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REQUEST LETTERSREQUEST LETTERS

REQUEST LETTERSBusiness Lexis

• applicable (adj) • closure (n) • discount (n)

• fiscal (adj) • motivate (v) • potential (adj)

• relevant• state of being

concluded• reduction from the

regular price• financial• move to action• possible

REQUEST LETTERSBusiness Lexis

• recipient (n) • weather vane

(n)

• one who receives• a device for showing

wind direction

REQUEST LETTERSIntroduction

Reasons for writing a request letter: 1. To obtain information (such as prices or technical data). 2. To receive printed matter (such as booklets, catalogs, price lists, and reports). 3. To receive sample products.

REQUEST LETTERSIntroduction

4. To order merchandise.5. To engage services (including repair

or maintenance services). 6. To make reservations (at hotels,

restaurants, theaters).7. To seek special favors (such as

permission, assistance, or advice).

REQUEST LETTERSIntroduction

All requests should:• Be specific and brief.• Be reasonable.• Provide complete, accurate information.

REQUEST LETTERSInquiries

An inquiry must:• Be easy to answer.• Offer the reader no immediate reward or advantage.

• Urge our reader to answer even if he or she is too busy.

•Include the specific information that we

REQUEST LETTERSInquiries

need as well as the specific action we would like our reader to take.

REQUEST LETTERSInquiries

Dear Sir or Madam:

Please send us information about your office copiers so that we will know whether one would be suited to our type of business.

Yours truly,

REQUEST LETTERSA Request Sample

An inquiry should include specific questions worded to obtain specific facts as answers. The manufacturer in our example may make many models of copiers, so the inquiry must clearly identify the type our company would consider.

The revised letter makes it easier for our reader to respond. It gives a clear picture

REQUEST LETTERSA Request Sample

REQUEST LETTERSInquiries

of what we are looking for; therefore, the receiver can determine which of the company's products might interest us. Also, by mentioning the REASON for our inquiry, we motivate the receiver to respond. (The purchase we are planning is a potential sale for RBM.) Finally, by letting the receiver know WHEN we intend to

REQUEST LETTERSInquiries

buy, you encourage the receiver to reply promptly.

When a request does NOT involve a future sale, we should make our letter even more convenient for our reader by:

1. Listing the specific facts we want. 2. Enclosing a self-addressed, stamped

envelope.

REQUEST LETTERSInquiries

3. Suggesting a way in which we can reciprocate.

Dear Mr. Greenbaum:  I am taking a course in Principles of

Advertising at Smithville Community College in Smithville, Ohio, and am doing my term project on the ways in which

REQUEST LETTERSInquiries

American automobile manufacturers have been competing in the small-car market.

I would therefore greatly appreciate your sending me the following specifications on the new RX-7:

1. Fuel economy statistics. 2. Technological advances (such as

steering system, brake system, and engine

REQUEST LETTERSInquiries

capacity). 3. Available options. I would also find it very helpful if you told

me in which magazine (or other mass media) you began your advertising campaign.

•   I am certain my classmates will find this

REQUEST LETTERSInquiries

information extremely interesting. I will be sure to send you a copy of my report as soon as it is complete.

  Respectfully yours,

REQUEST LETTERSOrders

Many companies use special forms for ordering merchandise or service, called:• a purchase order (if they are their own)• an order form (if it is provided by the seller) These forms have blank spaces for the necessary information.

REQUEST LETTERS

REQUEST LETTERSOrders

Every order should include:• the name of the item being ordered• the item's number (catalog number, style

number, model number, and so on)• quantity desired (often in large units such

as dozens, cases, reams)• description (such as size, weight, color,

material, finish, extra features)

REQUEST LETTERS

REQUEST LETTERSOrders

• unit price• applicable discounts• applicable sales tax• total price• method of payment (such as charge

account, including the account number, c.o.d., check)

REQUEST LETTERSOrders

• desired delivery date• method of shipment (such as parcel

post or air express)• delivery address (which may vary from

the billing address)• authorized signature• order source (such as the title and issue

REQUEST LETTERSOrders

date) if the order is in response to an advertisement of a magazine or newspaper).