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Hereunder is an example of a business letter which an

executive or a staff member holding a managerial


post in a multinational company/corporation is
supposed to be capable of writing when it comes to
business correspondence.

Hanoi, Wednesday 23 October, 2004.

From: Tao Duy Linh


Hoang Chau Co., Ltd.
54 Giai Phong Road, Hanoi, Vietnam
Tel. (84)- 4 – 5743945/5742487 – Fax. (84) - 4 –
5742487
E-mail: Hoangchau@fpt.vn or
Taoduylinh@yahoo.com

Our ref. number: Mun-Sing-06

Ref: Customer’s Complaint.

Dear Mr. Alex Ferguson,

First of all, I would like, on behalf of Hoang Chau Co. Ltd’s


staff in both Hanoi and Ho Chi Minh City offices, to thank you
and Munhean Singapore Pte. Ltd for the assistance and
cooperation provided to us during the recent years.

As you know, the competition in the supply of early streamer


emission lightning conductors and over-voltage protection
systems in Vietnam is indeed very fierce. The market shares
in the surge protection systems are now fought and held by
many providers; in addition to Hoang Chau Co. Ltd there are
numerous names known to local customers such as ERICO,
CRITEC, CITEL, MCG Surge Protection, Atlantic, FURSE,
Novaris, Phoenixcontact, Tercel, Precision Power, Polyphaser,
DEHN, Total Power Systems etc. which try to marginalize and
edge their competitors out of Vietnam, the emerging but
potentially large market in the Southeast Asia. These
manufacturers and suppliers have, through their sales
representatives in Vietnam, introduced sales policies aimed
at drawing customers’ attention as well as winning over new
customers from their competitors. These winning-over-
customers policies were designed to trumpet the
enhancement of the customers’ interests; in other words,
they have offered their products of high quality at reduced
price with longer and more comprehensive warranty time of
between 3 and 5 years, during which any defected products
due to manufacturer would be replaced with the new ones
and any newly installed equipment struck by lightning within
a period ranging from 6 to 24 months would be also replaced
with the new ones without customers’ expenses.

Despite our great efforts aimed at maximising the sales and


winning over new customers from our competitors, Hoang
Chau Co. Ltd’s Hanoi Branch is still faced with challenges
that have, in part, to do with the OBO Bettermann’s warranty
policy or Munhean Singapore’s one as its sole agent in the
Southeast Asia. This is part of the reasons behind our recent
diminishing sales and with it comes the reduction in our
orders placed with you. Hereunder is one example of our
problems which we are faced with and which we would like
to single out for illustration purpose, so you could
understand our situation in Vietnam these days.

It is about Vietnam Railways Corporation, one of our three


biggest customers and one of ten Vietnamese state-owned
corporations with fixed assets lying across the country, to
which we have supplied on average about 100 sets of
VF230AC, 70 sets of V20C/4 and 20 sets of SC-tele4/C-G
each year. As recent as 5 months ago we supplied it with 25
sets of VF230AC, and we have received its written notice
dated of November 24, 2004 that 8 out of those 25 sets have
been struck by lightning. Within one day of receipt of the
notice, we have sent our technicians to inspect, examine and
assess the damages. Our assessment is that the connections
of the entire 25 sets said above are correct and in
accordance with the installation instructions issued with the
products supplied by Munhean Singapore Pte. Ltd, and all
resistance values of each earth termination system are four
(4) Ohms or less. Therefore Vietnam Railways Corporation
has demanded that Hoang Chau Co. Ltd’s Hanoi Branch
replace the broken sets because they have been struck by
lightning within the warranty period.

As for the manufacturer, the OBO Bettermann’s warranty,


however, does cover only products’ defects due to the
manufacturers, and does not cover the strike by lightning of
the newly installed equipment supplied by OBO Bettermann
or through its agents. This policy of OBO Bettermann has put
Hoang Chau Co. Ltd in a very difficult situation when it
comes to the supply of early streamer emission lightning
conductors and over-voltage protection systems in Vietnam
where competition among foreign suppliers has become very
fierce as we often call it a case of “dog eat dog”. We are also
aware that most of the suppliers present in Vietnam or
providing their products to local customers here have
adjusted their warranty policies accordingly to accommodate
new demands of the market. And one of the features of their
customer-orientated policy is to edge out their competitors
by offering products of unique advantages among which is
the offer of free-of-charge replacement of newly installed
equipment struck by lightning within the first part of the
warranty period.

Dear Mr. Ferguson, this complaint comes at a very


inappropriate time which needs our very delicate handling of
the situation and which is regarded by our customer,
Vietnam Railways Corporation, as a precedent for its further
orders placed with us, because we are in the middle of
negotiating a deal of 300 sets of V20C/2, MC50B+ and
MC125B/NPE. We are afraid that if this complaint of our
customer is not settled in a satisfactory manner, not only the
deal currently being negotiated between us and Vietnam
Railways Corporation cannot concluded, but further orders
by it of early streamer emission lightning conductors and
over-voltage protection systems would be lost to our
competitors, that is OBO Bettermann and we will lose our
market. And this is the very thing we fear most, because
losing customers will cause a chain reaction that, as you
know, will spread out of our control. Our policy is to do our
utmost to win over new customers and, at the same time,
not to lose the old ones, which, I hope together with your
support, will help us hold and gain a no-small market share
in Vietnam.

For all foregoing, it is our request that you consider our


suggestion in relation to the adjustment of the OBO
Bettermann’s warranty policy on the basis of cooperation
and looking-forward spirits.

We’d appreciate your time spent both reading our letter and
weighing our request with all concerned factors. We are
looking forward to hearing from you soon.

On behalf of the management of Hoang Chau Co. Ltd.’s


Hanoi Office,

Tao Duy Linh

Procurement Manager.
--------------------------------------------------

Hanoi, Monday 20 December 2004

From: Tao Duy Linh


Hoang Chau Co., Ltd.
54 Giai Phong Road, Hanoi, Vietnam
Tel. (84)- 4 – 5743945/5742487 – Fax. (84) - 4 –
5742487
E-mail: Hoangchau@fpt.vn or
Taoduylinh@yahoo.com
Our ref. number: EMCO-01

To: Mr. B. J. Amritkar


General Manager of Marketing
EMCOLIMTED.

Ref. Business Relationship Establishment.

Dear Mr. Amritka,

It’s more than two years since you last were in Hanoi, it’s
also the same length of time that we’ve failed to have
contacted you, but we’ve still kept track of your company’s
business, and we hope things go on there as usual. Still in
the introductory stage, I would like to introduce our company
and its activities in Vietnam to you; we are currently involved
in supply and installation of the surge protection and early
streamer emission lightening conductors imported from
France and Germany. In parallel with these services, we also
act as the local supplier of high-medium-low voltage power
cable joints as well as terminations and accessories provided
by some Indian manufacturers, one of them is Yamuna Gases
& Chemicals Ltd. with products of Densons make. Hoang
Chau Co., Ltd, currently holds a pretty large portion of the
local market in which it is involved. After 8 years of doing
business in supplying, installing both local and foreign-made
products of the above-said fields in the power sector, and
after several years of studying the local market’s demands
on further products from India among them are medium
voltage transformers and switchgears… we now would like to
expand our business into a new area, a further step in the
right direction as we believe, which holds an important place
in our company’s development policy that undoubtedly is
accordance with our nation’s strategy of power industry
development for the years of between 2005 and 2020 which
plays a key role in securing the industrialisation process as
the backbone of the country’s continuous and sustainable
economic growth.
Dear Mr. Amritka, the reason behind our decision to seek
contact with you and your company is the success of Indian
power sector’s manufacturers in Asian Markets which
includes emerging ones like Vietnam’s. The elements for
such a success are the competitiveness driven by the
quality, price and after-sale policy of our Indian partners
applicable in Vietnamese market. We hope that this letter
will find you and consequently we’ll have more information
about your company, its products and an opportunity to
cooperate with you for securing a new market here in
Vietnam.

As the marketing manager, you’re very much busy, however,


we hope that you will give us some of your precious time
fund to contact us. We’re also very confident that once this
letter finds its way to you, it’ll usher in the very first chapter
of the cooperation between our two companies for success
in this potential and very promising market of Vietnam.

We are looking forward to hearing from you soon.

Yours sincerely,

Tao Duy Linh.


Procurement Manager.

---------------------------------------------------

Hoang ChAu Co., Ltd.


Address: 54 Giai Phong Road, Dong Da
District, Hanoi - Vietnam

Tel. 84-4- 5743945 - Fax: 84-4-5742487


- E-mail: hoangchau@fpt.vn;

DEBA N.V.
Moorstraat 24 – B-9850 Nevele, Belgium.
Tel. +32(0)9.371.75.51 – Fax +32(0)9.371.59.25

Hanoi, 6/1/2005.

Y. Ref: 013447/04/PROSP/FK HAON001


O. Ref: Ack-of-rec/2005 DEBA001

For the attention of: Mr. Kin Francis

Dear Sir,

Subject: Acknowledgement of receipt of letter and


documentation.

First of all, I would like to thank you for your letter dated
14/12/2004 and the documents enclosed therewith. I am
very sorry that I could not reply to you or acknowledge the
receipt of the requested documents earlier. Your letter came
to our company the day after the New Year’s Day, that is 19
days since the date of its posting, the late delivery was
probably due to the holiday season in Europe. Though your
mail arrived at my desk the same day, it failed to reach me
that day because my family and I had been to Singapore
during the New Year’s Festival to ring in the New Year down
there. I would like, once more, to apologise for such a late
answer.

I, hereby, would like to introduce ourselves to you, HOANG


CHAU Company is a private business with two offices in
Hanoi and Ho Chi Minh City, we trade in electrical products
ranging from electrical goods and lightning protection
systems used in both households and industrial sector to
cables, relays, breakers and switchgears as well as other
accessories used in medium-and-low-voltage power
transmission and so on. We have been working as a trading
house for nine years which is, of course, a relatively small
time space when it comes to comparison with our foreign
partners’ company’s history. All it is due to the fact that
private businesses were not allowed to come into being in
Vietnam before early 1990s.

We are now in the middle of studying your company’s


products to see if they could meet our customers’
requirements in Vietnam. We hope that things will go
positive, and, if they are, we’ll let you know it and we’ll
request the price quotation of your company’s products from
you. In the event that things will not go as we hope, I think
that it is in the interest of our two companies to keep contact
with each other for the purpose of researching and
infiltrating the emerging market here which, we think, is not
small one, and the time of entering a new market is also of
great importance, especially in the early stage of the switch
of the country’s economic structure from its centrally
planned pattern to a market-regulated one. This is clearly
evident in the growing number of foreign companies
currently doing business in Vietnam or with local partners
among which are Siemens, ABB, CEET, Alstom, FCI Dribo
from Europe, 3M, Cooper from America, Ultilux from
Australia, LG from South Korea and Bishamon from Japan.
We are very happy that our request was duly tended by you
and we could not be happier with your package of
documentation already reaching us now. We very much want
to become a partner of yours in Vietnam and we would also
be pleased to meet you at the next occasion here or in
Belgium as conditions require. We wish the cooperation
between us would bear the fruit to our two companies.

In the meantime, we surely try to keep in touch with you Sir.

Yours faithfully,
Tao Duy Linh
Procurement Manager.

PS. Your e-mail can reach me either at our company’s e-mail


address as first written above or at my own one which is
taoduylinh@yahoo.com

---------------------------------------------------

Hanoi, 10/1/2005

Dear Mr. Francis KIN,

Entering my office today I saw your fax lying on my desk,


telling the truth, I didn't expect it to come so soon, because I
just asked my secretary to send a copy of my letter to you
by fax late Friday morning (in addition to my e-mail
message) to make sure at least one will reach you on time.
And then I left my office earlier than usual that day for a
business meeting downtown without coming back. That’s
why I couldn’t return your fax the next day (Saturday is a
workday for most businesses in Vietnam, or at least people
still work on Saturday mornings).

I would like to thank you for your very sincere and down-to-
earth idea that any commercial efforts by us aimed at having
your products sold in Vietnamese market so far may not bear
fruit. As predicted by some Wall Street’s chief economists
US’ Dollar may further fall against Euro and Japanese Yen,
and by the end of 2005, Euro might reach all time high at
1.45 against Dollar which will make our efforts to sell any
products manufactured in Europe in Vietnam unrealistic, let
alone taking transport costs and other expenses into
account. Anyway, I am still of an opinion that keeping in
touch with you and DEBA NV is among our primary concerns.
We have grounds for saying that because for international
tenders held by our government-owned power corporation,
EVN or Electricity of Vietnam, alongside the competitiveness
of price and cost of procurement, the quality of supplied
products is also of no small importance. And in this matter,
as I believe, we have some common ground that products
produced/manufactured in Europe and Northern America still
prevail.

Once more I would like to thank you for your prompt reply
and we hope that our cooperation does serve our common
interest and one day in near future it will reap a harvest.

Best regards,

Tao Duy Linh.


-------------------------------------------------

HOANG CHAU Co., Ltd.


Address: 54 Giai Phong Road, Dong Da
District, Hanoi - Vietnam
Tel. 84-4- 574394 - Fax 84-4-574248 - E-
mail: hoangchau@fpt.vn

SKIPPER ELECTRICALS (INDIA) LTD.


SEIL POWERGEARS LTD.
H.O.-F - 667 / 668, RIICO Insustrial Area, Phase - II
Bhiwadi, Distt. Alwar (Raj.) India.
International Division (Delhi)
Tel: +91-11-26224132, +91-11-26229829, Fax: +91-11-
26224131 Gsm: 9810019168.
E-mail: info@skipperseil.com,
exports@skipperseil.com, seil@vsnl.com
Hanoi, 12/1 /2005.
O. Ref: Intr/2005/ SKIPPER001

For the attention of International Division (Delhi)

Dear Sir,

Subject: Seeking Contact and Establishment of


Business Relationship.

First of all I would like to introduce myself and our company


as well as its activities in Vietnam to you. HOANG CHAU
Company is a private business with two offices in Hanoi and
Ho Chi Minh City, we trade in electrical products ranging
from electrical goods and lightning protection systems used
in both households and industrial sector to cables, relays,
breakers, ring units and switchgears as well as other
accessories used in low-voltage power transmission and so
on. HOANG CHAU Co., Ltd, currently holds a no-small portion
of the local market with products above-mentioned. We have
been working as a trading house for nine years which is, of
course, a relatively small time space when it comes to
comparison with our foreign partners’ company’s history. All
it is due to the fact that private businesses were not allowed
to come into being in Vietnam before early 1990s. After
those years of doing business with local customers and
foreign partners among which are Yamuna Gasses &
Chemical from India, Munhean from Singapore, E&I from
South Korea, HELITA from France, OBO Betterman, and MKS
from Germany, we now would like to expand our business
into a new area, the medium-voltage power transmission, a
further step in the right direction as we believe, which holds
an important place in our company’s development policy,
that undoubtedly is in accordance with our nation’s strategy
of energy industry development for the next 15 years
between 2005 and 2020 which plays a key role in securing
the industrialisation process as the backbone of our
country’s continuous and sustainable economic growth.
Dear Sir, the reason behind our decision to seek contact with
you and your company is the current success of power
industry businesses from India in Asian markets, especially in
those emerging ones, which include Vietnam, a country with
over 80 million population and a nearly untapped but
potential market with its power sector, though in its
developing stage, struggling to meet the nation’s surging
demand for energy. The elements guaranteeing a
sustainable success of a business are the competitiveness
driven by the quality and price/cost of procured products or
services as well as after-sale policy; this competitiveness can
be secured only by a larger choice of suppliers with a wide
range of products and this is the very reason that makes this
letter be written and find its way to your desk, Sir.
Consequently, we hope that the first chapter of the
cooperation between our two companies will be ushered in
for success in this emerging but very promising market in
Vietnam.

In the meantime, we remain dear and look forward to


hearing from you soon, Sir.

Yours faithfully,

Tao Duy Linh


Procurement Manager.

PS. Your e-mail can reach me either at our company’s e-mail


address as first written above or at my own one which is
taoduylinh@yahoo.com

-------------------------------------------------

For the attention of Mr. Tao Duy Linh

Sir,
This is to draw your kind attention that your good name has
been referred to us by one of our associates & in this regard
we are pleased to inform you that we are a Established
Export House manufacturing (having ISO Certifications) &
Exporting various types of ELECTRICAL FUSES, SWITCHES &
CABLES to different developed countries at a very
Competitive Prices adhering to strict delivery schedule. We
are also pleased to inform you that we are financially sound
& the manufacturing unit is equipped with modern
machineries & our all production is being looked after by
experienced, technically sound personnel to maintain
International Quality to sustain & grow in the competitive
market leaps & bounds. We are engaged in manufacturing…
We are also in a position to supply you the following
products: ……

We are happy to add that our Technical Department is also


able to manufacture other Type of Fuses on the basis of
drawings or samples provided by the buyer. As regards
Electrical Cables/Connections, we give below the name of
Products being supplied by us:… Now this is to draw your
kind attention that our company is interested to join hands
with your esteemed organization with a view to supply your
requirement for aforesaid Products of BEST QUALITY at MOST
COMPETITIVE PRICES & DELIVERY as to develop a long term
business relationship on the basis of mutual commercial
benefit.

In view of the above, we look forward to serve you & also


look forward to receiving your valued response & advice per
return please.

With best & warm regards,


S.K.Paul. Reliance International.
Calcutta.

-------------------------------------------------
Dear Mr. S.K.Paul,

I have received your e-mail the day before yesterday, thank


you very much for your interest in establishing contact and
business relationship with us. As to us, we a trading house
specializing products used in power industry and other
electrical products as you already know, however, we
enclose herewith a letter presenting ourselves as an
attachment file, so please open this attachment, you will
have more information about our company and its activities
in recent years.

Dear Mr. S.K.Paul, through your letter, we see that a


permanent business relationship between us would certainly,
as I hope, bear the fruits. There’s an increasing demand from
our customers, both state-owned and private companies, in
Vietnam for products of the types mentioned in your
message, therefore products of high quality and at
competitive price would certainly be an advantage for us in
our quest for new customers and maintaining sustainable
supply for our traditional ones. The information brought by
your letter came to us at the right time when we are in
active contact with our permanent and potential customers
as the Tet festival is now coming. Tet is our Lunar New Year,
the most important festive period of the year, during which
we are often in a great effort to show our special care to
local customers and business partners alike. We hope that
the information on your company and its products will be
conveyed by us to them during this very special once-a-year
occasion. It is in the interests of us both that you send us the
documentation on your products as well as the ones you
could get from other suppliers to provide us with. Meanwhile
we hope and wait for a good and positive outcome. Once
more thank you very much for your letter and I look forward
to the assistance that will come to us from your side.

Yours sincerely,
Tao Duy Linh.

-------------------------------------------------

To: Mr. Tao Duy Linh.

Dear Mr. Linh,

A very good day!!! Sorry for being little late as I was out of
town & just got back. Thank you very much for your nice
mail & also we are extremely happy to note your broad
spectrum of activities that you are involved with. We are
definitely interested to join our hands with your esteemed
organization on the basis of mutual commercial benefit. We
notice from your message that our Product range has good
market in your place & please rest assured that we would
give you Most Competitive Proposal so that we can make
inroads into your place at the earliest with your valued
association. We are going to send you the catalogues for
your study but that will take some time as we are
reconstructing & reprinting our catalogues in order to
incorporate fresh technical inputs. Before that we are going
to send you the information & further details to you by mail
attachments. Meantime, request if you have any ready
inquiries For Fuses/Switch gears/Electrical Cables
accessories, request you may please revert back with
general information. Once again we reiterate that we are
happy to know your wide range of activities & your company
profile & look forward to receiving your message.
With my best & warm regards,

S.K.Paul,
Reliance International,
Calcutta,India.

------------------------------------------------

Dear Mr. Eduardo Rojo,

We have received your e-mail recently, despite the fact that it was sent
much long ago but somehow the system failed to deliver it to our
company’s computers. Thought it was truly desperate, things like that
did sometimes happen against our will and I’m afraid, they continue to
do so.

We are very appreciative of your interest in our enquiry. Mexico is a


half globe away from Vietnam, however, as history has taught us, trade
knows no geographical boundary but its success or failure. And it is our
belief that Vietnam shall join the WTO soon, consequently, with it shall
come opportunities as well as challenges. To minimise difficulties often
faced by a newly admitted member, Vietnam shall have to seek new
business relations and expand its market to new foreign suppliers
among which, as we believe, are businesses from Mexico, that, among
a few countries, enjoys its highly skilled but low-cost labour force, this
is clearly evident in the advantage enjoyed, in terms of both quality
and cost, by products sourced in the world’s newly emerging
economies such China, India in Asia and Mexico, Brazil in Americas. It
is our strong conviction that maintaining business ties between Hoang
Chau Ltd. and Driescher y Wittjohann shall, in the long term, serve
the interests of both companies.

Dear Mr. Eduardo Rojo, we had found your company’s e-mail address
and its website in the Internet. To find more about us, you can open the
attachment enclosed herewith. Anyway, we can briefly inform you of
our activities in Vietnam. Hoang Chau Ltd. is a private company
specializing in supply of medium-and-low-voltage transmission gears,
equipment to the local power industry, however, the high voltage area
has begun being of our concerns, it holds an important place in our
business policy now as we begin to expanse the scale of our activities.
In addition to the aspect of power transmission we also provide design
and installation of voltage surge protection systems to industrial and
public assets as well as private property. In parallel with being in its
capacity as a local supplier, Hoang Chau Ltd. also acts as the sole sale
agent or the marketing representative in Vietnam for several foreign
businesses.
In the meantime we remain dear and try to keep in touch with you.

Best regards,

Tao Duy Linh


Procurement Manager.

------------------------------------------------

Dear Mr. Mukesh,

In yesterday’s e-mail to you I’ve forgotten to ask your CEO’s date of


birth, please let us know it in your coming reply. We are in the middle of
process of applying for your CEO’s Vietnam visa. If approved, we are
very confident of that, the result will be sent via fax by Vietnamese
government’s immigration authority to our embassy in New Delhi in one-
week time from now.

Well, regarding your enquiry mentioned in your last week’s letter, we


had called to The Development Assistance Fund, 25A Cat Linh Street,
Hanoi, but we failed to talk to Mr. Quang because he was absent from
work that day, however, other person in his department told us that the
sum of US$27 million had already been allocated to where it should be,
and that it was no use further enquiring, he also told us to call the
Commerce Attaché in Indian Embassy in Hanoi for further investigation.
We did make a call to your embassy here but failed to contact him. We
have a feeling that, everything in connection with financial aide from
overseas or bidding for projects funded by overseas financial assistance
in whatsoever form is very opaque, and any enquiry conducted not
through the “right channel” is not welcome.
It is our opinion that they do not want us to be involved in their fund’s
business for fear of having one more person to share their “pie”. And
please let us know more about your company’s intention to be involved
in projects or intention to do business in Vietnam otherwise we cannot
be active either in our working with you or in assisting you in your
business taking place here in Vietnam.
Best regards,

Tao Duy Linh.”

------------------------------------------------

Dear Ms. Malathy,

I sent a brief reply to your urgent e-mail message yesterday. I’m indeed
sorry for having kept you waiting so long for my answer, but it was out
of my hands because I was out of the country for nearly a week.
Anyway, we’re really appreciative of your very prompt reply to our
request, but we fail you this time, as I had already indicated in my
previous letter to you that our gleam of hope was very faint because
time was not on our, mine and yours, side.

Dear Ms. Malathy, after studying your letter and documentation sent to
me via air express service, we have arrived at the conclusion that. This
time we cannot meet our customer’s requirements for the project in
question, however, what have been done by you, though it exhausted
you very much in terms of urgency, is worth every minute of yours and
all your efforts are, as we strongly believe, not in vain.

Well, I would like, now, to talk about our cooperation in the sincerest
way if you don’t mind reading a lengthy letter of mine. As for your
capacity to supply products for an international tender here in
Vietnam, we would like you to cooperate with your customers or
business partners who will join hands with you in provision of all groups
of products required for one contract, in this case, in addition to the
Load Break Fuses Cut Out 22kV-200A, the other groups of products,
Surge Arresters 12kV and Dead-end Insulators 22kV must be included
in the same supply contract. That is to say, if possible, we would like to
have all groups of products required for a contract bid be provided by
one and only one supplier who, in this case Fusegear, would have their
subcontractors joining hands with them. This way we will have things
much facilitated.

The second thing we would like to talk about here is the readiness of
your side to act promptly in future for other international contract bids
(ICBs). For Fusegear to sail smoothly into Vietnamese market, the
entirety of your products select for this market should gain the upper
hand as against those to be provided by other suppliers or
manufacturers. To do so we recommend that these products should
undergo the quality tests made by local Quality and Standards Test
Authority in Vietnam despite the fact that these products of yours had
already passed tests much stricter, accepted and recognised by other
countries with higher standards system. This is rather subtle issue
because next to the price, the quality is the utmost; and to have
advantage over your competitors is be able show some things in store
that others don’t have or are not promptly available for them to use, in
this case, they are quality certificates for your products locally issued
to you which it takes months or longer to get. Costs for individual
product to under go and pass the required test vary differently, we’ll
let you know on the case basis, but as far as we know, it’s not more
than you can afford.

Next is the purchase price of your products to be sold in Vietnamese


market, because you are still in the beginning of the market infiltration
process, the price should be very “soft”, in other words it must be very
and very competitive, to edge your competitors out of their traditional
market where they have already had a firm grasp. We would be very
happy if you could quote all prices as CIF at Haiphong Port, the city in
northeastern Vietnam that is about 100km east of Hanoi. We hope that
direct talks with you will help you understand the way of doing
business in Vietnam which is a bit different than in other places.

For the purpose of reference and for you to have a clear picture of
international contract bids in Vietnam, we include here-in-after the
brief information of some of ICBs currently offered to international
bidders, in which you may have interest, as well as the costs in
relation to having someone representing your company for a particular
project:

The costs of participating in a tender incurred inside Vietnam


without costs of enquiring trips to our country made by your
staff includes the following:
• purchase price of a tender file (Bid file cost)
• overhead costs for the bid file procurement, that cover
money transfer cost, communication cost, air express
service;
• service charge by us that includes charge by our law firm
for doing a research for information needed for landing
the tender in question and for their representing us and
our foreign partners in a court of law in the event of
unexpected development which often arises in a country
notorious for nontransparent way of doing business,
especially in the Southeast Asian region.
• Bid bond, the expense will be made and incurred only
after your taking the decision to go ahead with the
project.

The following is the information released by EVN, the bid


employer, that we think may be of use for you:

a/ Project for local contracting bidders:

Project general description: Supply of 03 500kV Transformers and 03


220kV Transformers, and Capacitor- voltage Dividers for Large Repair.
Bid Employer: Hoa-Binh Hydroelectric Plants
Project: Large Repair and Equipment Supply
Contractor selection method: Local Bidder Selection
Capital source: Arranging by EVN
Bid file publishing date: 01 March, 2005
Bid file cost: 500,000
Bid closing date: 11.00, 08 March, 2005
Bid file publishing address: Payment at the Accounting Department of
Hoa-Binh Hydroelectric Plants and Delivery of Document at the
Technical and Planning Department of Hoa-Binh Hydroelectric Plants
Bidding Organisation Time: 13.30, 08 March 2005.

b/ Projects for International contracting bidders:

Supply of 110kV equipment and materials


(Uploaded date: 22/02/2005 * Bid is available)
Bid Employer: EVN/CPPMB
Project: Extension of 110kV Thang Binh s/s
Contractor selection method: International (ICB)
Capital source: Arranging by EVN
Project general description : Location of Project: Thang Binh, Quang
Nam Province The project of Thang Binh s/s wil be installed to
comprise: - High voltage equipment for one 11okV transformer feeder -
Out door medium voltage equipment for 35kV system - Metal clad
switchgears for 220kV system., including 01 incoming feeder, 04
outgoing feeders
Bid file publishing date: From 24/02/2005
Bid closing date: 9 Hour 0 Minute, Date 24/03/2005
Bid file publishing address: Central Vietnam Power Project
Management Board 2 Setember Rd., Hai Chau Dist, Danang City
Bid file cost: 2,400,000
Other information: This package and packages: "equipment and
Materials for Extension of Dien Hong and Lien Tri 110kV s/s" will be
issued and opened at the same time.
Supply of equipment and materials
(Uploaded date: 22/02/2005 * Bid is available)
Bid Employer: EVN/CPPMB
Project: Extension of Dien Hong 110kV s/s
Contractor selection method: International (ICB)
Capital source: Arranging by EVN
Project general description: Location of Project: Dien Hong, Pleiku
City, Gia Lai Province The project of 110kV Dien Hong s/s will be
installed to comprise: + High voltage equipment for one 110kV
transformer feeder + Outdoor medium voltage equipment for 35kV
system, including 01 incoming feeder, 01 bussection feeder. + Low
voltage metal clad switchgears for 22kV system, including 01 incoming
feeder, 04 outgoing feeders + Install equipment for Scada of
Transformer
Bid file publishing date: From 24/02/2005
Bid closing date: 9 Hour 0 Minute, Date 24/03/2005
Bid file publishing address: Central Vietnam Power Project
Management Board 2 September Rd., Hai Chau Dist, Danang City
Bid file cost: 2,400,000
Other information: This package and packages: "equipment and
Materials for Extension of Thang Binh and Lien Tri 110kV s/s" will be
issued and opened at the same time.

Supply of equipment and materials, including scada equipment


(Uploaded date: 22/02/2005 * Bid is available)
Bid Employer: EVN/CPPMB
Project: Extension in Lien Tri 110kV s/s
Contractor selection method: International (ICB)
Capital source: Arranging by EVN
Project general description : Location of Project: Hai Chau Dist.,
Danang City The project of Lien Tri s/s will be installed to comprise: +
High voltage equipment for one 110kV transformers + Metal clad
switchgears for 22kV system, including: - one incoming feeder - one VT
feeder - one outgoing feeder - one auxiliary transformer feeder
Bid file publishing date: From 24/02/2005
Bid closing date: 9 Hour 0 Minute, Date 24/03/2005
Bid file publishing address: Central Vietnam Power Project
Management Board 2 September Rd., Hai Chau Dist, Danang City.
Bid file cost: 2,400,000
Other information: This package and packages: "Equipment and
Materials for Extension of Thang Binh and Dien Hong 110kV s/s" will be
issued and opened at the same time.

Dear Ms. Malathy, before I leave you, I’d like to state that we’re very
much looking forwards to receiving you reply regarding your opinion
and comment on the above-mentioned things.
Best regards,

Tao Duy Linh.

Project and Procurement Division’s Head.

------------------------------------------------

Dear Mr. Mukesh Manchanda,

We, Hoang Chau Ltd. Company, are very happy to have


received your e-mail on representing your company in
Vietnam, particularly for 110kV Quan 6 GIS Substation
closing on March 04, 2005. We hope that this contact will
serve us as the very start of our business relationship that
would benefit both our companies in the long term. We’ll
enclose a letter of self presentation herewith as an
attachment file in which you may see our company’s profile
and recent activities of ours right upon your opening it.

Dear Mr. Mukesh, after one day of enquiry into the above-
said project in Vietnam, we have arrived at the conclusion
that the project closing time is drawing near and the project
location is nearly 2,000 km away from our headquarters,
things as well as business in Vietnam do not go as quick as
in the western countries which include India. And this is has
been substantially slowed down by our one-week-long Tet
Holiday that has often been proceeded with one week
before as preparation and followed with one week after as
aftertaste. For all those reasons we regret to say that our
effort to join you in this particular project, as we afraid,
would be of little value and if you persist in purchasing the
bid file, we could get it provided that further information on
this project should be sent to us. However, we would like to
give you some information on bidding for a project in
Vietnam as well as one currently project invited by EVN, the
state-owned power corporation, in which you may have
interest.
The costs of participating in a tender incurred inside
Vietnam without costs of enquiring trips to our
country made by your staff includes the following:
• purchase price of a tender file (Bid file cost)
• overhead costs for the bid file procurement, that
cover money transfer cost, communication cost,
air express service;
• service charge by us that includes charge by our
law firm for doing a research for information
needed for landing the tender in question and
for their representing us and our foreign
partners in a court of law in the event of
unexpected development which often arises in a
country notorious for nontransparent way of
doing business, especially in the Southeast
Asian region.
• Bid bond, the expense will be made and incurred
only after your taking the decision to go ahead
with the project.
-------------------------------------------------
Dear Mr. Mukesh,

We have just received your urgent messages via e-mail very recently,
exactly about two hours ago. Our receptionist also received a phone
call from your company telling the same message; taking a phone call
in English is still rather difficult to the staff outside our division,
Vietnam is still in the transition stage when it comes to doing business
with foreign partners, you know. Our receptionist understood the
content of the message but talking to an English speaking person on
the phone is still a challenge to staff of private businesses here
because we are deemed underdogs as compared to state-owned
enterprises that enjoy many things varying from credit policy to equal
treatment …. so far not available to us in the private sector. Therefore
the mindset of people is still biased in favour of state-owned
businesses seeing them as the destination with sources of stable
employment but without toil and hardship at work. In other words for
the young people the government’s enterprises or institutions and
foreign businesses or joint-ventures with foreign partners are high on
their list of job opportunities.

Well, back to your primary concerns, we’ll apply for the visa for your
CEO’s visit to Vietnam by sending our company’s request with printed
forms filled in with his personal data and information as sent to us by
you in your previous e-mail. The application will be approved by
Vietnam’s Immigration Authority in Hanoi first and then sent to our
embassy in your capital city. All what your CEO has to do is go to
Vietnam’s embassy in New Delhi to show his passport and pay fee for
his visa grant, after several days he shall show up again and pick up
his passport and the last thing to do is to board an airplane bound for
Hanoi and to meet us here in Hanoi.

I would like to apologise for any inconvenience and nuisance caused to


you by my absence from work place or our staff’s incapacity.

I’m looking to hear from you and seeing your CEO’s in Vietnam.

Best regards,

Tao Duy Linh.

P.S. We’re in the middle of repairing our company’s headquarters, and


our office is currently and temporarily relocated in a hotel downtown
but all contact addresses, tel. and fax. numbers, still remain
unchanged, meanwhile we really keep flying between two places, thus
any delay in replying to your letters or phone calls may occur. We very
much regret that this inconvenience may cause any concerns to you,
and we beg your pardon, Sir, but this is really out of hand at this
moment.

-------------------------------------------------

Hanoi, 4/03/2005.
O. Ref: Intr_Emba_India/2005/001

For the attention of: Mr. MAKHIJANI


Commerce Mission at the Embassy of the Republic of
India 58-60 Tran Hung Dao Street, Hanoi, Vietnam.
Tel. - Fax.
e-mail: indiapol@netnam.vn

Dear Sir,
Subject: Enquiry of Projects Funded with Credit Granted
by The Government of India On Behalf of Jaguar Overseas
Ltd. from India

First of all I would like to introduce myself and our company to


you. HOANG CHAU Company is a private business which has been
in cooperation and doing business with a variety of foreign
partners among which are some from India and which are rather
successful in doing business in Vietnam. Recently, one of our
business partners from India, Jaguar Overseas Ltd based in New
Delhi, has contacted us and requested that we, Hoang Chau Ltd.,
make on their behalf some enquiries into projects implemented in
Vietnam funded with the credit granted by the government of
India. Your name and contact address were given to us by them
and that’s why I am writing this letter to you with a hope of
having permission to be seen by you soon. The meeting is
currently arranged by your staff, Mr. Thang; and we believe that
you will spend part of your precious time receiving us for the
purpose of the success of the Indian business community
currently doing business in Vietnam.

In the meantime, we remain dear and look forward to hearing


from you soon, Sir.

Yours sincerely,

Tao Duy Linh


Project Division’s Head.
-------------------------------------------------

Dear Mr. Mukesh,

We had paid a visit to Mr. Makhijani’s office in Indian Embassy here in Hanoi
but failed to be seen by him, despite the fact that I had already sent a fax to
his office informing your request and our desire to pay him a visit which was
already arranged on phone by his local staff prior to our arrival; and instead
we were given a rather cool 5-minute reception by, Mr. Pham Manh Thang, his
local staff, who also arranged our visit. The information released by him is
actually of a very little use, though his knowledge of the US$27 million credit
from India is apparently comprehensive, but somehow he didn’t want to let
on us by saying that he was not in the position to reveal it. Our failure to get
further information for you seems, as we understand, to be due to the lack of
proper introduction of us by you to Mr. Makhijani or any official in your
Embassy in Hanoi.

Dear Mr. Mukesh, we did try our best to get things done as instructed by you
on your side’s behalf, but to my sorry, this way of doing business has proved
unsuccessful, at least here in Vietnam and so far. Please, for the better, we
recommend that any further contact by us with any one or any business or
any body on your company’s behalf should be carried out only after you or
your company previously making a proper contact with the former and in
addition to that we should be “armed” with your letter of introduction that we
can use to pass every door whenever our presence is needed.

Well, let’s come back to the issue of your uttermost concern, the entirety of
US$27mil credit-line granted by the government of India for the year of 2005
was said by Mr. Thang in Indian Embassy to have already been allocated to
where it should have gone. However, for information on the next year’s term
of that credit-line, you may contact Mr. Sudhir Kumar via his email:
econom@netnam.vn whose name and contact address were given by Mr.
Thang from Indian Embassy in Hanoi. As to Mr. Makhijani, three days have
passed since my fax had reached his office without me hearing a single word
from him or his office about his failure to receive us. That denial of a proper
reception has seemed to be due to our request for the meeting being at short
notice, however, the subsequent silence on that matter may be deemed that
Jaguar Overseas Ltd.’s weight thrown around for such a contact has not
sufficed, at least the way it was done so far. I have to beg your pardon for my
very sincere and too direct comment, however, your side and our company
have to work more closely and in a more concerted way to lay out a different
approaching strategy not only for this particular issue but for others to come
as well if we do want things go positively as expected.

Regarding your CEO’s Vietnam visa, we did not know his birthday, the
purpose of his visit or his working schedule or his stay inside Vietnam or with
whom he would meet and work with during his business trip to Vietnam at
the very time of our applying for his visa, out of all those crucial details only
his birthday had gotten known to us just two hours before closing time last
Friday. Lacking them we did have difficulties while dealing with the
immigration authority, but fortunately enough we now can rely on a local
business partner of ours which will surely secure your CEO’s Vietnam visa on
behalf of us sometime early next week. His entry visa shall be picked up at
Vietnamese embassy in New Delhi. However, there is a small formal change
due to our failure to have all above-mentioned details regarding Mr. Konanur
Suryanaranappa Aswathanrayana’s personal data. The name of the real local
inviter, the official company inviting your CEO to come to Vietnam, is
MINH HA TRADING AND PHARMACEUTICAL Ltd., a trading house with
office address at 54-bis Gai-Phong Road, Tel. 844-8525838 and its
registration number: 0102003424.

Mr. Aswathanrayana, if granted visa, has not to see anyone from which
company or work with it. We hope that the change of his inviter does not
affect the purpose and the agenda of his trip to Vietnam except for a week of
delay.

Finally, we wish your CEO a successful trip to Vietnam and also hope that this
extremely sincere letter will not affect our relation but make it more thriving.

I’m looking to hearing from you with due respect and warm regards,

Tao Duy Linh

Project Division’s Head


Hoang Chau Ltd.
-------------------------------------------------

Dear Mr. Mukesh,

We’ve just been given assurance from Vietnames Immigration


Authority that your CEO will be granted Vietnam visa and sent via fax
to our embassy in New Delhi the visa grant permit will reach there no
later than Wednesday, 16 March, 2005.

As to products produced in India that have been successfully supplied


to Vietnamese users, ABB group has recently imported products
manufactured by its joint-venture units in India that include Current
Transformer, Medium-voltage Breakers-Switchgears, Circuit
Switcher, Metal-enclosed Switchgear, Disconnector, Ring units.
Fuse Cut-out (FCO), Fuse Link , Resin Injected Straight Joints,
Heat Shrinkable Terminations and In-line Joints as well as
Reactor Transformers, Medium-voltage Transformers… to
supply their customers and project owners here in Vietnam.

Besides the technical elements needed to satisfy the local users, the
other issues around the influence and impacts on the budding process
are rather complicated, you company’s sales staff or your CEO will find
out when they make their business trips to Vietnam. You can also get
more information about doing business in Vietnam through your fellow-
men who did or do business here or through some Indian businesses
previously or currently involved in projects in Vietnam.

Best regards,

Tao Duy Linh.


-------------------------------------------------

Dear Madam and Sir,


I had been out of town today on a business trip. No sooner had I entered my office than I was
informed of your urgent phone call and other messages via e-mail on your CEO’s visa to Vietnam.
Things have been done properly by Vietnam’s Immigration Authority and permission to grant him
one-time entry visa to Vietnam was already sent by fax to Vietnamese Embassy in New Delhi a
week ago. The problem is that your staffer probably did not mention the name of the real inviter,
in this case MINH HA COMPANY Ltd., instead of Hoang Chau, or she/he did not have the visa
code number, consequently our people at Embassy there failed to find out the visa grant
permission.

To lessen your concerns, my assistant had, in my absence, sent you an e-mail including the
Vietnamese translation of Vietnam’s Immigration Authority’s two letters, one sent to our business
partner, MINH HA COMPANY Ltd which actually invites him to Vietnam on our behalf, we had
troubles there with Vietnam’s Immigration Authority when applying for your CEO’s visa to Vietnam
because we did not know his birthday and heard no word about his trip to Vietnam from your side.
That’s why, for quickening the application procedure, we request that MINH HA COMPANY Ltd.
play host and apply for your CEO’s visa, the other sent to Vietnamese Embassy’s Immigration
Office in New Delhi informing it of their approval of the application and demand it to grant your
CEO one-time entry visa to Vietnam valid between 10/03/2005 and 25/04/2005. We, through our
business partner, MINH HA COMPANY Ltd, have been confirmed early this week that, the second
letter had already reached our embassy in New Delhi. In addition to this e-mail, I had Vietnam’s
Immigration Authority’s second letter sent via fax by our staff to you at the fax. number given by
Mr. Mukesh just minutes after having his call from India, in which letter I have circled your CEO’s
visa code number that shall be shown to the officer on duty at Vietnamese Embassy’s
Immigration Office upon your CEO’s or any staffer’s of yours arrival there. Knowing that number
will very much facilitate him in his search for your CEO’s visa grant permission through his
computer’s database.

Dear Madam and Sir, we do understand your concerns and know that time is now substantially
important to you, and your CEO’s Vietnam visit has already been planned which, depending on
the time of acquiring his visa, may start as early as next week. As your would-be local partner,
we, in response to these concerns of yours, did all in our capacity to speed up your CEO’s visa
procedure and make his Vietnam visit a success.

Regarding Mr. Mukesh’s request that your CEO be picked up by us at Hanoi’s Noi-Bai
International Airport to his hotel, taking care of this is, in fact, the easiest thing we can do for you
now, however, as I already said above, to make his visit a success, we would like to be sent a
copy of his working schedule here in Vietnam or any information relative to his visit such as when
he would be arriving, where he would stay during his visit to Vietnam, with whom he is expected
to work and what is on his agenda …. These details are indeed of no-small import to us, the
sooner we know them the better we can assist your CEO during his working trip to Vietnam
because, you know, we are in the middle of repairing our company’s headquarters which of
course makes us rather busy for the moment.

Well, we hope that things will go positively and smoothly for you there.

Best regards,

Tao Duy Linh.

P.S. the e-mail previously sent to you was written by my assistant, however, she did, for a
moment of confusion as to what to do next, sign my name on it instead, I’m very sorry for this and
please, excuse us for any inconvenience caused.
-------------------------------------------------
Dear Madam/Sir,

Referring to Mr. Mukesh’s e-mailed letter dated 22/03/2005, we would like to restate our
position regarding enquiries earlier requested by him as follows:
We shall make a visit to or enquiry with any person or any entity on your company’s
behalf either by a phone call or an e-mail or by post only after your previously making a
contact with that person or entity in which you did address in writing the issue of your
interest and mention our company’s name as your local business partner that shall make
a visit or an enquiry on your behalf if needed. This prior contact by you will be
strengthened by a letter of introduction of yours that shall be addressed and sent to us
and that shall be bought by us anywhere to which we will make an enquiring visit on your
company’s behalf.

Dear Madam/Sir, we very much regret that we have to repeat our stance regarding
making enquiries on behalf of any business partner of ours. The reason behind this
position of ours is that we did, in your case, already make two enquiries on your
company’s behalf, one by a phone call, and the other in person, but in both places to
which we made a phone call and a visit, on the first occasion we were not given a true
and sincere answer and on the second one we were denied a proper reception which
any business of good name should deserve. Consequently, we are of an opinion that
any further attempt by us to make enquiries in such an unprofessional manner shall be
in vain and shall also be at the expense of your company because, as we do know, time
is not on your side meanwhile your CEO has been waiting to visit Vietnam at the earliest.
We do apologise for this strong remark, but we also hope that this is truly sincere from
our side. And as you know, friends always tell each other the truth.

We look forward to hearing from you and seeing your CEO here in Vietnam.

Best regards,

Tao Duy Linh.

-------------------------------------------------

Dear Mr. Joseph Lee,

First of all I’d like to introduce myself and our company to you before any further probe into your company’s
range of products of our concern.

My name is Tao Duy Linh, I’m in charge of the Projects and New Markets Division at TAN HOANG CHAU
Ltd., a private trading house specialising in building materials and items used in real property development
with 10-year experience in the local market. After years of success in cooperating with local and foreign
partners from America, Europe and India, we’re now in the new stage of extension to new markets and
search for new business partners in East Asia.

It was very nice that we’d had an opportunity to se each other during 2005’s Construction and Building
Materials Exhibition in Shanghai last week, and consequently your offer letter came as no surprise to me,
however, what took me by surprise is the promptness of your offer which has taught us a precious lesson
on how to do business in general and how to win the heart of potential customers/clients in particular. Now
I’d like to get back to the area of our prime concern which has many to do with your newly developed
product that is the fingerprint identification door locks in this case. As you have mentioned in your letter that
there are two kinds of algorithms for fingerprint identification. We’ll be very appreciative of further
information, especially technical details, on this specific issue with which I hope you undoubtedly will provide
us at your earliest convenience.

The last but not least is the financial terms of an order, the percentage of possible defective products for a
100-piece batch, the terms of delivery and payment, the warrantee policy and after-sales service as well as
the basic training for a new customer’s workers for each new product developed by your company. We will
certainly be pleased if the liquidated damages are also found on the contract draft that, for sure, will hedge
us, both sides, against any possible but avoidable dispute over a default by any party to the contract, if
signed of course. As I understand this is of great import and is very beneficial to the two sides, if we raise the
issues in question very early at the beginning for the benefit of our long-term business relationship between
our two companies.

Dear Mr. Lee, I beg your pardon for my language if it is too direct or if it sounds a bit offensive, but I also
hope that the directness and sincerity in business is something that is welcome and appreciated by any
businessperson.

Finally, I’d like to wish your company a big success with an enlarged market and new customers among
whom is our company as well, because the security item using biometrics is indeed growing very fast in the
world as you previously asserted in your letter.

I’m looking forward to hearing from you soon.

Best regards,

Tao Duy Linh.

Project Manager
TAN HOANG CHAU Ltd.

P.S. a website of yours might be very informative and updated then please give us its address, thank you for
your cooperation.

-------------------------------------------------

Dear Sir,

The first thing in a business relation-seeking letter is, of course, to introduce oneself and one’s company to
one’s potential partner, and our case is no exception either.
Before any further probe into your company’s range of products of our concern and seeking a possible deal
that might be struck between us, we would like to give you a brief information on our firm and myself, my
name is Tao Duy Linh, I’m in charge of the Projects and New Markets Division at TAN HOANG CHAU Ltd., a
private trading house specialising in building materials and items used in real property development with 10-
year experience in the local market. After years of success in cooperating with local and foreign partners
from America, Europe and India, we’re now in the new stage of shifting to new markets and search for new
business partners in North East Asia.

It was very nice that we’d had an opportunity to see each other during 2005’s Construction and Building
Materials Exhibition in Shanghai last month, and consequently over a month of studying the potential market
of your company’s products here in Vietnam we have arrived at a conclusion that “Made-in-China” industrial
products will certainly gain a foothold in our country once people’s sentimental attachment to western makes
such as US, European or Japanese brands is prevailed by the competitiveness of Chinese products. The
bias of Asian people against products of local or regional makes is quite easy to understand and an age-old
tradition or custom is certainly hard to get rid of, however, as true businesspeople, to tackle this thorny
problem we’d better seek to win back people’s heart and not to lose any further customer of ours to western
rivals by beating our competitors at their own game. What I have in mind is that after the price of a product
its quality and durability are the next to catch customers’ heed therefore these features of your products
must be no less equal as against the ones of western brands’ products. To be successful, as it is our belief,
we must be cooperative and frank to one another at the very beginning of establishing a long-term business
relationship between our two companies.

Now I’d like to get back to the area of our prime concern which has many to do with your newly developed
product that is a wide variety of items used in the communication and power industries such as
communication heat-shrinkable products, power cable connectors, power cable branch boxes as well as
cold-shrinkable / heat-shrinkable products. We’ll be very appreciative of any further information, especially
technical details, on this specific issue with which I hope you undoubtedly will provide us at your earliest
convenience.

The last but not least is the financial terms of an order, the percentage of possible defective products for a
100-piece batch, the terms of delivery and payment, the warrantee policy and after-sales service as well as
the basic training for a new customer’s workers for each new product developed by your company. We
would be very pleased if the liquidated damages are also found on the contract draft that, for sure, will
hedge us, both sides, against any possible but avoidable dispute over a default by any party to the contract,
if signed of course. As I understand, this is of great import and is very beneficial to the two sides, if we raise
the issues in question right from the beginning.

Dear Sir, I beg your pardon for my language if it is too direct or if it sounds a bit offensive, but I also hope
that the directness and sincerity in business is something that is welcome and appreciated by any
businessperson.

Finally, I’d like to wish your company a big success when breaking into a new potential market and
wining new customers among whom is our company as well, in other words, this is your company, among
others from China, will show the West and the rest of the world that once a sleeping dragon awakes out of a
centuries-long hibernation, it will bring back its awestruck pictures reminiscent of an unparalleled civilization,
that came into being two thousand years ago, and that used to be known to the world as the Middle
Kingdom at the very centre of our universe.

I’m looking forward to hearing from you soon.


Yours faithfully,

Tao Duy Linh.

-------------------------------------------------

Dear Mr. Chen Ding Ling,

We’re now in the middle of promoting your company’s products, however, we


have encountered with some difficulties which may be overcome with your
company’s assistance. We desperately need your advertising materials, including
brochures and illustration lists with main specifications of your products printed
on them, as well as other materials such as slides or compact disks for
presentation of your products. And one step forward making your company
presence in Vietnam through our company is now very high on our company’s
this year agenda. To obtain this goal of mutual benefits to our two companies, we
recommend that you send us the same advertising materials as we now already
have in hand but in quite a great number, say two hundred sets, so that we could
distribute them to our potential customers. Besides, it will be more efficient to us
if we are in possession of your product posters that can catch potential
customers’ eyes. We think that in the near future our two companies may work
closer together not only to promote your products and begin the start sale of such
products here in Hanoi and other large cities of Vietnam.

Dear Mr. Chen, we would very much appreciative of any assistance of yours
which could speed up the promotion campaign. It would be better if you could
meet each other in person either to talk more about our cooperation which we
could not picture more clearly otherwise. We have currently planned a trip to
Fujian Province sometimes next month to visit your company’s headquarters and
factory.

We’re looking forwards to hearing from you soon,

Best regards,

Tao Duy Linh.


-------------------------------------------------

Dear Mr. Cheng Ding Ling,

Two weeks ago I sent an e-mail letter to you, in which I had acknowledged our
receipt of you letter and other materials you sent us by post. Thank you very
much for your assistance. Also in this letter I had presented our intention to
promote your company’s products in Vietnam, pictures and main features of
which are now presented by us to our customers. However, the number of
customers to whom we would like to send this graphic description is on the rise,
and so far, we have only two set of pictures describing your products. Any of
reprint of your of materials by us for whatsoever purpose, including the good will
of promoting your company products, is illegal; that’s why we asked you in our
previous letter, which was sent to you about two weeks ago, to provide us a
hundred of brochures, mainly the pictures of several types of gates so that our
customers may imagine how the product they are going to purchase will look.
These materials are of great importance to us, please understand our position in
this business.

Also in our previous letter, I told you that I would go to Fuzhou City to visit your
factory sometime this month of the next one but due to poor weather conditions
with all kinds of typhoons and floods in the coastal provinces of China, a trip of
this kind is forced to be cancelled. I hope that you will excuse us for this force
majeure.

We are looking forwards to hearing from you, and believe that our demand is not
beyond your capacity, and that this will serve interests of our two companies.

Best regards,

Tao Duy Linh.


-------------------------------------------------

Dear Mr. Chen Ding Ling,

No sooner had I clicked the “check mail” window in my e-mail account upon my
return to Vietnam, I saw your letter that I could have replied earlier if I had not
gone to southern China. Is that two weeks ago I let you know of my family’s trip
to the province of Quangxi before I embarked on it? Anyway, I’m very sorry for
having kept you waiting for such a long time.

As to your proposal and invitation that my colleague and I would visit your
company’s headquarters and your factories in Fuzhou to see the production of
the products of our concern, and to have business talks with you as well as take
catalogues of the products in question so that we could further promote your
products in Vietnam, we are very much indeed appreciative of your sincere
suggestion, we also hope that we would be able to go to Fuzhou sometime this
autumn. Last week, I took my daughters to Quangxi province for a week-long
vacation trip, there we visited the city of Qui Lin and the province’ capital of
Nanning instead of previously planned destinations among which were the cities
of Quang Chau, Macau, and Shenzhen. If such a planned trip had been realised,
I could have easily made for the city of Fuzhou for a couple of days, and
consequently you and I might have a talk in person. Well, if my memory serves
me right, I had already told you of my last minute change of mind. Though I failed
to tell you what made me come to such a sudden decision, I’m certain that you
know or may guess it. It was due to the weather forecast of a hurricane’s
imminent landfall on China’s southeastern coastal provinces. The meteorology
bureau would have been awarded for its doing a good job, and during our stay in
China, we saw on Chinese television channels the devastation caused by the
hurricane to Fuzhian province and Fuzhou, its capital, was badly battered. I hope
that you now might understand our concern over the success of the journey and
the safety of our staff whenever they set out for a business trip.

Dear Mr. Chen, truth be told, your country, China, has become the most favourite
spot in my list of travel destinations; and as far as I know, many of my
acquaintance think the same. Given its unique history and the sheer size in area
together with various pattern of its climate, China has remained well worth
multiply visiting and exploring. In addition, the achievements and progresses
made over recent years reflected in the country’s economic growth rate that is
among the world’ highest ones have vaulted China into the rank of the world’s
powers that the country first enjoys since the wane of China’s first emperor
Shihuangdi’s dynasty. Is that an over-2,000-year hibernation of the Eastern
Dragon right in the middle of the universe? And now you know there’s plenty of
reasons for and opportunities of my visiting China in the time to come and of
course, the next planned trip of ours to China will certainly include your Fuzhou.

Well, it is of great import to keep you informed of how we are in progress with
assisting you in breaking into a new market in Vietnam. We’re now in the middle
of preparing a new showroom that is to open early next year, and among its
exhibits, as we hope, there will be some of your products’ samples. We would
like to have many things in store for our customers, both regular and potential, if
you lend us a hand with the preparation. We are very keen on having more
designs and patterns of those gates with remote-controlled lock now
manufactured at your factory up there. For the time being, there’s no need for
life-sized products, it’s my opinion that the miniatures together with brochures
and posters may suffice. You can send them either by regular post service or via
an express delivery one.

Please accept our heartfelt thanks for your assistance and sincere invitation. I
hope that we’ll see each other face to face soon.

Best regards,

Tao Duy Linh.


-------------------------------------------------

Dear Ms. Tracy Zhu,


I do hope that this letter of mine would not come as a surprise to you and I would
also like to introduce myself, my name is Tran Xuan Thuy, I currently work in the
Project Section headed by Mr. Linh who you know well of course. Mr. Linh has
recently been under considerable strain of a vast workload he has shouldered
with other colleagues in the section. That’ why I has been asked to step in and
take over his assignment in this area. I hope that from now on I will be in touch
with you for a certain period of time or even longer as the situation may require.
We’re indeed sorry that your letter came last week but stayed unanswered for a
couple of days and please accept our apology for this delay. Dear Ms. Tracy Zhu,
we’re very happy with the established contact between our two companies so far,
and please let me on behalf of our company express our gratitude for your
company’s timely fulfillment of our orders as well as your personal efforts to see
to it that the business of shipment does go smoothly which we of course can’t
expect better and which stand for the professional and ethical values of a
businessperson.
As to your company’s new products, we are now in the middle of promoting them
in Vietnam, however, there’s one obstacle that, I believe, can be remedied if it is
dealt with heart and soul by both sides. Though most of our customers are so far
used only to western brands and makes, I am confident that they all understand
the core issue of doing business: quality, price of products and their pro-and-
after-sale services no matter where the products come from nor who are their
manufacturers. And without further saying I hold that you think the same; Ms.
Zhu, could you please lend us a hand by providing us with materials proving that
the entire range of these new products destined for Vietnam market has passed
your country’s tests which are equivalent to North America’s or EU countries’
ones and all of these products qualify for western standards such: IEC-898/IS-
8828/EN60898/KEMA ...I think that even the most doubtful customers shall give
way
Well, there are still two things in your previous letters, which remain unclear to
us; we would be appreciative if you could explain to us:
(i) differences in quality or technical features among the following three
categories of products: inferior, medium and superior;
(ii) meanings of the terminologies in the price quotation list with
Shanghai-FOB: manual fixed, manual insert, electric fixed and
electric insert in the last letter which came to us the same day but a
couple of hours later.
Dear Ms Zhu, we would also like you do us a favour by sending catalogues in
relation to MCB, MCCB and ELCB, ATS at your convenience for there is no rush
for the time being.
Thank you very much for the precious assistance and cooperation you’ve always
provided and I also hope that business contact and correspondence between the
two of us will essentially facilitate our companies business.

Yours sincerely,

Tran Xuan Thuy.