Some things that you can check in your writing

Punctuation: capital letter, full stops, commas, apostrophes

Spelling: double consonants (e.g. ‘stopping’), ‘i’ before ‘e’ except after ‘c’ (e.g. ‘quiet/receive’), ‘-y’ to ‘-ies’ in plurals, silent letters (e.g. ‘climb’)

Grammar: subject/verb agreement (e.g. ‘she works’), articles (‘the/a’), word order, prepositions, tenses, missing words (e.g. ‘be’ in ‘I am leaving’)

Some things that can make a message unclear

paragraphs that are too long sentences that are too long words that are used not very often

too much information at once incomplete information information that is in the wrong order

5. Enquiries discovering connections

1. Do you agree with the adage: “Business letters have a key role in creating lifelong customer relationships”?

2. Although we live in a high-tech world, business letters are still the single most important communication tool available, aren’t they?

3. Have you ever written enquiries? When?

4. What is the best way to write a good enquiry?

THEORY

E n q u i r i e s

An enquiry (also spelt inquiry) is sent when a businessman wants some information, especially about

the supply of goods; leaflets or catalogues; quotation or prices; samples; terms and discounts;

availability of goods; delivery times and deadlines; method of transport; insurance.

Most sales letters begin with a simple letter of enquiry from the prospective buyer. For a routine enquiry it is enough to send an enquiry form. However, when dealing with a new supplier for the first time it is helpful if you mention how you obtained his name and give him few details about your own business: the types of goods handled, quantities required etc. You should state your requirements clearly, asking for prices, discounts, terms of payment and date of delivery. Any information likely to enable the supplier to decide what he can do for you will also help. In the case of long-standing or repeat orders, the enquiry may be very simple. Often a phone call or a postcard will do. If you use a postcard, it is not necessary to begin with a salutation (Dear Sir, etc.) nor end with a complimentary close (Yours faithfully, etc.). Your address and the date, and reference are sufficient. When asking the Seller to send a quotation, the Buyer gives as far as possible a detailed description of the goods required by him.

Replies to Enquiries

It is impolite to leave the letter (or the fax) unanswered even if at the moment you are not ready to give a definite reply. You should send an intermediate answer (letter, fax, telex), thanking for the letter (fax) received and stating that as soon as the matter is cleared, a detailed reply will be sent.

A reply to an enquiry (if the Seller cannot send an offer immediately) states reasons why the Seller cannot send an offer at once and what is being done meanwhile. It also states alterations as to the quantity of the goods, their model (trade mark), delivery dates, etc. if any.

If the Seller can meet the requirements of the Buyer, he sends an offer stating the name of the goods offered, then quantity and quality, the price, the delivery time or date, the terms of payment, the marking and packing instructions and other conditions.