Shipment letters

Shipment letters

第二组：范鹤聪 夏琪 屈晓诚 郭喜娟

Points for attention

Letters regarding shipment are usually written for the following purposes:

1. To give shipping instruction;

2. To urge an early shipment;

3. To amend shipping terms;

4. To give shipping advice;

5. To dispatch shipping documents

写作规则• 当装运货物时，第一步首先要明确运费率，然后应

该是正式的海运提单。货物装运完后，卖方应该立即通知买方。

• 撰写装运信函通常有以下目的 : 1. 提供装运指示； 2. 催促早日装运； 3. 修改装运条款； 4. 发出装船通知； 5. 寄送装船单据等；• 在装船通知中，买方应该详细说明合同号码、装运

日期、商品名称、货轮名称、离港与到达日期和所附单据。也可以回顾一下交易过程和表达进一步发展业务的愿望。

Sample letters

Letter of shipping instructionDear Sirs, We are glad to learn from your fax of March 2 that you

have booked our Order No.985 for TX-35 Cameras. Our confirmation of the order will be forwarded to you in a few days.

It is of great importance to our buyers that the arrival date of this order should be arranged as early as possible to meet their requirements. You are supposed to ship the goods by a steamer of Victory Company because their steamers offer the shortest time for the journey between China and Germany.

We shall appreciate it if you will endeavor to ship the consignment as follows:

Order No.985 by S.S “East Wind ” due to sail from Hamburg on 15th April or by “Dayu”due to sail from Hamburg on 25th April arriving at Haikou on 30th May and 15th June respectively.

Thank you for your cooperation in this respect. We await your shipping advice and hope this trial order will give our customers entire satisfaction.

Yours faithfully,

Urging Shipment (from buyer)

Dear sirs, Referring to the contract No. 1732 covering 1,000

dozen Yu zhou brand Men’s Shirts, we wish to remind you that we have had no news from you about shipment of the goods.

As we mentioned in our last letter, we are in urgent need of the goods and may be compelled to seek an alternative source of supply if you can’t provide the goods.

Your delay has caused us much inconvenience, as the goods are urgently required by our customers.

Under these circumstances, it is impossible for us to extend our letter of credit No. 2192 further, which expires on 20 August. Please understand how serious and we must now ask you do your utmost to resolve this matter.

We look forward to receiving your shipping advice, by fax, within the next seven days.

Yours faithfully,

Shipping AdviceDear Sirs, Re: Shipping Advice We take the great pleasure in informing you that the machines you

ordered August this year under Contract No. XX have now been dispatched per SS “East Wind” sailing tomorrow from New York to Shanghai.

In order to assure you of the goods’ reaching you in good condition, all of them were packed in special container. We wish you to unpack and examine them immediately on arrival. Any complaints as to damage should be notified to us and the shipping company within ten days.

Enclosed please find one set of Shipping Documents covering this consignment which comprises:

1.One copy of non-negotiable Bill of Lading2.Commercial Invoice in duplicate3.A copy of Certificate of Origin4.Certificate of Quality in duplicate5.Packing List in duplicate6.Insurance Policy in duplicate7.One copy of Survey Report

We hope this shipment will reach you in time and in good order to meet with your full satisfaction.

Yours faithfully,

Claim of mistakesDear Sirs, We duly received the documents and took

delivery of the goods on arrival of S/S East Wind at London.

We are much obliged to you for the prompt execution of the order. Everything appears to be correct and in good order except in case No.71.

Unfortunately, when we unpacked this case we found it contained completely different articles, and can only presume that a mistake was made and the contents of this case were for another order.

We must ask you to arrange for the dispatch of replacement at once and are holding the above mentioned case at your disposal. Please let us know what you wish us to do.

Yours faithfully,

Writing skill

Shipping instruction

Acknowledge the receipt of correspondence

Show appreciationAdvise the issuing of L/CAsk for shipmentWish a further cooperationAsk for shipping advise

Urging shipment

信函写作的前提和背景：在所签合同条款中卖方应完成装运的时

间即将到期前，买方仍未能收到卖方有关装船通知的情况下向卖方发出的催促其尽快或按合同规定日期装运的信函。装运时间是买卖合同中的主要条款，如卖方违反这一条件，买方有权撤销合同，并要求卖方赔偿其损失。

Shipping advice

Acknowledge the receipt of correspondence

Notify the completeness of shipment

Notify name of ship, dates of departure and arrival, etc.

Enclose shipping documentsWish a further cooperationExpress assurance

Some sentence patterns• 1.to ship goods by S.S. (M.V.) 由……装运货物• 2.to book shipping space 订舱位• 3.within the stipulated time 在规定的时间内• 4.to effect shipment 装运• 5.to advance shipment 提前装运• 6.to postpone shipment 延迟装运• 7.to mark 刷唛• 8.to be transshipped (at) 转船• 9.to make a partial shipment 分批装运• 10.shipping documents covering … …… 的装船单

据• 11.to be sent through … bank 由某银行转交

That’s all

Thank you!