Unit 4. Types of mail.

Every business letter has its own special aim determined by the writer’s intention. In an asking letter the intention is not just to express a request; it is mostly to make the recipient respond. Asking letters often sound like “please send me” messages, for they contain a request to send brochures, materials, catalogues and other printed matter. An ordinary request turns into an enquiry if it deals with some commercial information. Asking letters may encourage the recipient to do many other things as well, for example they initiate:

- invitations,

- appointments,

- orders,

- reservations, etc.

When writing an asking letter use the following plan:

1) express your intention: requests, enquire, invite, order, etc;

2) give your reasons or perhaps offer some appropriate explanations;

3) thank your correspondent in advance.

4.1 The request/ The enquiry/ The inquiry letter.

Many business letters request something: a businessman writes to a supplier, asking for a catalogue, a hotel, asking for a reservation; asking for an appointment and so on.

The request can be made by telephone, telegram (cable), telex, fax, or postcard. If you use the postcard, it is not necessary to neither begin with a salutation nor end with a complimentary close. Your address, the date, and reference are sufficient.

If you need to give more information about yourself or ask the supplier for more information, you will need to write a letter.

When writing a request you should:

1. state the request;

2) state or imply your reasons;

3) express the appreciation for the expected cooperation.

Some useful phrases and word combinations

1. To begin a request:

1. We are interested in … as advertised recently in …

2. We have received an enquiry for your …

3. I was interested to see your advertisement for …

4. I understand you are manufacturers of (dealers in) … and would like to receive your current catalogue.

b) To end a request:

1. When replying please also include delivery details.

2. Please also state whether you can supply the goods from stock as we need them urgently.

3. If you can supply suitable goods, we may place regular orders for large quantities.

Practice:

Exercise 1. Look at this letter. In it the customer is replying to an advertisement for cassettes which he saw in a trade journal. The advertiser gave little information, so the writer will have to ask for details.

Disc SA __________________________________________________________ 251 rue des Rainmonieres F-86000 Poitiers Cedex Tel: (33) 99681031 Telecopie: (33) 102163 __________________________________________________________ Ref: PG/AL 13 May 2003 The sales Dept. R. G. Electronics AG Havmart 601 D-5000 Köln Dear Sirs, We are a large record store in the centre of Poitiers and would like to know more about the tapes and cassettes you advertised in this month’s edition of “Hi Fi News”. Could tell us if the cassettes are leading brand names, or made by small independent companies, and whether they would be suitable for recording classical music or only dictations and messages? It would also be helpful if you could send us some samples and if they are of the standard we require, we will place a substantial order. We would also like to know if you are offering any trade discounts. Thank you. Yours faithfully, P. Gerard

Answer the questions:

1. Who send the letter?

2. Who is it sent to?

3. Why does P. Gerard say they are a “large” record store?

4. Is he interested in high-quality cassettes or low-quality cassettes?

5. What two things does he require before he places an order?

6. How did he hear about the advert?

7. If the letter began Dear Mr. … what would the complimentary close be?

8. Is Mr. Gerard asking about any special concessions?

9. Which words in the letter correspond to the following: publication; product’s name; vocal instructions; examples; large?

Exercise 2. Read the letter and answer the questions given below.

Answer the questions:

1. How did Lynch & Co. Get to know about Satex?

2. What market is Lynch & Co. Interested in?

3. How many sweaters are they likely to order?

4. What discounts are they asking for?

5. How will payment be made?

6. What expression does Mr. Grane use to show Lynch is a large firm?

7. Should any references be quoted in reply to this letter?

8. Which words in the letter correspond to the following: shown; group of shops; selection; less; present?