Jean Landman

Secretary to K. Bellon

Encl. Wembley Plan AC/1342

3.3.6

Request for an estimate

A supermarket is asking a firm of shoplifters for an estimate to put in counters, shelves, windows, etc. The reply to this letter is at 4.3.7.

Questions

1 Why is an estimate needed? Why is it not possible to give a firm quotation?

2 What has to be done before the estimate can be given?

3 Can Wembley Shopfitters take as long as they want to complete the job?

4 Do Superbuys expect a letter in reply?

5 How should Mr Bellon be contacted?

6 Has anything been included with the letter?

7 How were the'premises originally used?

3.4

Points to remember

1 Enquiries can take the form of telephoned, telexed, or faxed requests for information. Only use these forms if you can make your enquiry very brief. For fuller enquiries, write a letter.

2 Give details of your own firm as well as asking for information from your prospective supplier.

3 Be specific and state exactly what you want. Quote box numbers, catalogue references, etc. to help your supplier to identify what you want.

4 Ask for samples if you are uncertain about a product.

5 You can suggest terms and discounts, but be prepared for your supplier to make a counter-offer.

6 You can be direct in your letter, yet still polite. Notice how the use of the passive can soften a request: / want a prompt reply is impolite; A prompt reply would be appreciated is better. Notice also how short sentences can create an abrupt effect, while a complex sentence can modify: We are large wholesalers. We are interested in your range of shirts is not as good as We are large wholesalers and are interested in your range of shirts.

7 Close with a simple thank you or I look forward to hearing from you', unless you want to indicate the possibility of substantial orders or further business.

3.5

Words to remember

to make an enquiry about a product

to enquire about a product

a company

a supplier

a customer

a wholesaler

a retailer

a bulk buyer

an agent

a principal

an associate

a representative

a subsidiary

a co-operative society

a Trade Association

a catalogue

a brochure

a booklet

a prospectus

a price-list

a leaflet

a showroom

a demonstration

a circular letter

a trade journal

samples patterns

to offer concessions

to quote a price

to suggest/state terms

cash discount

trade discount

quantity discount

monthly/quarterly statement

documents against acceptance

bill of exchange

to place an order

goods on approval

goods on sale or return

to stock a product

to hold/carry (a) stock of a product

to invite/seek a tender or estimate

to provide/supply a tender or estimate

a reference

to ask for trade references

to provide/supply trade references

4 Replies and quotations

Confirming that you can help; selling your product; suggesting alternatives; referring the customer elsewhere; catalogues, price-lists, prospectuses, samples; demonstrations, representatives, showroom visits; quotations; prices; transport and insurance costs; discounts; methods of payment; quoting delivery; fixed terms and negotiable terms; giving an estimate.

4.1