One should clearly note that because of the involvement of another country in the case of import and export, this type of correspondence has more facets and intricacies to it then the internal trade correspondence. Different kinds of letters and proformas are used for handling such correspondence. It is essential to have sufficient knowledge of foreign trade, foreign exchange regulations and foreign banking. The main characteristics of this correspondence are clarity, courtesy and completeness.
1. Letter from exporter to manufacturer for an enquiry:
Dear Sir,
We are pleased to inform you that one of our clients in U.K., is interested in large scale purchase, of Indian formal shirts. So, could you please send us the details and specifications of articles available with you, which you can supply in bulk, at short notice. We need not tell you that a really competitive quotation can mean excellent future prospects for you. We hardly need to tell you that this is an excellent opportunity for you to enter the export market in a big way, provided the quality of your goods meet the high western standards.
Thanking you
Yours sincerely
Guru Dutt
2. Letter of reply from manufacturer to exporter:
Dear Sirs,
Thank you for your letter of enquiry of January 15, 2004. We are offering a special reduction of 15% in the price of our items, in view of the size of your order. Our readymade shirts are widely exported and in constant demand in many European countries. We are sending here with a few samples for your inspection. We hope that now you will place an early order with us.
Thanking you
Yours truly
Jagjit Singh
3. Letter for an indent:
Dear Sirs,
With this letter we are sending you our indent No. 524 for 500 silk sarees of five colours, namely red, blue, green yellow, violet. Please see to it that the sarees are of high quality, with attractive prints. We shall be thankful to you if you could attend to the insurance formalities at your end. Please send the consignment with the freight prepaid.
Thanking you
Yours sincerely
S. A. Swamy
4. Letter about intimation regarding execution of export order:
Dear Sir,
We are glad to advise you that 5,000 Nos. of executive shirts, as per your order No. 927 of July 2004, have been despatched by Samundra Raja, which left Mumbai for London today. We trust you will accept the shipping documents viz. Bill of Landing, invoice and certificate of origin on presentation and take delivery. We look forward to hearing from you at the earliest.
Thanking you
Yours faithfully
Raghu Sabarwal
5. Letter from exporter informing foreign customer about executing order:
Dear Sirs,
We have been able to ship your goods in tins by Samudra Raja as desired by you. We are confident of having provided you with exactly what your customer require. This is, of course, the standard procedure with us for new customers. We look forward to obtaining a permanent agency for the supply of tea.
With regards
Yours faithfully
Rahu Gomche
6. Letter from importer regarding receipt of imported goods:
Dear Sirs,
We are pleased to acknowledge the receipt of your Advice, as well as Bill of Landing covering the jewellery despatched by you. We assure you that no efforts will be spread to place the consignment at the most profitable price. We have a reputation for being very prompt in clearing the payment of the goods.
Thanking you
Yours truly
Tai-Tu-Huang
7. Letter from importer to foreign supplier regarding payment procedure:
Dear Sirs,
Thank you for your letter of May 15. We would be glad if you agree to draw on us at 30 days documents against acceptance. Please let us know whether you are prepared to give us the credit terms.
With regards,
Yours truly
M. Paul
8. Letter from exporter to foreign buyer regarding payment procedure:
Dear Sirs,
We have considered your letter of July 12th and we are pleased to grant the credit terms asked for. As desired by you, we can put your account on a documents against acceptance basis.
With thanks
Yours faithfully
V. K. Choyal
9. Letter for asking catalogue and trade terms:
Dear Sirs,
We are one of the largest importers of tea and coffee in India. Our regular suppliers are M/s Brooke Bond and Co., Muscat and M/s Lipton and Co., Muscat. We have had business relations with these parties for over five years. May we please request you to send us your catalogue along with your trade terms.
With regards
Yours faithfully
John Mores
10. Letter of reply to an enquiry for catalogue:
Dear Sirs,
We are pleased to have your enquiry and are sending you herewith the catalogue. We also enclose details of our terms and conditions of sale. We look forward to the opportunity of being of service to you.
With regards
Yours faithfully
Natwar Lal
11. Letter taking up a reference:
Dear Sirs,
M/s Dev Ram and Sons, 65, Ajit Industrial Estate, Surat wish to enter into business relations with us and have named your firm as reference, saying that they have traded with you for the past five years. We therefore, request you to kindly inform us at the earliest, whether you have known this firm for long and whether you consider them worthy of credit, to the extent required by them. Any other information which you could supply, would be very welcome, and would, of course, be treated as strictly confidential.
Thanking you
Yours faithfully
John Nikol
12. Letter from foreign buyer to a manufacturer:
Dear Sirs,
Thank you for the literature sent to us about your readymade garments. As we are planning to place a huge order. Please let us know what is the maximum quantity of garments you can supply us by the end of this months. We are the largest dealers in readymade garments in this area, and wish to expand our range. Do you give discount on bulk orders? An early reply from your and will be highly appreciated.
With regards
Yours truly
Roje Josef
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