Commercial Correspondence Unit 3 Enquiries and Replies to Enquiries

Enquiries
Defining: enquiry, inquiry, and request 2. Reasons to write 3. General guidelines 4. Making enquiries
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Defining terms

Enquiry: British English Inquiry: American English Request: an action of asking formally and politely for something to be done Enquiry: a request for information about somebody or something In business, an enquiry is a letter asking for business information (also called a request letter)
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Reasons to write an enquiry

to obtain information (prices, technical data) 2. to receive printed matter (booklets, catalogues, price lists, or reports) 3. to receive sample products, demonstrations 4. to seek special favours (permission, advice, help, discounts)
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General guidelines in writing enquiries

1.
2. 3. 4.

State clearly and concisely what you want right from the beginning. Keep your enquiry short and to the point, easy to understand and easy to answer Be reasonable Provide complete and accurate information

Making Enquiries
Opening 2. Main message
1.

Asking for catalogues, price lists, etc. Asking for details Asking for samples, patterns, and demonstrations Suggesting terms, methods of payment, and discounts Asking for goods on approval or on sale or return
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3.

Closing

Opening

First enquiry: Tell your supplier what sort of organization you are

We are a co-operative wholesale society based in Zurich Our company is a subsidiary of Universal Business Machines and we specialized in We are one of the main producers of industrial chemicals in Germany, and we are interested in
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Opening

First enquiry: Tell your supplier how did you know them

We were given your name by the Hoteliers Association in Paris. You were recommended to us by Mr John King, of Lawsom & Davies Merchant Bankers. We were advised by Spett. Marco Gennovisa of Milan that you are interested in supplying
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Opening

First enquiry: Tell your supplier how did you know them

We were impressed by the selection of gardening tools displayed on your stand at this years Hamburg Gardening Exhibition. Our associates in the packaging industry speak highly of your Zeta packing machines, and we would like to have more information about them.
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Opening
Give background information/ reason

We intend to purchase a new laser printer/copier before the end of the year. We have recently extended our television department and are thinking of adding new ranges to our present stocks. We are particularly interested in

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Asking for catalogues, price lists, etc. Dont need to give a lot of information about yourself. Remember to give your postal address. Should point out briefly any particular items you are interested in.

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Asking for catalogues, price lists, etc.

I have seen one of your safes in the office of a local firm and they passed on your address to me. Please send me a copy of your current catalogue. I am particularly interested in safes suitable for a small office. Could you please send your current catalogue and price list for exhibition stands? We are particularly interested in stands suitable for displaying furniture.
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Asking for details

Be specific and state exactly what you want.

If replying to an advertisement, mention the journal or newspaper, and its date.

If referring to a catalogue, brochure, or prospectus, quote the reference, e.g.

Cat. no. A149; Item no. 315.

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Asking for details

I am replying to your advertisement in the June edition of Tailor and Cutter. I would like to know more about the steam presses which you are offering at cost price. I would appreciate more details about the University Communications System which you are currently advertising on your website.

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Asking for samples, patterns, and demonstrations

Be specific and state exactly what you want.

Before selling toys we prefer to test them for safety. Could you therefore send us at least two examples of the Sprite range?

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Asking for samples, patterns, and demonstrations Suggest when or how you want to see them.

I would like to discuss the problem of maintenance before deciding which model to install in my factory. Therefore I would be grateful if you could arrange for one of your representatives to call on me within the next two weeks. I would be obliged if you could I would appreciate it if you could
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Suggesting terms, methods of payment, and discounts Politely suggest certain concessions and give reasons.

Could you let us know if you allow cash discounts? As we intend to place a substantial order, we would like to know what quantity discounts you allow. We usually deal on a 30% trade discount basis with an additional quantity discount for orders over 1,000 units.
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Asking for goods on approval, or on sale or return

The leaflet advertising your latest hobby magazines interested us, and we would like to stock a selection of them. However we would only consider placing an order if it was on the usual basis of sale or return. If this is acceptable, we will send you a firm order.

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Asking for goods on approval, or on sale or return

In the catalogue we received from you last week, we saw that you are introducing a new line in synthetic furs We would like to try a selection of designs. Would it be possible for you to supply us with a range on an approval basis to see if we can encourage a demand? Three months would probably be enough to establish a market if there is one.
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Closing

Thank your supplier. Many thanks. (informal)

Thank you for your help/assistance.

Other options: Express expectation to get a prompt reply

I hope to hear from you soon. I look forward to hearing from you soon. We look forward to your early reply.
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Closing

Indicate certain terms or guarantees

Finally, we would like to point out that delivery before Christmas is essential, and hope that you can offer us that guarantee. If the product is satisfactory, we will place further orders with you in the future. If the prices quoted are competitive and the quality is up to standard, we will order on a regular basis.

Express interest in further business

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Practice 1
1. We were given your name by Mr John Harry, of the British Chamber of Commerce in Ha Noi.

You were recommended to us by We were advised by that

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Practice 1
2. We saw your products demonstrated (on

display) at the trade fair earlier this year, and we would like to have more information about them.

to have more information about to know more about

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Practice 2
1. Please send me a copy of your latest catalogue

and current price list of fax machines, together with copies of any illustrated leaflets so that I could pass them to our prospective (potential) customers.

so that I can pass them to sb

in order that I could deliver them to

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Practice 2
2. I have a large hardware store in Southampton

and am interested in the electric heaters you are advertising in the West Country Gazette. Please send me your illustrated catalogue and price list.

heaters which you are advertising in the

West Country Gazette.

heaters (which are being) advertised in

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Practice 3
1. I would appreciate (I would like to have) more

details about the new household electrical appliances which you are currently advertising on your website.

I would appreciate it if you could give me

more details about

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Practice 3
2. We are interested in your terms of payment

and discounts offered for regular purchases and large (substantial) orders.

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Practice 4
1. We would appreciate it if you could send us

some samples of the material (fabric) so that we can examine the texture and quality. 2. We are regular buyers of this range of products, and should be glad if you would send your latest samples and let us know your competitive/best prices.
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Practice 4
3. We are interested in your mens and womens

ready-made clothing for immediate shipment. Could you please send us samples of these items and let us know details of your prices and terms of payment.

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Practice 5

Dear Sirs Your trade association informed us that you are manufacturers of polyester cotton bed sheets and pillow cases. We are dealers in textiles and believe there is a promising market in our area for moderately priced goods of this kind. you manufacture bed sheets We deal in for this kind of goods with moderate prices.
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Practice 5

Please let me have details of your various ranges including sizes, colours and prices, together with samples of the different qualities of material used. Please state your terms of payment and discounts allowed on purchases of (quantities of) 500 items or more. Prices quoted should include delivery to our address shown above. ( not less than 500 items)

Your prompt reply would be appreciated.

Yours faithfully
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