Information inquiry

Dear Sir

I read about your new tape recorder in yesterday’s Business News.

I would be grateful if you would send me further information including: unit cost; discount for the wholesale purchase; delivery periods and payment terms.

Yours faithfully,

John Brown.

USEFUL PHRASES:

I am writing in response to the advertisement which appeared on the (newspaper) on (date).

I am writing with regard to the intensive English summer courses that you offer.

I’m interested in …

I would be grateful if you would send me information about:

- regulations of admission;

- accommodation for overseas students;

- the possibility of doing research at your University;

- the courses that will be held in your school this summer.

Could you also:

- tell me the approximate cost of the service;

- send me trade literature on your products and company;

- provide a list of employment agencies and educational institutions in Moscow offering courses in tourism;

- provide the names of the leading journals specializing on this sector.

I look forward to receiving your reply.

Reply to information inquiry

Dear Mr Brown

Thank you for inquiry about our new tape recorder. I am enclosing our brochure, which gives general information about the product.

In answer to your specific questions:

1. It costs $300 + VAT at 13.5%.

2. We offer a discount of 5% on orders of 5 units or more.

3. We will be able to deliver your order within 10 days of receiving it.

4. Unless you already have an account with us, we will require payment with your order.

If you have further questions, please do not hesitate to contact me.

Yours sincerely,

Robert Roughson.

USEFUL PHRASES:

Thank you for your letter inquiring about …

The list of … will be sent to you approximately six weeks from the date of …

Keep in touch.

Contact the nearest branch of our information department.

Request for an appointment

Dear Mr Smith

I am writing to let you know that I shall be visiting Ukraine during the coming month. I will arrive in Kiev on Monday 14 April and spend five days there.

The reason for my writing is to express a wish to speak to you while I am in Kiev. I hope it will be convenient to visit your office at a mutually convenient moment. Today I do not have the precise details of my itinerary, but I will let you have this as soon as possible.

I do hope we shall meet shortly.

Yours sincerely,

Robert Rice.

USEFUL PHRASES:

Please contact me or my secretary and inform us of the time that would be best for you.

I should very much like to meet you to discuss the matter of … .

I should be obliged if you could meet me at a mutually convenient moment.

If the date is not satisfactory, we will arrange a new time.

I should very much appreciate the opportunity of seeing you.

If you could suggest time I would arrange my schedule at your convenience.

I am ready to meet you any time that suits you.

Letter of apology

Dear Mr Shaw

You may remember that when we last met I offered to send you details of our Packard Bell 425 model computer. I have been looking back at our records and have seen that I failed to make a note, and so have not sent you the information required by you.

I am enclosing the brochure. Please accept my apologies for this oversight. I hope the delay has not inconvenienced you.

Yours sincerely,

Bob Bright.

USEFUL PHRASES:

It is upsetting to learn that you have problems with … .

It is disturbing to receive such a letter.

It is disturbing to learn of the problems you are encountering with … .

We haven’t sent you the information required.

I appreciate your advising me of this incident.

Please accept my apologies for inconvenience (oversight, delay).

I assure you, that the situation will have my personal attention.

I am sorry for this situation and assure you of my prompt attention.

We’ll investigate the situation.

Our representative will meet you to investigate the problem.

We’ll notify you as soon as possible.

We have already implemented measures to avoid reoccurrence.

We regret this mistake and hope you will continue to be a valued partner.