Commercial Correspondence

Unit 2

Enquiries and Replies

Enquiries

1. Defining: enquiry, inquiry, and request

2. Reasons to write
3. General guidelines
4. Making enquiries

2
 Defining terms

Enquiry: British English

Inquiry: American English
Request: an action of asking formally and politely
for something to be done
Enquiry: a request for information about
somebody or something
In business, an enquiry is a letter asking for
business information (also called a request
letter)
3
 Reasons to write an enquiry

1. to obtain information (prices, technical

data…)
2. to receive printed matter (booklets,
catalogues, price lists, or reports)
3. to receive sample products,
demonstrations…
4. to seek special favours (permission, advice,
help, discounts…)
4
 General guidelines in writing enquiries

1. State clearly and concisely what you want

right from the beginning.
2. Keep your enquiry short and to the point,
easy to understand and easy to answer
3. Be reasonable
4. Provide complete and accurate information

5
 Making Enquiries

1. Opening
2. Main message
 Asking for catalogues, price lists, etc.
 Asking for details
 Asking for samples, patterns, and demonstrations
 Suggesting terms, methods of payment, and
discounts
 Asking for goods on approval or on sale or return
3. Closing
6
 Opening

First enquiry: Tell your supplier what sort of

organization you are
•We are a co-operative wholesale society based in
Zurich
•Our company is a subsidiary of Universal Business
Machines and we specialized in …
•We are one of the main producers of industrial
chemicals in Germany, and we are interested in…

7
 Opening

First enquiry: Tell your supplier how did you know

them
•We were given your name by the Hoteliers’
Association in Paris.
•You were recommended to us by Mr John
King, of Lawsom & Davies Merchant Bankers.
•We were advised by Spett. Marco Gennovisa
of Milan that you are interested in supplying…

8
 Opening

First enquiry: Tell your supplier how did you know

them
•We were impressed by the selection of
gardening tools displayed on your stand at this
year’s Hamburg Gardening Exhibition.
•Our associates in the packaging industry speak
highly of your Zeta packing machines, and we
would like to have more information about
them.
9
 Opening

Give background information/ reason

•We intend to purchase a new laser printer/copier
before the end of the year.
•We have recently extended our television department
and are thinking of adding new ranges to our present
stocks. We are particularly interested in …

10
 Asking for catalogues, price lists, etc.

 Don’t need to give a lot of information about

yourself.
 Remember to give your postal address.
 Should point out briefly any particular items you
are interested in.

11
 Asking for catalogues, price lists, etc.

• I have seen one of your safes in the office of a

local firm and they passed on your address to
me. Please send me a copy of your current
catalogue. I am particularly interested in
safes suitable for a small office.
• Could you please send your current
catalogue and price list for exhibition stands?
We are particularly interested in stands
suitable for displaying furniture.

12
 Asking for details

 Be specific and state exactly what you want.

 If replying to an advertisement, mention the
journal or newspaper, and its date.
 If referring to a catalogue, brochure, or
prospectus, quote the reference, e.g.
Cat. no. A149; Item no. 315.

13
 Asking for details

• I am replying to your advertisement in the June

edition of “Tailor and Cutter”. I would like to
know more about the steam presses which
you are offering at cost price.
• I would appreciate more details about the
‘University Communications System’ which you
are currently advertising on your website.

14
 Asking for samples, patterns, and
demonstrations

Be specific and state exactly what you want.

• Before selling toys we prefer to test them
for safety. Could you therefore send us at
least two examples of the “Sprite” range?

15
 Asking for samples, patterns, and
demonstrations

Suggest when or how you want to see them.

• I would like to discuss the problem of
maintenance before deciding which model to
install in my factory. Therefore I would be
grateful if you could arrange for one of your
representatives to call on me within the next
two weeks.
• I would be obliged if you could …
• I would appreciate it if you could …

16
Suggesting terms, methods of payment,
and discounts

Politely suggest certain concessions and give

reasons.
•Could you let us know if you allow cash
discounts?
•As we intend to place a substantial order, we
would like to know what quantity discounts
you allow.
•We usually deal on a 30% trade discount basis
with an additional quantity discount for orders
over 1,000 units.
17
 Asking for goods on approval, or on sale
or return

• The leaflet advertising your latest hobby

magazines interested us, and we would like to
stock a selection of them. However we would
only consider placing an order if it was on the
usual basis of sale or return. If this is acceptable,
we will send you a firm order.

18
 Asking for goods on approval, or on sale
or return

• In the catalogue we received from you last

week, we saw that you are introducing a new
line in synthetic furs… We would like to try a
selection of designs. Would it be possible for
you to supply us with a range on an approval
basis to see if we can encourage a demand?
Three months would probably be enough to
establish a market if there is one.

19
 Closing

 Thank your supplier.

• Many thanks. (informal)
• Thank you for your help/assistance.
Other options:
 Express expectation to get a prompt reply
• I hope to hear from you soon.
• I look forward to hearing from you soon.
• We look forward to your early reply.

20
 Closing

 Indicate certain terms or guarantees

• Finally, we would like to point out that delivery
before Christmas is essential, and hope that you
can offer us that guarantee.
 Express interest in further business
• If the product is satisfactory, we will place
further orders with you in the future.
• If the prices quoted are competitive and the
quality is up to standard, we will order on a
regular basis.
21
 Practice 1
1. We are given your name by John Harry,
international trade bank/ world bank.
We are given your name by √ John Harry, √
international trade bank.
 International Merchant Bank
 Commercial International Bank
 Commercial International Bank
 You were recommended to us by …
 We were advised by … that …
22
 Practice 1
2. Our colleagues in wrapping industry speak highly of
your auto packing machines, we would like to know
more informations about them.
Our colleagues in √ wrapping industry speak highly of
your auto packing machines, √ we would like to know
more informations about them.
 to have more information about
 to know more about

23
 Practice 2
1. Please send to us your newest catalogues and price lists about fax
machine, with leaflets with images so I can transfer to potential
customer.
Please send to us your newest catalogues and √ price lists about fax
machine, √ with leaflets with images so I can transfer to √ potential
customer.
 so that I can pass them to sb
 in order that I could deliver them to …
 together with illustrated leaflets that I could pass to our
potential/prospective customers

24
 Practice 2
2. I own a substantial/big store at S and are very concern about
electric heater which you advertise on W.C Gazette newspaper.
Please send illustrated catalogue …
I own a substantial/big store at S and are very concern about √
electric heater which you advertise on √ W.C. Gazette
newspaper. Please send √ illustrated catalogue …
 heaters which you are advertising in the W.C. Gazette
 heaters (which are being) advertised in

25
 Practice 3
1. I would appreciate to have more informations about
new electronic household appliance advertised in
your web.
I would appreciate to have more informations about
√ new electronic household appliance advertised in
your web.
 I would appreciate √ if I could have more detail …
 I would appreciate it if you could give me more
details of …
26
 Practice 3
2. Could you please give me more information about travel tour “4
days in HN – QB” which appeared on VN Travelling part of your
…
Could you please give me more information about travel tour “4
days in HN – QB” which appeared on VN Travelling part in your
…
 … the “Four-day HN – QB” tour which appears in the VN
Travelling section of your summer prospectus?
 … the tour of “HN-QB in four days”

27
 Practice 4

1. We would appreciate it if you could send us some

samples of the material so that we can examine the
texture and quality.
2. We are regular buyers of this range of products, and
should be glad if you would send your latest
samples and let us know your competitive/best prices.

28
 Practice 4

3. We are interested in your men’s and women’s

ready-made clothing for immediate shipment.
Could you please send us samples of these items
and let us know details of your prices and terms
of payment.

29
Practice 5
Dear Sirs
Your trade association informed us that you are
manufacturers of polyester cotton bed sheets and pillow
cases.
We are dealers in textiles and believe there is a promising
market in our area for moderately priced goods of this kind.
•You manufacture bed sheets …
•We deal in … for this kind of goods with moderate prices.

30
Practice 5
Please let me have details of your various ranges including sizes,
colours and prices, together with samples of the different qualities of
material used.
Please state your terms of payment and discounts allowed on
purchases of quantities of not less than 500 of specific items. Prices
quoted should include delivery to our address shown above.
(… quantities of 500 pieces or more)
Your prompt reply would be appreciated.
(We look forward to hearing from you soon.)
Yours faithfully

31