We are writing to you to complain about the shipment of ... we received against our order # ...
3. We are disappointed to find that the quality of the goods you supplied does not correspond with (to) that (conform to that; comply with that) of the samples submitted.
4. We are perfectly satisfied with the bulk of the goods (consignment), but we find some items unsatisfactory.
5. We have found a number of defects in workmanship, design and finish.
6. We have examined the contents of the cases against your enclosed lists and invoices.
7. When you confirmed the order, you assured us of delivery in ample time to conduct sales.
8. We do not expect you to meet intangible losses.
9. To prove our statement we are enclosing one of these samples and a cutting of the material we received yesterday.
10. We are prepared to retain these unsuitable goods, but only at a substantially reduced price.
11. This delay (every day’s delay) means (causes us) loss and inconvenience (for us), as we have promised our customers early delivery.
12. You can imagine our distress and the inconvenience and confusion caused by the delay.
13. Please look into the non-delivery of... which we ordered on ...
14. This order was placed on condition that we received the goods by...
15. We shall be compelled to cancel our order if the goods are not received by ...
16. We will appreciate it if you will expedite (speed up, accelerate) delivery to our premises.
17. The defects are so serious that we cannot eliminate (remedy) them ourselves.
18. We await your instructions regarding 19. Please straighten this out at once with your ... department.