Writing about the Pleasant and the

RoutineA request letter

咨询函

Objectives Understand the format and the

content of a request letter know how to write a request letter

according to the different situation

Blog It Out

What is a request letter about?

Comment on the letter written by Ms. Liu:

What kind of style did she apply in her letter?

What is the biggest problem of the letter?

Task Description

Roman Furniture Ltd. Is an international furniture company known for its Baroque design. XF Company has a good expectation for its products in China. Mr. James Tam, Sales Manager of XF, therefore writes a letter to Mr. Fratelli, Marketing Manager of Roman Furniture Ltd., asking for the brochure and price information of its products and requesting to be its exclusive agent in China.

Directness

What kind of letter should use

“directness” in writing?

How should paragraphs be arranged in

a “directness” letter?

What are the advantages?

•When asking for an interview •Asking for a letter of recommendation •Making a request for information •Asking for a raise •Asking for an employment reference letter •Asking for donations

Step1 Preparing The first part: 1. State the purpose of your letter.

2.Introduce your firm and the products to the reader.

Try It Yourself

Sender’s nameSender’s contact information

Date

Receiver’s address

Salutation

Dear Mr. or Ms. XDear Sir/Madam

Dear Mr. or Ms. XDear Sir/Madam

address/Tel/Fax/E- mail etcaddress/Tel/Fax/E- mail etc

Step2 Formatting

Body of letter

1.State your request2.Claarify the details of your request. Itemized specific

request for information when necessary. (It contains purpose of writing request letter, your required favor and reason of requiring this favor. For request letter close attention to spelling and grammar is important but while writing you need to be concise so try to keep your request letter to the point. While writing request letter you should keep your tone humble and polite because you are going to request someone to take your desired action.)

3.End in a polite and friendly way to maintain goodwill.

Yours sincerely/Yours faithfullySignaturePrinted nameSender’s position in company

Use ‘Yours sincerely’ when the receiver is

addressed as ‘Dear…’

Use ‘Yours sincerely’ when the receiver is

addressed as ‘Dear…’

Sample

Young retailing33 Oxford StreetLondon WCI UK

Tel:(001-44)1280880355Fax:(001-44)1280880333E- mail: jsmith@uknet.com

July14 200x

Mr. Frank JonesMerchandising ManagerUnit 3 Barton Industrial EstateBirmingham BRI 2CD UK

The sender’s name and contract

information

The receiver’s address

Date

Dear Mr. Jones

Your new range of children’s toys

I am writing to seek information on your new range of children’s toys. We are particularly interested in toys for the very young, i.e. 0-2 years old.

We would appreciate receiving any information you can supply, including a price list and details of any current promotions.

What is your request

Detail information

I would like to take this opportunity of expressing satisfaction with the long-standing and productive relationship between our companies.

Yours sincerelySignatureJeff SmithSales Manager

End in a polite and friendly way

End in a polite and friendly way

We visited your stand at the Guangzhou Trade Fair and are now writing you to inquire about your silk neckties.

Guangzhou Trade FairParis Trade Exhibition

Hi-tech FairInternational Cultural Industry Fair

World Expo 2006

We visited your stand at

and are now writing you to inquire about your products.

Your products are of great interest to one of our clients in Tianjin, who wishes to have your quotations for the items specified below.

Your products are of great interest to one

of our clients in Tianjinwho wishes to have your

quotationssamplesbulletin

price-listprice-schedule

illustrated catalogue

for the items specified below.

The Layout of a Request Letter II

The middle section:

includes a description or specifications of the goods you require;

explains what you want the recipient to do.

Please send us 5 copies of your latest catalogues at your earliest convenience.

Please

sendforwardsubmit

dispatchfurnish

your illustrated catalogueand mail the

price-list to us at your earliest convenience.

Perhaps at the same time you could quote us your lowest prices for the above-mentioned goods.

Perhaps at the same time you could quote us your

prices for the saidcommodities.

lowestbest

keenestrock-bottomprevailing

competitive

If terms and delivery date are satisfactory, we should expect to place regular orders with you.

If terms and delivery date are satisfactory we should

expect to place

regulartriallargebig

considerablesubstantial

orders with you.

The Layout of a Request Letter III

In the closing paragraph, express your appreciation for the other side’s cooperation.

e.g. Thank you in advance for your help.

Thank you very much for your cooperation

in this matter.

I should like to express my appreciation for

your assistance in this matter.

Dear Mr. Connor:

Can you answer some questions for us since we are interested in purchasing your products?

Requesting the action from the first sentence

I am a system engineer at Arlington Height Programming Associates developing a new client-server net work database system for two non-profit corporations. My team is considering using your new release of Omega Database Plus 1.0 as a key part of the system. If we incorporate your product into our design, our clients will need to purchase at least a total of 140 copies of your software. Identifying yourself and building a connection with the reader’s company

briefly explaining why you are writing and how you will use the requested information

We have read your promotional material and are very interested in using your product. We need, however, the answers to the following questions before we can decide whether or not to use Omega Database Plus:

1.Are you still planning to release the Omega Database Plus Version 1.0 on February 12, 2006?

2.What LAN environments will your product support? Listing the specific information you need. You can phrase your

requests as questions or as a list of specific items of information

I would be happy to talk to you further about your product. You can call me at (0755)1682346 pr e-mail me at Sam@arlpro.com.

Expressing your appreciation for taking the action requested

Sincerely yours,

David Sanders

Step 3 Organizing

1. What are the possible ways to start the writing?

2. How much do you know about the Roman Furniture Ltd.?

3. How will you explain and justify your request?

4. What are your requests?5. How will you end the writing?

Step 4

1. Be straightforward. State the purpose of your letter. Focus on your main message, and don’t include irrelevant information.

2. Introduce yourself. This is especially important if you have not spoken with the person in some time.

3. Be clear, specific, thorough and brief. Clearly make your request to the person involved and let he know exactly what it is that you are requesting.

4. Be confident and persuasive. Be assertive but not overbearing when conveying your message.

Dear Mr. Fratelli, We are very interested in your furniture products,

especially those of the Baroque design. Would you please send us a brochure and price information of your products?

Huaqiang company is a major importer of fine furniture of the world and has over 10 years of marketing experience in Shenzhen. Incidentally, if you are not represented in this city, would you consider us as your exclusive agent? We have an extensive sales network throughout China’s mainland and Hong Kong SAR and could give your products the maximum exposure.

We are sending our Annual Report separately and in the meantime looking forward to hearing from you.

Sincerely yours, James Tam Sales Manager

Step 5

1. Is the request reasonable?2. Have you introduced yourself properly?3. Have you selected the facts sensibly?4. Have you put forward your request directly

and politely?5. Have you showed your appreciation at the

ending?6. Have you organized the contents logically?7. Have you checked everything including

grammar, punctuation and spelling?

Useful expressions

For the beginning

1.We are interested in buying a large quantity of …advertised in the …issue of …

2. We are delighted/pleased/happy/glad to inform/tell you that we are interested in…

3. We have a great interest in…

For the middle section

1. We would be grateful if you could send us…

2. Could you please send us…with…?

3. We are wondering whether you could…

4. I should appreciate further details about…

5. Could you tell me if…?

For the closing

1. Your prompt/early/positive reply would be greatly/highly appreciated.

2. We are looking forward to your cooperation.3. We will be very thankful if you can give us a

prompt reply.4. I should like to express my appreciation for your

assistance in this matter.5. Your answers to the above questions will be of

great help to us.

Translating

We have great interest in importing your “Ivory” camera displayed at Guangzhou Trade Fair.

我们希望能进口贵公司在广交会上展出的“象牙牌”照相机。Please inform us what special offer you can make for us.请告知您能给我们什么样的优惠。We are interested in importing motorcycles and would be

grateful if you would send us a copy of your latest catalogue, your price list, and export term.

我们公司希望能进口摩托车，如果贵公司能给我们寄上你们公司最新的产品目录、价格单和出口条款，我们将不胜感激

我们有意采用贵公司现有的部分产品应用于家具生产。We are interested in acquiring a number of products

from your current range in manufacturing our furniture.

在此先感谢您对我们提供的帮助。Thank you in advance for your help.

希望能收到您的答复。I look forward to receiving your response.

Assignment: Reading and Writing You want to go on holiday with a friend.

Read the advertisement below. Then use the information in the letter from your friend to write a letter of enquiry to GB Tours.

ACTIVITY HOLIDAYSWe organize holidays to suit all ages and tastes

throughout the country. Various types of Accommodation are available. For more

information, write to:GB Tours, PO Box 31, Kalten

(giving your requirements)