Unit III. Enquiries and replies part I

Introduction to subject

Enquiries for information about goods or services are sent and received in business all the time.

When a company or a firm needs information about a product or service they will make an enquiry in order to find the right supplier or provider.

An enquiry can be made by telephone, fax or e-mail. But if you need to give more information about yourself or ask the supplier for more informa­tion, you will have to write a letter. When writing a letter of enquiry it is ad­visable to observe the following recommendations (rules):

• Tell your supplier what sort of firm you are.

Our company is a subsidiary of American Power Equipment and we specialise in...

We are one of the main suppliers of this equipment in Ireland and we are interested in...

• How did you hear about the firm you are writing to? It might be use­ful to point out that you know the firm's associates or that they were recommended to you by a Consulate or Trade Association.

The Russian Chamber of Commerce and industry in Moscow told us that you were looking for an agent in Spain to represent you.

• It is possible to give other references.

We were impressed by the range of your tableware displayed on your stand at this year's Home Exhibition held in Moscow.

• Asking for catalogues, price-lists, prospectuses it would be helpful if you could briefly point out any particular items you are interested in.

I would be grateful if you sent me an up-to-date price for your wall papers.

• When asking for goods or services you must be specific and state exactly what you want. If replying to an advertisement you should mention the journal or newspaper, the date.

I am replying to your advertisement in the June edition of "Sports and Leisure"

• You might want to see what a material or item looks like before placing an order. Most suppliers are willing to provide samples or patterns so that you can make a selection. But if you need a com­plex piece of machinery you will be invited to visit a showroom or the supplier would offer to send a representative.

We would also appreciate it if you could send some samples of the upholstery material so that we can examine the quality.

• Firms sometimes state prices and conditions in their advertise­ments or literature. However, even if the conditions are quoted, it is possible to mention that you usually expect certain concessions and by suggesting your terms you indicate that certain conditions may persuade you to place an order.

We usually deal on a 30% trade discount basis with an additional quantity discount for orders over 1000 items.

• Sometimes wholesalers and retailers want to see how a line will sell before placing a firm order with the supplier. They may be able to do this by getting goods on a consignment basis. In either case the supplier will have to know the customer well or will want trade references. He will also place a time limit on when the goods must be returned or paid for.

We would like you to supply us with the goods on a consignment basis to see what the demand is.

• And the last: usually a simple 'thank you' is sufficient to close an enquiry. However you could mention that a prompt reply would be appreciated, or as the examples show that certain terms or guaran­tees would be necessary.

Finally we would like to point out that delivery before the New Year is essential and hope that you can offer us that guarantee.