- •Enquiries and replies
- •Requests for Catalogues and Price-lists
- •General Enquiries and Replies
- •Enquiries Cliches
- •Replies to enquiries Cliches
- •Practical Assignments
- •1. Fill in the missing words:
- •2. Match these words with their definitions
- •3. Rewrite the following questions in a less direct form, beginning with the words given.
- •4. John Phillips is telling his secretary what to write when she types out the day’s letters. Change his instructions into an acceptable form for business correspondence.
- •5. Complete the following letter of enquiry with the correct prepositions.
- •6. Read this reply to a letter of enquiry. Underline the words in the letter which correspond to the words and phrases below.
- •Glaston potteries Ltd
- •Test Assignments
- •Reply to enquiries (offers) Practical Assignments
- •2. Read the following reply to a letter of enquiry. Mr. Fest refers to specific questions asked by Mr. Whang. Which of the items below did he request information about?
- •Test Assignments
- •Compose a letter for your firm, who are producers of tinned food products, to an importer overseas. Offer your standard lines and one new product.
General Enquiries and Replies
When writing a general letter of enquiry, be sure to be specific in the details required e.g. prices, delivery details, terms of payment. When relying to an enquiry, be sure you have answered every query in the letter of enquiry.
An enquiry for office equipment
(a) Enquiry
Dear Sir/Madam
We would be pleased to receive details of fax machines which you supply, together with prices.
We need a model suitable for sending complex diagrams and printed messages mostly within the UK.
Yours faithfully
(b)Reply
Dear Mr. Rawson
In reply to your enquiry I have pleasure in enclosing a leaflet showing our latest fax machines.
All our models illustrated can be supplied from stock at competitive prices as shown on the price-list inside the catalogue. May I suggest a visit to our showrooms where you could see demonstrations of the various machines and at the same time view our wide range of office equipment.
Yours sincerely
Requests for demonstrations
Dear Mr. Jenkinson
I have studied with interest the literature you sent me with your letter of 28 April.
Our Administration Manager, Mr. Gordon Tan, would like to visit your showrooms to see a demonstration and report on which machine would be most suitable for our purposes. Can we arrange this for next Friday 6 May at 3.30 pm? If this is inconvenient please contact Mr. Tan direct.
Yours sincerely
An enquiry with numbered points
When you have many points on which information is required, it may be useful; to number the various points.
Enquiry
Dear Sir/Madam
During a recent visit to the ideal Home Exhibition I saw a sample of your plastic tile flooring. I think this type of flooring would be suitable for the ground floor of my house, but I have not been able to find anyone who is familiar with such tiling.
Would you please give me the following information:
What special preparation would be necessary for the underscoring?
In what colours and designs can the tiles be supplied?
Are the tiles likely to be affected by rising damp?
Would it be necessary to employ a specialist to lay the floor? If so, can you recommend one in my area?
I shall appreciate your advice on these matters.
Yours faithfully
Reply
Dear Mr. Wilson
Thank you for your enquiry of 18 August regarding our plastic tile flooring. A copy of our brochure is enclosed showing the designs and range of colours in which the tiles are supplied.
Bottomline, 22 The Square, Rugby, is a very reliable firm who carry out all our work in your area. I have asked the company to get in touch with you to inspect you floors. Their consultant will be able to advise you on what preparation is necessary and whether dampness is likely to cause a problem.
Our plastic tile flooring is hard-wearing and if the tiles are professionally laid, I am sure the work will give you lasting satisfaction.
Yours sincerely
First enquiries
When your enquiry is to supplier who you haven’t dealt with previously, mention how you obtained their name and give some details about your own business.
A reply to a first enquiry should be given special attention in order to create goodwill.
Enquiry
Dear Sir/Madam
Dekkers of Sheffield inform 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.
Please let me have details of your various ranges including sizes, colours and prices, together with samples of the different qualities of material used.
Please state your terms of payment and discounts allowed on purchases of quantities of not less than 500 of specific items. Prices quoted should include delivery to our address shown above.
Your prompt answer would be appreciated.
Yours faithfully
(b) Reply
Dear Mr. Harrison
I was very pleased to receive your enquiry of 15 January and enclose our illustrated catalogue and price-list giving the details requested.
A full range of samples has also been sent by separate post. When you have an opportunity to examine them, I feel confident you will agree that the goods are excellent in quality and very reasonably priced.
On regular purchases of quantities of not less than 500 individual items, we would allow a trade discount of 33 %. For payment within 10 days from receipt of invoice, an extra discount of 5 % of net price would be allowed.
Polyester cotton products are rapidly becoming popular because they are strong, warm and light. After studying our prices you will not be surprised to learn that we are finding difficult to meet the demand. However, if you place your order not later than the end of this month, we guarantee delivery within 14 days of receipt.
I am sure you will also be interested to see information on our other products which are shown in our catalogue. If further details are required on any of these please contact me.
I look forward to hearing from you.
Yours sincerely