Rayco ltd
Board
of Directors
Company
Secretary
Managing
Director
R&D
Director Production
Director Purchasing
Director Personnel Director Financial
Director Sales
and Marketing Director
Administration Manager Safety
and Training Manager Personnel
Manager Works Manager Chief Accountant Marketing Manager Sales Manager Purchasing
Manager Production Manager Quality Control Manager Chief Researcher Chief Designer
Design
Staff Research Staff Staff Accounts Staff Secretarial and
Clerical Staff Personnel Officer
Chief Buyer
Assistant Work Manager
Area Office Manager
Publicity Manager Area Sales Manager
Production Planner
Stores Controller
Market Research Manager
Sales Office Manager
Supervisors
Progress Chaser
Representatives
Staff
Stores Staff
Staff
Buyer
Buyer
Safety Officers
Training Officers
Workshop Staff
Records Clerks
Unit 3 enquiry letters
A simple enquiry can be made by email, fax, or cable. The contents of an enquiry will depend on three things:
how well you know the supplier,
whether the supplier is based in your country or abroad, and
the type of goods or services you are enquiring about.
A first letter of enquiry should be brief and simple. Many firms even have adopted the practice of sending printed enquiry forms, thereby eliminating the need for a letter. This type of letter is often written to suppliers you have not done business with before. The letter of enquiry often asks for a brochure, catalogue or price-list. It is sometimes considered useful to give some details of your business, and also where or how you heard of the supplier’s name and address.
A first enquiry – a letter sent to a supplier with whom you have not previously done business – should include:
A brief mention of what sort of organization you are.
A brief mention of how you obtained your potential supplier’s name. Your source may be an embassy, consulate, or chamber of commerce; you may have seen the goods in question at an exhibition or trade fair; you may be writing as the result of a recommendation from a business associate, or on the basis of an advertisement in the daily, weekly or trade press. It might be useful to point out that you know their associates, or that they were recommended to you by a consulate or trade association.
Some indication of the demand in your area for the goods which the supplier deals in.
Details of what you would like your prospective supplier to send you. Normally you will be interested in a catalogue, a price list, discounts, methods of payment, delivery times, and, where appropriate, samples. 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. However, few would send a complex piece of machinery for you to look at. Instead, you would probably be invited to visit a showroom, or the supplier would offer to send a representative. In any case, if it is practical, ask to see an example of the article you want to buy.
A closing sentence to round off the enquiry. Usually a simple ‘thank you’ is sufficient to close an enquiry. However, you could mention that a prompt reply would be appreciated, or that certain terms or guarantees would be necessary. You can also indicate further business or other lines you would be interested in. If a supplier thinks that you may become a regular customer, they will be more inclined to quote competitive terms and offer concessions.