Unit 2: enquiries

Commercial Correspondence Unit  Enquiries and Replies Faculty of English for Specific Purposes Commercial Correspondence Enquiries Defining: enquiry, inquiry, and request Reasons to write General guidelines Making enquiries Faculty of English for Specific Purposes Commercial Correspondence 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) Faculty of English for Specific Purposes Commercial Correspondence Reasons to write an enquiry 4 to obtain information (prices, technical data…) to receive printed matter (booklets, catalogues, price lists, or reports) to receive sample products, demonstrations… to seek special favours (permission, advice, help, discounts…) Faculty of English for Specific Purposes Commercial Correspondence General guidelines in writing enquiries 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 Faculty of English for Specific Purposes Commercial Correspondence Making Enquiries Opening Main message      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 Closing Faculty of English for Specific Purposes Commercial Correspondence 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… Faculty of English for Specific Purposes Commercial Correspondence 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… Faculty of English for Specific Purposes Commercial Correspondence 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 year‟s 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 Faculty of English for Specific Purposes Commercial Correspondence 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 … 10 Faculty of English for Specific Purposes Commercial Correspondence Asking for catalogues, price lists, etc Don‟t 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  11 Faculty of English for Specific Purposes Commercial Correspondence Asking for catalogues, price lists, etc • • 12 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 Faculty of English for Specific Purposes Commercial Correspondence 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 13 Faculty of English for Specific Purposes Commercial Correspondence Asking for details • • 14 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 Faculty of English for Specific Purposes Commercial Correspondence Asking for samples, patterns, and demonstrations Be specific and state exactly what you want • 15 Before selling toys we prefer to test them for safety Could you therefore send us at least two examples of the “Sprite” range? Faculty of English for Specific Purposes Commercial Correspondence Asking for samples, patterns, and demonstrations Suggest when or how you want to see them • • • 16 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 … Faculty of English for Specific Purposes Commercial Correspondence Suggesting terms, methods of payment, and discounts Politely suggest certain concessions and give reasons • • • 17 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 Faculty of English for Specific Purposes Commercial Correspondence Asking for goods on approval, or on sale or return • 18 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 Faculty of English for Specific Purposes Commercial Correspondence Closing  Thank your supplier • Many thanks (informal) • Thank you for your help/assistance Other options:  Express expectation to get a prompt reply • • • 19 I hope to hear from you soon I look forward to hearing from you soon We look forward to your early reply Faculty of English for Specific Purposes Commercial Correspondence Closing  Indicate certain terms or guarantees •  Express interest in further business • • 20 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 Faculty of English for Specific Purposes Commercial Correspondence Words to remember      A demonstration A prospectus A brochure Document against acceptance Bill of exchange  21 Faculty of English for Specific Purposes Commercial Correspondence Collocations: Adjective/ Noun + Nouns    22 Cash discount Trade discount Quantity discount Faculty of English for Specific Purposes Commercial Correspondence Collocations: Verbs + Nouns         23 To offer concessions To quote a price To suggest/ State terms To place an order To stock a products To hold/ carry a stock of a product To invite/ seek a tender or an estimate To provide/ supply a tender or estimate Faculty of English for Specific Purposes Commercial Correspondence Expressions: Others  24 On a regular basis Faculty of English for Specific Purposes Commercial Correspondence