Introducing your company

1. We are a major exporter/importer/manufacturer/supplier of [name of product or service] and are interested in expanding our business in [country].

2. As you may already be aware, [name of company] is a trading /manufacturing company based in [place]. We specialize in [activity] and we have business interests in many parts of the world.

3. For over 5 years we have manufactured and exported [name of product] to many countries. As we are expanding our business we are interested in establishing trade contacts with you.

Presenting goods and services

1. We are offering goods of very high quality and on generous terms.

2. We are certain that the goods we are offering are excellent value for money.

3. We feel that our products will find customers in your country.

4. The services we offer are reasonably priced to suit all budgets.

5. If you are not satisfied with [the name of product] you can return it undamaged in its original packing.

6. The cost of our services varies depending on the destination.

Suggesting an action

1. We are certain that a trial order would convince you that our offer is competitive.

2. If you are interested, we would be pleased to discuss these matters personally.

3. Please call us immediately for a comprehensive stock list.

4. Should you require any further details, do not hesitate to contact us.

5. We would be glad if you could inform us whether you are interested in our offer.

►Compare the two emails on ‘Conducting sustainable development survey’. How does the tone of the second email differ from that of the first one? Which of the emails is more moderate in tone? What differences indicate that?

►Fill in the blanks:

1. We would like to (1) your attention to the recent change (2) our address. We are moving our offices to new (3) at 56 Yakimanka street. The change will take (4) on 16 May. The telephone numbers will (5) unchanged.

2. We are pleased to announce that Ms Olga Romanova has been appointed Manager in charge (1) HR Department. She has been (2) the company (3) five years now and is well known (4) our customers.

Her appointment comes (5) a time when the company has started (6) a new development scheme and we believe that Ms Romanova’s experience and knowledge will contribute (7) strengthening the company’s position on the market.

►Fill in the blanks with the words from the box:

possible change interest continue standards retire active arrangement

We regret to inform you that our senior partner, Mr Pavlovsky, who because of poor health has not recently taken an (1) part in the management of the business, has decided to (2) on the 21st of December. The company will (3) to trade under its present name of Pavlovsky & Co. and there will be no (4) in its established policy. We trust that the (5) you have shown in our company in the past will not in any way be diminished by the altered (6).

We will certainly do everything (7) to ensure that the company’s present (8) of service are maintained.

slightly attention charge business prepared raised increase rely unavoidable affected

With effect from the 1^st of next month the prices of all our products will be (1) by 3%. We regret this (2), which we are making in common with all other companies in the Exporter’s Association. An increase has become (3) in view of bigger costs of labour and increased taxation in this country.

Our view, however, is that even with the increase our products are still (4) lower in price than those of our competitors in this field, and we do not think that sales will be (5).

New price lists are being (6) and these will be sent to you as soon as they are ready. Meanwhile, to help you with (7) you are negotiating, we will (8) you the old prices on all orders received before May 1. You may (9) on our continued cooperation and (10).

manufactured demand interested quality selection welcome quoted acknowledgedtrial value list under beyond rising for in at(2) on(2) of(3)

Dear Sir or Madam,

We think you will be (1) our leather handbags, which are offered (2) various prices and (3) variety of colors.

The high (4) of our products is well known and universally (5). For over ten years we have (6) and exported a wide (7) of handbags to many countries, and the (8) (9) our product is constantly growing. We are certain that a (10) order would convince you that, (11) the prices (12), the goods we are offering are excellent (13) for money.

From all (14) prices we allow a trade discount (15) 30% and a further special discount (16) 5% (17) all orders received on or before June 8. (18) pressure of (19) costs we will not find it possible to extend these favorable terms (20) that date, so why not take advantage (21) them now and send us an immediate order?

We are offering you goods of very high quality (22) unusually generous terms and would (23) the opportunity to serve you.

Sincerely yours,

Jacques Montand

Sales Manager

►Write sales emails:

1. As a manufacturer of electrical household equipment write an email offering a new model of juicer/vacuum cleaner/washing machine/telephone. Explain its advantages and stress that prices are lower than those of competing juicers/vacuum cleaners/washing machines/telephones.

2. As a wholesaler offer certain foods at unusually low prices. Take care to point out that the low prices do not imply poor quality products and explain the reason that make such a favorable offer possible.

3. Your firm is a textile exporter, especially fine silk and cotton. Write an email to a big supermarket offering a wide range of readymade garments. Mention excellent quality and style, and relatively low prices.

4. As a manufacturer of press cutting and printing machinery write a circular about yourself, your activities, and your plans to expand business into new markets.

‘MAKE-AN-ENQUIRY’ POINT

Enquiries

Most business dealings begin with a simple letter or e-mail of enquiry from the prospective buyer. When dealing with a new supplier for the first time it is advisable to:

• mention the source from which you obtained his name: an ad, a recommendation from a business associate/partner or any other source;

• introduce yourself and your firm;

• describe the kind of goods you need and for what purpose they are required;

• add any other info likely to enable the supplier to decide what he can do for you.

Be brief and clear. Remember KISS principle? Good. Follow it.

The goods required should be described in detail unless you do not have enough info to do so at this stage, and you just ask for particular requirements with regard to the product you want to buy, its price, delivery terms, and so on. Stress the size of the order and/or the possibility of repeat orders to look like a long-term client. Do try to make an impression of a partner with long lasting and fruitful cooperation in mind!

The closing lines of your letter/e-mail should contain a request for a prompt reply and point out that you expect to receive a competitive offer that would result in placing ‘a substantial order’ with the prospective supplier.

Request for information

Dear Sir or Madam,

We are a private company selling dairy products on the domestic market. Presently we want to expand our business and need some information about plastic packaging suitable for milk, yoghurt and other dairy products.

As we are planning to export our products to Western Europe, the quality of the goods must meet EU standards.

We would appreciate a prompt reply.

Yours sincerely,

John Smith

Enquiry for fabrics

Dear Sir or Madam,

We have been given your name by Mr. Nicholson from Knitwear Ltd, Baltimore, who has been a regular customer of your company for two years. We have a steady demand for fabrics of all kinds and are considering placing a substantial order with you.

Please send us your offer with a price list and discounts for regular purchases. We would also like to know what your delivery dates are.

We hope to hear from you soon.

Yours faithfully,

Lionel Spingsteen

Enquiry for knitwear

Dear Sir or Madam,

We would like to inform you that we are interested in purchasing ladies’ and men’s knitwear such as jumpers, cardigans, pullovers made of pure wool, as well as mixtures of polyester, acrylic, cotton and linen.

Offers should include, besides the usual details, quantity discount, kind of packing, quality description, technical data, and any other information that might be useful to the buyers and draw attention to the product.

We will be grateful if you treat this matter as urgent.

Yours sincerely

Paul Midler

Useful phrases

Opening lines

1. We are interested in obtaining regular supplies of [name of the product].

2. Could you please send us an offer for the purchase of [name of the product]?

3. We want to import quantities of [name of the product] and would like to get some information on [price…].

4. Please send us your catalogue for [name of the product] which you advertise in [name of the source].

5. Your name was given to us by [name of the person] who advised us to get in touch with you regarding the purchase of [name of the product].

Requesting for catalogues, price lists, terms of payment, the date of delivery

1. Please send us catalogues and price lists for [name of the product].

2. Will you please quote for the supply of the following items [name of the products]?

3. Please inform us of the terms on which you are prepared to supply [name of the product].

4. We would like to know if you [allow a discount for regular purchases of large quantities] [grant any discount for cash payment].

5. Immediate/prompt delivery is/would be required.

6. We would like to know what your earliest delivery dates are.

7. Inform us if you would be able to deliver goods [within 3 weeks of receipt of order] [by June 1 at the latest].

8. Let us know what quantities you are able to deliver at regular intervals.

Requirements regarding the date of delivery

1. Immediate/Prompt delivery is essential/would be required.

2. We would like to know what your earliest delivery dates are.

3. Please inform us if you would be able to deliver within 3 weeks of receipt of order.

4. We would like to know if advanced delivery is possible.

5. Please let us know what quantities you are able to deliver at regular intervals.

6. We would like the shipment to begin in March and continue at regular intervals until the end of the year.

Concluding lines

1. If your prices are competitive, we are ready to place [regular orders] [a substantial order with you].

2. We expect you to quote your lowest prices.

3. We hope that you will submit an offer at your most favorable terms.

4. If you can guarantee regular supplies, we may be interested in a long-term contract.

5. If your goods meet our requirements, we will continue placing orders with you.

6. Before placing a firm order I must be satisfied that the quality is as good as the one I have had up to now from other suppliers.

►Fill in the blanks with the words from the box:

Approval considerable deliver demand enquiry given items particularly quote regular

Dear Sir,

Your name was (1) to us by Mr. Spielberg who has been (2) customer of yours for some time. We have a steady (3) for chocolate products of all kinds and are (4) interested in your Luxury line. Please (5) us for the supply of the (6) listed on the enclosed (7) form, giving your prices FOB Rotterdam. Please state also whether you are able to (8) within six weeks.

If your goods meet our (9) we may place (10) orders with you.

Competitive imported obtained latest range quality substantial

Dear Sir or Madam,

For a number of years we have (1) air conditioners from Sweden but now we learn that these conditioners can be (2) from Polish manufacturers. We want to extend our present (3) of models and should be glad if you could send us your (4) price lists and catalogues.

We must point out, however, that we are interested in high (5) products. If your offer is (6) we are ready to give you (7) orders.

►Complete the following:

1. Could you (1) send us (2) return your price list (3) desks type TG 668. Will you please also (4) your earliest (5) date, your terms of (6) and discounts (7) regular purchases.

2. Please (1) us your illustrated (2) and (3) list for electric kettles. We are (4) to pay cash and hope therefore (5) you will (6) your best (7) for bigger (8).

3. I (1) grateful (2) three copies (3) your current catalogues (4) office furniture. I am particularly (5) in filing cabinets.

4. We have had an enquiry (1) fabrics and would (2) to get samples of the different (3) and designs which (4) have in (5). We hope that you will be (6) to submit an (7) at your most (8) terms for big (9).

5. We have (1) your advertisement in the Electrical Bulletin and are interested (2) the electric fireplaces that you (3). (4) send us your (5) catalogues and price (6) . Your offer should (7), besides the usual details, quantity (8), quality (9), technical (10) and any other (11) that might be (12) for the buyers. Please (13) this matter (14) urgent.

►Fill in the blanks with prepositions:

1. Please send us your catalogue ___ ladies’ handbags.

2. Please let us have your quotation ___ the regular supply ___ trimmers.

3. We have a considerable demand here ___ silk scarves.

4. We may place regular orders ___ you if your prices are competitive.

5. We have to ask you ___ special terms.

6. We would like to know if you allow any discount ___ regular purchases ___ large quantities.

7. If your goods meet our requirements we will be interested ___ a long-term contract ___ you.

8. We have a steady demand ___ sporting equipment.

9. Please inform us if you can deliver the goods ___ four weeks ___ placing the order.

10. We hope you will be able to submit an offer ___ your most favorable terms ___ big quantities.

11. The size of our order will depend ___ the terms you offer.

12. The quality must comply ___ the European standards.

►Put the following in the right order to write an email:

1. We are leading car dealers in this city and have branches in five neighboring towns.

2. Will you please say whether, in these circumstances, you are able to allow us a special discount?

3. Will you please send us a copy of your catalogue and current price list for cars?

4. If the quality of your cars is satisfactory and the prices are right, we expect to place regular orders for fairly large numbers.

5. We look forward to a favorable reply.

6. We are interested in both passenger and off road cars.

7. This would enable us to maintain the low selling prices that have been an important reason for the growth of your business

►Write an email to a fast-fashion manufacturer, say Zara, requesting the price list, terms of delivery and payment, and the minimum quantity order. Say that 25% of your shelf space will go towards Zara goods and that you are going to expand the space in the nearest future. Feel free to add any info to make your e-mail look as attractive as possible. (Note please that it’s not that easy to have Zara as a supplier.)

‘REPLY-TO-ENQUIRY’ POINT

Replies to enquiries

The reply of the seller to the enquiry of the buyer with whom he does regular business does not need to be more than polite and direct. If the enquiry is from a new source, you must take special care to answer it properly. You should emphasize how pleased you are to have received the enquiry, and express hope that it will lead to a lasting and friendly connection between the two companies involved. You may also add some favorable comment on the goods required and draw attention to other products that might be of interest to the customer. You can also point out new features of your product, high quality or competitive prices. You might also stress early delivery or mention that the article has had a great success in other markets.

If you find that you cannot supply the article or qualities your customer asks for, you should offer a substitute and persuade the prospective buyer to accept it. If you have to refuse the request altogether, you should remember not to upset the customer and promise to revert to the matter later when the situation changes.

Do not forget to answer all his questions. Careful treatment of customers’ enquiries can considerably help in winning orders.

Refer back to enquiry letters/emails in ‘Make-an-enquiry Point’. Below are the replies to those letters.

Dear Mr. Smith,

Thank you for your e-mail enquiring [or requesting information] about our products.

In the attached catalogue you will find a wide selection of packaging materials we produce and sell to many dairy producers in Europe. If you are interested in getting a firm offer, will you please specify exactly what items you want to buy quoting the numbers from the catalogue?

Thank you for your interest.

Yours sincerely

Peter Schmidt

Sales Manager

BestPac

Dear Mr. Springsteen,

Thank you for your interest in our fabrics.

We are pleased to make you an offer which we hope you will find interesting. All our fabrics can be supplied by the middle of November, subject to our receiving your firm order by October 23. Attached you will find our catalogue and price list quoting prices CIF¹ London.

We can offer a quantity discount for orders over £10,000 and expect payment on invoice.

We will be pleased to supply any further information you may require.

Yours sincerely,

Bruce Adams

Senior Sales Manager

Dear Mr. Midler

We have received your e-mail of 8 April requesting samples of ladies’ and men’s knitwear for immediate delivery.

We have dispatched under separate cover by airmail a collection of samples: blouses, jumpers, waistcoats, cardigans, with short and long sleeves and with various types of collars.

All technical details are set out on the individual sample headers and prices are given in the attached price list. The prices quoted are FOB² Rotterdam port, less 1.5 per cent cash discount for prompt settlement by Letter of Credit or cash against documents. Delivery can be effected immediately on receipt of your order and advanced payment.

If you have the prospect of any reasonably sized order, and you wish to talk about such matters, we would be quite willing to come to New York or we could discuss matters in Rotterdam if you would consider such a meeting necessary.

We hope that you will find our samples suitable for your purpose, and look forward to hearing from you soon.

Best regards

Laura Groenewegen

Sales Manager

LuxLine

Useful phrases

Confirmation of the receipt of enquiry

1. Thank you for your enquiry of [the date] about [the name of the product].

2. Thank you for your letter of enquiry concerning [the name of the product].

3. We are pleased to receive your enquiry about [the name of the product].

4. In reply to your enquiry of [the date] about [the name of the product] we are glad to inform you that…

5. With reference to your enquiry of [the date] we inform you that…

6. We are pleased to make an offer regarding the purchase of [the name of the product].

7. Confirming our telephone conversation we are pleased to submit a quotation for [the name of the product].