The enquiry (inquiry)

Most letters of enquiry are short and simple, so much so that many firms have adopted the practice of sending printed enquiry forms, thereby eliminating the need for a letter. As a prospective buyer, the writer of an enquiry states briefly and clearly what he is interested in, and this is all the receiver of the letter needs to know.

It is rather different when the object of your enquiry is to obtain a special price for regular orders, or selling rights in your area. In cases like these you are asking for concessions, and you have to “sell” your proposal to the supplier.

A first enquiry - a letter sent to a supplier with whom you have not previously done business - should include:

(a) 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.

(b) Some indication of the demand in your area for the goods which the supplier deals in.

(c) 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.

(d) A closing sentence to round off the enquiry.

Another very common type of enquiry is one in which a customer asks a supplier for a special product line which the supplier may not already be producing. When writing letters of this type it is essential to explain exactly what is wanted, and in what quantities. A supplier will also need to know whether there are long –term prospects for his article on your market.

1. Read the text and answer the following questions:

1. What is the aim of writing a letter of enquiry?

2. What are two types of enquiries?

3. What information should a first enquiry include?

4. What is another common type of enquiry?

5. What is essential to explain in this type of enquiry?

II.. Find in the text equivalents to the following words and word combinations:

1) запрос 2) потенциальный покупатель 3) необходимо объяснить 4) долглсрочные перспективы 5) завершить 6) коллега (партнер) 7) товар, о котором идет речь 8) цель написания запроса 9) торговая палата 10) кратко и четко излагать 11) посольство 12) образец 13) сроки поставки 14) скидки (2) 15) способ оплаты

Here are the samples of letters of enquiry:

1. Dear Sir,

We are interested in the new model of harvester advertised by you in the current number of the Industry and we are considering ordering 3 machines on trial. We need harvesters in a month's time. The advertisement, however, does not give sufficient information about the delivery time and otherwise.

Therefore we should appreciate further details as soon as possible. We hope to establish business relations with your company and are looking forward to hearing from you soon.

Yours faithfully,

2.Dear Sir,

We wish to inform you that we are regular buyers of Wheat and we know your sample No 425.

We would like to buy 5,000 tons of Wheat of this quality. Also, we ask you to send us samples of other grades of Wheat quoting your lowest prices and best terms of payment.

Your prompt reply will be appreciated.

Yours faithfully

3. Dear Sirs,

We have learned that you are producing for export handmade shoes and gloves in pure hide and other natural materials.

There is a steady demand here for high class goods of this type, especially in the brighter colours. Sales are not high, but a good price can be obtained for fashionable design. Will you please send us your catalogue and further details of your export prices and terms of payment, together with the samples you can let us have.

We look forward to hearing from you.

Yours faithfully.

4. Dear Sirs,

We have seen your advertisement in “The Metal Worker" and are interested in aluminium screws and fittings of all kinds.

Please quote us for the supply of the items listed on the enclosed enquiry form, giving your prices c.i.f. Odessa. Will you please also state your earliest delivery date, your terms of payment, and discounts for regular purchases.

As our annual requirements in metal fittings of all kinds are considerable, perhaps you would also send us your catalogue and details of your specifications.

Yours faithfully,

5. Dear Sirs,

We have received a number of enquiries from our trade connections here for your raincoat and think we may be able to place regular orders with you if your prices are competitive. The market will not stand a high-priced line: we have in mind your “Litewate” coat - women's and men's designs. Please quote your best price c.i.f. Odessa for 500 of each of these in medium and small sizes and let us know if you could ship within 2 weeks on receipt of order.

In our opinion a coat of lighter material than your “Litewate” but equally waterproof, and mass-produced at a low price, would have a large sale in this country.

We look forward to receiving your reply.

Yours faithfully,

6. Dear Sirs,

Your name was given to us by Messrs ... Ltd who have been regular customers of yours for some years. We asked them if they knew of a manufacturer who would be able to supply immediately the goods specified on the enclosed list.

We would explain in confidence that our usual supplier has rather let us down this year on delivery dates and quantities, and we are in danger of getting into arrears with one or two of our contracts. If you can suppiy the goods required, please accept this as our official order. Payment will be made on any basis acceptable to yourselves.

We hope you will be able to meet our requirements in this instance, and would add that if your products are satisfactory and terms competitive we should be interested in a longterm connection between us. We would appreciate a prompt reply.

Yours faithfully,

7. Dear Sirs,

An enquiry has come in from a company owning several high-class hotels in our country. They are opening a new hotel and have asked us to submit quotations for furniture and equipment in accordance with the attached list .

The fumiture and equipment must be of the most up to date design, and it would have to be delivered in time for the opening of the hotel in October. Will you please let us know, therefore, whether you have the goods in stock and if not, how long it will take to complete an order for the quantities required. We shall also be glad to have an estimate of the number of cases required and the cost of packing. We have sent you a telex today, text as copy enclosed. Your reply by telephone or fax would be appreciated.

Yours faithfully,

8 Dear Sirs,

We have had an enquiry from our regular customers for Men's Suitirigs and. as we think your products are the most suitable for them, we shall be glad if you will send us your latest price-list together with a range of patterns.

We must point out, however, that it is essential to quote moderate prices, purchasing power of the customers being rather low. We shall, however, be in a position to give you substantial orders if your quotations are reasonable.

Early shipment is necessary and we would therefore welcome an immediate quotation f.o.b. Odessa.

Yours faithfully,

9. Dear Sirs,

Your excellent quality and modern design of your mechanical garden tools, a selection of which we have recently seen in action here, appeal to us very much. We have seen your full catalogue and are interested to know whether ·you have considered the possibilities of the market in this country.

As a leading house of importers and distributors for many years standing in this trade, we have an extensive sales organization and a thorough knowledge of our market. We think your products would have a good sale here, and are prepared to do business with you either on a consignment basis or by placing firm orders, if your prices and terms are right.

Please let us have your views on these proposals if you are interested in establishing an agency here, our Mr. E. would be pleased to call on you in March, when he will be in your country.

We look forward to your reply.

10. Dear Sirs,

Thank you for your enquiry of April 18th concerning elastic wire. We are glad to say that we can supply any quantity of wire from stock to the exact specification of your sample. You may be sure of immediate attention to your order which we look forward to receiving.

Yours faithfully,

11. Dear Sirs,

We thank you for your enquiry of January 30th for our MEN'S SUITINGS and enclose our detailed quotation.

A very full range of the patterns has been sent to you by post today, and you will see that in view of the fine quality and attractive design our materials are really good value. We can assure you that these suitings are very popular in various markets.

We can offer you any of these patterns firm for fourteen days, but cannot promise anything definite beyond that period in view of the heavy demand for this type of material.

In case of an order for more than 500 pieces we would allow a special discount of 7.5% for settlement within seven days from date of invoice.

We are at your service at all times.

Yours faithfully,

12. Dear Sirs,

We are pleased to have your enquiry and are sending you herewith the price-list requested. We also enclose details of our terms and conditions of sale.

As you have evidently realized, plastic kitchen-ware is here to stay. Dealers who have made special window-displays of our brightly coloured ware have reported good sales even at this season when hardware sales are usually at their lowest.

After studying our prices and the liberal terms, you ·will understand why we are working to capacity at the moment to meet the demand. We would advise you therefore to let us have your order by the end of the month, if you are really interested in having a stock of these attractive lines as soon as possible.

We look forward to the opportunity of being of service to you.

Yours faithfully,

13. Dear Sirs,

Your enquiry of October 12th, which we welcome, is receiving our attention, and we thank you for your interest in our products.

A copy of our illustrated export catalogue will be sent to you today together with a range of samples of the various skins used in the manufacturing of our gloves and shoes.We think the colours will be just what you want for the fashionable trade, and the beauty and elegance of our designs, coupled with the superb workmanship, should appeal to the discriminating buyer.

Our representative, Mr. J will be in your city next week and he will be pleased to call on you with a full range of samples of our handmade lines. He is also authorized to discuss the terms of an order with you or to negotiate a contract.

It will be a pleasure to serve you.

Yours faithfully,

14. Dear Sirs,

We thank you for your enquiry of June 25th and are interested to hear that you saw our advertisement in “The Metal Worker". No doubt you also read the report on page 22 of this journal, of tests carried out on our aluminium screws.

To save time, we enclose a pro-forma invoice for all items listed in your enquiry, as all of these are in stock at all times. Thus, should you wish to place a firm order, all you need do is arrange for settlement of the invoice by draft through your bank, and advise us at the same time. We guarantee delivery within 4 weeks of receiving your instructions.

You may be interested to know that we are opening a new agency early next year for the greater convenience of our customers. Meanwhile we shall give your orders our immediate attention.

Yours faithfully,

15. Dear Sirs,

Many thanks for your letter of July 15^th, in which you ask us for an extra discount of 2.5% over and above the usual trade discounts, in consideration of your order for 30,000 envelopes.

While appreciating your order, we feel we must point out that our prices have already been cut to the minimum possible, and that envelopes are unobtainable elsewhere at our rates.

We would, however, be pleased to allow you the requested 2.5% if you care to raise your order to 50,000 and we await your confirmation before putting the matter in hand.

With our best thanks,

Yours faithfully,

16. Dear Sirs,

We thank you for your letter of the 1st of March, and have pleasure in enclosing our catalogues. We will be happy to execute your orders on our usual terms - 2.5% at one month, or 3.5% for prompt cash, and trust this may be the beginning of a long and mutually profitable connection between us.

We like to help our customers in every way possible and hope you will not hesitate to write to us whenever we can be of use.

Yours faithfully,

Here are some suggestions for sentences which you might include in a routine enquiry: