Most letters of enquiry are short and simple. 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.
An enquiry should include:
a) A brief mention of how you obtained your potential supplier's name.
b) Some indication of the demand in your area for the goods which the supplier can sell.
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 complete the enquiry.
Here are some examples of enquiries.
1. December 5, 20...
We were greatly impressed by the samples of your goods which we saw on display at the Moscow exhibition last November.
We are very interested in establishing contacts with you2 and feel that we shall be able to do successful business provided3 your terms and conditions are acceptable for us.
Pleaselet us haveyour cataloguesand latestprice-lists quoting your!best terms and prices.
We are looking forward to hearingfrom you.
2. September 5, 20... |
Dear Sirs, I
We have heard from the ... Embassy in ... that you are producing fori
export hand-made shoes and gloves in natural materials. j
There is a steady demand in our country for high-quality goods of this |
type. Sales are not high, but a good price can be obtained for fashionable j
Will you please send us your catalogue and full details of your export | prices and terms of payment, together with samples of leather and, if pos- j sible, samples of some of the articles themselves.
We are looking forward to hearing from you.
3. November 10, 20...
We have seen your advertisement in the ... Journal and would be grateful to you if you would kindly send us details of your product.
Please quote us for the items listed on the enclosed enquiry giving your prices c.i.f.4...
Will you please also indicate delivery times, your terms of payment and details of discounts for regular purchases and large orders.
Our annual requirements for this product are quite high, and we may be able to place big orders with you if your prices are competitive and your deliveries prompt.
We look forward to receiving your quotation.
A reply to an enquiry which is an offer, is usually fairly brief, and does not need to be more than polite and direct, provided the supplier is in a position to meet his correspondent's requirements, his reply will generally:
a) Thank the writer of the letter of enquiry for the letter in question.
b) Give all the information requested, and refer both to enclosures andto samples, catalogues and other items sent by separate post.
c) Provide additional information, if he can do it.
d) Conclude with one or two lines encouraging the customer to place orders and assuring him of good service.
. Here are some examples:
1. March 5, 20...
Thank you for your enquiry of... which has been given our careful attention.
We enclose detailed quotations for a wide range of our product.
We can make a firm offer to meet any delivery dates. The prices and the terms of payment will depend on our mutual agreement.
If you place a big order we shall be able to give you a discount.
Your early reply will be appreciated.
2. February 5, 20...
We thank you for your enquiry of... and can confirm our telephone conversation of yesterday in which we informed you that we can deliver part of the goods required from stock. For the balance we would require approximately two months from the date of signing the contract.
Prices as quoted are f.o.b.4...
Packing in ... cases.
Payment against documents by a L/C.5
We are prepared to discuss details of the delivery dates at your convenience. Meanwhile we assure you that you can count on our full cooperation.
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