CC Unit 3, Enquiries

8/14/2019 CC Unit 3, Enquiries

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Commercial CorrespondenceUnit 3

Enquiries and Replies to

Enquiries


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Enquiries

1. Defining: enquiry, inquiry, and request

2. Reasons to write3. General guidelines

4. Making enquiries

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Defining terms

Enquiry: British English

Inquiry: American English

Request: an action of asking formally and politelyfor something to be done

Enquiry: a request for information about

somebody or somethingIn business, an enquiryis a letter asking forbusiness information (also called a request letter)

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Reasons to write an enquiry

1. to obtain information (prices, technicaldata)

2. to receive printed matter (booklets,catalogues, price lists, or reports)

3. to receive sample products,

demonstrations4. to seek special favours (permission, advice,

help, discounts)

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General guidelines in writing enquiries

1. State clearly and concisely what you wantright from the beginning.

2. Keep your enquiry short and to the point,easy to understand and easy to answer

3. Be reasonable

4. Provide complete and accurate information

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Making Enquiries

1. Opening

2. Main message

Asking for catalogues, price lists, etc. Asking for details

Asking for samples, patterns, and demonstrations

Suggesting terms, methods of payment, anddiscounts

Asking for goods on approval or on sale or return

3. Closing

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Opening

First enquiry: Tell your supplier what sort oforganization you are

We are a co-operative wholesale society based inZurich

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 knowthem

We were given your name bythe HoteliersAssociation in Paris.

You were recommended to us byMr JohnKing, of Lawsom & Davies Merchant Bankers.

We were advised bySpett. Marco Gennovisaof Milan thatyou are interested in supplying

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Opening

First enquiry: Tell your supplier how did you knowthem

We were impressed bythe selection ofgardening tools displayed on your stand at thisyears Hamburg Gardening Exhibition.

Our associates in the packaging industry speak

highly ofyour Zeta packing machines, and wewould like to have more informationabout them.

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Opening

Give background information/ reason

We intend to purchasea new laser printer/copier

before the end of the year. We have recently extended our television

department and are thinking of adding new rangesto 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 aboutyourself.

Remember to give your postal address.

Should point out briefly any particular itemsyou are interested in.

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Asking for catalogues, price lists, etc.

I have seen one of your safes in the office of alocal firm and they passed on your address to

me. Please send me a copy of your currentcatalogue. I am particularly interested insafes suitable for a small office.

Could you please sendyour current

catalogue and price list for exhibition stands?We are particularly interested instandssuitable 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, orprospectus, 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 Juneedition of Tailor and Cutter. I would like to

know more aboutthe steam presses whichyou are offering at cost price.

I would appreciate more details abouttheUniversity Communications System which you

are currently advertising on your website.

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Asking for samples, patterns, anddemonstrations

Be specific and state exactly what you want.

Before selling toys we prefer to test them forsafety. Could youtherefore send us atleast two examples of the Sprite range?

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Asking for samples, patterns, anddemonstrations

Suggest when or how you want to see them.

I would like to discuss the problem of

maintenance before deciding which model toinstall in my factory. Therefore I would begrateful if you could arrange for one of yourrepresentatives to call on me within the next

two weeks. I would be obliged if you could

I would appreciate itif you could

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Suggesting terms, methods of payment,and discounts

Politely suggest certain concessions and givereasons.

Could youlet us knowif you allow cashdiscounts?

As we intend to place a substantial order, wewould like to knowwhat quantity discounts

you allow. We usually deal on a 30% trade discount basis

with an additional quantity discount for ordersover 1,000 units.

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Asking for goods on approval, or on saleor return

The leaflet advertising your latest hobbymagazines interested us, and we would like to

stock a selection of them. However we wouldonly consider placing an order if it was on theusual 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 saleor return

In the catalogue we received from you lastweek, we saw that you are introducing a new

line in synthetic furs We would like to try aselection of designs. Would it be possible foryouto supply us with a range on an approvalbasis to see if we can encourage a demand?

Three months would probably be enough toestablish 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 thatdelivery before Christmas is essential, andhope 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


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Practice 1

2. We saw your products demonstrated (ondisplay) at the trade fair earlier this year, and

we would like to have more information aboutthem.

to have more information about

to know more about

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Practice 2

1. Please send me a copy of your latest catalogueand current price list of fax machines, together

with copies of any illustrated leaflets so that Icould pass them to our prospective (potential)customers.

so thatI can pass themto sb in order that I could deliver them to

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Practice 2

2. I have a large hardware store in Southamptonand am interested in the electric heaters you

are advertising in the West Country Gazette.Please send me your illustrated catalogue andprice list.

heaters which you are advertising in theWest CountryGazette.

heaters (which are being) advertised in

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Practice 3

1. I would appreciate (I would like to have) moredetails about the new household electrical

appliances which you are currently advertisingon your website.

I wouldappreciate itif you couldgive me

more details about

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Practice 3

2. We are interested in your terms of paymentand discounts offered for regular purchasesand large (substantial) orders.

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Practice 4

1.We would appreciate it if you could send ussome samples of the material (fabric) so that

we can examine the texture and quality.

2.We are regular buyers of this range ofproducts, and shouldbe glad if you would

send your latest samples and let us know yourcompetitive/best prices.

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Practice 4

3. We are interested in your mens and womensready-made clothing for immediate shipment.

Could you please send us samples of theseitems and let us know details of your pricesand 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.30


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Practice 5

Please let me have details of your various ranges

including sizes, colours and prices, together withsamples of the different qualities of material used.

Please state your terms of payment and discounts

allowed on purchases of (quantities of) 500 itemsor 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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CC Unit 3, Enquiries