Lecture "Commercial Correspondence - Unit 3: Enquiries and replies to enquiries" to give students the knowledge: Defining, reasons to write an enquiry, general guidelines in writing enquiries, asking for details; asking for goods on approval, or on sale or return,... Invite you to refer to the disclosures.
Commercial Correspondence Unit 3 Enquiries and Replies to Enquiries Enquiries Defining: enquiry, inquiry, and request Reasons to write General guidelines Making enquiries 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) Reasons to write an enquiry 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…) 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 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 Opening First enquiry: Tell your supplier what sort of organization you are •We are a cooperative 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… 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… 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 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 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 17 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 18 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 19 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 20 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 Express interest in further business 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 21 Practice 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 … 22 Practice 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 23 Practice 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 … 24 Practice 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 … 25 Practice 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 … 26 Practice We are interested in your terms of payment and discounts offered for regular purchases and large (substantial) orders 27 Practice We would appreciate it if you could send us some samples of the material (fabric) so that we can examine the texture and quality 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 28 Practice We are interested in your men’s and women’s readymade 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 29 Practice 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 30 Practice 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 31 ... If referring to a catalogue, brochure, or prospectus, quote the reference, e.g. Cat. no. A149; Item no. 31 5 13 Asking for details • • I am replying to your advertisement in the June edition of “Tailor and Cutter”. I would like to ... 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 17 Asking for goods on approval, or on sale or ... easy to understand and easy to answer Be reasonable Provide complete and accurate information Making Enquiries Opening Main message Asking for catalogues, price lists, etc Asking for details Asking for samples, patterns, and demonstrations