cc unit 3, enquiries
TRANSCRIPT
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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
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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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