English for

International Business
Communication
Unit Two

Enquiries and Replies

I. Teaching Aims and Requirements:

• What is an enquiry?
• The types of enquiry (General Enquiry &
Specific Enquiry);
• How to write letters of enquiries and how to
reply to enquiries;
• Useful words and expressions in making
enquiries and their replies
II. Resources/Materials:

• 戚云方，《新编外经贸英语函电与谈判》浙
江大学出版社， 2007
• 戚云方，《新编外经贸英语写作与套语》浙
江大学出版社， 2007
• 诸葛霖，《外贸英文书信》（第三版）对外
经贸大学出版社， 2007
• PPT slide shows: Enquiries and Replies
III. Study of the Background Knowledge:

1. What is an enquiry?
2. What is to be noted when making an enquiry?
3. Types of enquiries
4. To whom should an enquiry be addressed?
5. “First Enquiry”
6. Key points in replying to an enquiry
III. Study of the Background Knowledge:

1. What is an enquiry?

• An enquiry is made when one party of a

transaction wants to get a supply of products,
service or information from the other
party/parties. It is the first step of a business
negotiation.
• The essential points of an enquiry should be ：
simplicity, clearness and conciseness.
III. Study of the Background Knowledge:

2. What is to be noted when making an enquiry?

1) Select the prospective offerer beforehand;

2) Be tactful enough to avoid unnecessary

divulgence of business secrets.
III. Study of the Background Knowledge:
3. Types of enquiries:
• 1) General Enquiry----a request for a
pricelist, catalogue, sample or quotation of
price and other terms
• This kind of letter should be simple and
direct in content.
• 2) Specific Enquiry----an enquiry for goods
of a certain specification (It is made when a
buyer intends to conclude some business with
the seller.)
• When this is to be sent, many companies
use a printed form for the purpose of
eliminating the trouble of writing a letter.
III. Study of the Background Knowledge:

4. To whom should an enquiry be addressed?

• Enquiries should be addressed to the

company instead of an individual, only in this
way, prompt attention will be received.
III. Study of the Background Knowledge:
5. “First Enquiry”:
• If a buyer sends his enquiry to a seller whom
he has never before dealt with, this is the
“First Enquiry”.
• In such a letter, he should begin by telling the
addressee how he obtains his name. Some
details of his own business such as the kind
of goods handled, quantities needed, usual
terms of trade, and any information likely to
enable the supplier to decide what he can do
for you, will also help.
III. Study of the Background Knowledge:
6. Key points in replying to an enquiry:

– If you cannot satisfy the enquirer’s demand at the

moment, acknowledge the letter immediately,
giving the reason and assuring that you will do all
you can to meet his requirements.
– If the enquiry is from an old client, express your
appreciation of his interest in your products.
– If it is from a new customer, say you are glad to
receive it and express the hope of lasting friendly
business relations so as to create goodwill and
leave a good impression on the reader.
IV. Study of the Specimen Letters:

A: Key points, Useful Words and Expressions in Enquiries:

York House
Lawton Street
Liverpool, ML3 2LL
England
Our Ref: CT-SH
Your Ref:
15th January 19…

China National Import & Export Corp.

Shanghai
China
addressee
• 1. necessary components in an enquiry,

• (esp. for the first enquiry) How you obtained the

addressee’s information, e.g.
1) Messrs. Brown & Clark of this city inform us that you are
exporters of all cotton bed-sheets and pillowcases.

2) We have seen your advertisement in Alibaba. com and are

interested in…

3) We have been informed by the Bank of Canada, Vancouver, that

you are one of the leading exporters of textiles in Shanghai and …

4) We learn from our Embassy in your country that you are

manufacturing and exporting a variety of Cassette Tape
Recorders…
• (esp. in the first enquiry) addresser’s self-introduction,
e.g.
1) We are large dealers in textiles and believe there is
a promising market in our area for your goods.

2) We are proud to inform you that we are one of the

biggest silk importers in the world, and we’ve been
importing from India before.

3) Our firm, established nearly half a century ago, has

extensive connections with food stores in the cities
and towns. (Letter 3, Unit Two)
• what you want:

. illustrated catalogues/catalogues

. quotations (price, price terms, payment terms,

discount, etc)

备运时间 : 从订货至到
货所需的时间。
. lead time

. sample(s)
• ending:

. Looking forward to your early reply.

. Your early reply will be highly appreciated.

. We anticipate your early response.

 short, to the
point

2. Generally speaking, enquiries should be brief,

specific, courteous and reasonable.
but no need for over-politeness
Clear and exact and humbleness
3. Words and expressions:
to show one’s
courtesy

1) We would like you to send us details of your various

ranges, including sizes, colours and prices, and …

similar expressions:
. Will you please send us details of…
. We should find it most helpful if you could…
. We should be pleased/glad if you would …
. We would appreciate it if you could…
. We wonder if you could…
2). We are large dealers in textiles and believe there is a
promising market in our area for moderately priced
goods of the kind mentioned.

. a promising market: 有希望的市场，大有可为的市场

a potential market, a possible market, a future
market

. moderately priced goods: 价格适中的商品

reasonably priced goods, goods at reasonable
prices
3). When replying, please state your terms of payment
and discount you would allow on purchases of
quantities of not less than 100 dozen of individual
items.
回复时，请注明你方支付条件以及个别货品购买 100 打
以上的折扣优待办法。
. terms of payment: 付款方式

. discount n.: deduction from nominal value or price

折扣，优惠 ( 常以百分比来计算 )

• 常用的习惯搭配 ( 见后 ) ：
• 常用的习惯搭配：
• (1) to give/offer/grant/allow (sb.) a discount of 10% / a 10%
discount on/for sth.
• 对某物打九折 ( 出售 )
• e.g. We would allow you a special discount of 10% on an order
exceeding 500 pieces.
• 对你方超过 500 件货物的订单，我们给予 10% 的特别折扣。

• (2) at a discount: at reduced prices 低于正常价格，打折扣

• e.g. They were selling everything at a discount.
• 他们销售的所有商品都打折。

• We are selling off our repair kits with a quantity discount.

• 我们正打数量折扣以销售我们的工作服。
4). Prices quoted should include insurance and freight to
Liverpool.

报价应包括到利物浦的保险费和运费。

5). There is a steady demand here for gloves of high

quality and, although sales are not particularly high,
good prices can be obtained.
这里对高质量的手套有稳定的需求。虽然销售量不是特
别大，但价格好。
• demand n. : call for commodity by consumers;
urgent or pressing requirement 要求，急需
• e.g. an increasing demand, a growing demand 日益增
长的需求
• an active demand, a brisk demand, a keen
demand 需求甚殷
• a large demand, a great demand, a good demand,
a heavy demand 需求很大
• an urgent demand 急需
• demand and supply 供与求；供求
• The supply is inadequate to meet the demand.
(The demand exceeds the supply.)
• 供不应求。
•
• Supply exceeds demand. 供大于求。
• Oil is in great demand these days.
• This cheque is payable on demand.
• 对某物的需求： a … demand for sth.
• e.g. There is a keen demand for your products in our
market.
• 本地市场对你方产品需求很大。
• There is a great (little) demand for cotton textiles
in Europe.
• vt.: require, need 需求，要求
• e.g. The letter demands an immediate reply.
• The claim demands compensation for the
buyer’s losses.
B. Key points, Useful Words and Expressions in Replies:

• Replies to enquiries should be prompt, courteous and

有针对性

helpful.

• Replies usually start with the acknowledgement with

thanks for the enquiries.
e.g. 1) We are very pleased to receive your enquiry of
15th January …
2) We have received your enquiry of 20th August
and thank you for your interest in our products.
3) Thank you for your letter of April 14 enquiring
for …
4) This is in reply to your enquiry of March 8.
• As a prospective seller, tell the buyer what you are
doing to satisfy his demand.

• 1) By separate post we are sending you some

samples….
• 2) A copy of our illustrated catalogue is being sent to
you today, with samples of ….
• 3) For the items you mention we are pleased to quote
as follows:
• Reply to every detail required by the enquirer. If
necessary, put more information which is thought to
be helpful for the enquirer.
1) Our goods are both excellent in quality and reasonable
in price.
2) This range is popular not only because … but also
because….
3) We invite your attention to our other products which
may interest you….

• Replies usually end with the hope for future business.

e.g. 1) We look forward to receiving your first order.
2) We look forward very much to the pleasure of
getting/obtaining an order from you.
3) We expect to have your decision at an early date.
• Words and Expressions:

1. illustrated catalogue: 带图片的产品目录 / 产品说明书

2. Also by separate post we are sending you some
samples …
by separate post: 另邮

separate adj.: divided, individual 单独的，分开的

e.g. 1)The discussion of these issues should be kept
separate.
2) We have forwarded under separate cover a copy
of the contract.
separate vt.: to cause (things or people which were joined
together or mixed) to be no longer joined or mixed 分
开，分离
e.g. Please separate the blown tins from the good
ones for easy identification.

3. On regular purchases in quantities of not less than 100

dozen of individual items we would allow you a
discount of 2%.
如果定期订货，且每种品种的数量不少于 100 打，我方
可给予 2% 的折扣。

不可撤销即
期信用证

4. Payment is to be made by irrevocable L/C at sight.

5. But if you place your order not later than the end of
this month, we would ensure prompt shipment.
place an order: 下订单 , 订货

ensure vt.: 1) make sure, guarantee 确保，保证

2) make sb. certain to get sth., assure 保
证得到
常用的习惯搭配： to ensure sth.
• to ensure sb.’s doing sth.
• to ensure that…
prompt shipment: 立即发货，立即装运
6. We invite your attention to our other products such as
table-cloth and table napkins…
This sentence is used to introduce more additional products for
the enquirer’s reference, which hopefully will result in more
business.
Similar expressions:
We also manufacture a wide range of hand-made leather
handbags in which we think you may be interested.

As the goods of your specifications are in short supply, we

intend to furnish you with … as a substitute, which is of
good quality and very close to your specification but will be
offered at a more favourable price.
7. Unfortunately, we cannot send you
immediately a full range of samples, but you
may take it that…, are of the same high
quality.

take it: believe, be sure about

(goods) to be of … quality （货物）具有 … 品
质
• 8. enquiry n. （英式）询盘，询价 ( 美式为 inquiry)
• 商务函电中常用的习惯搭配： to make an enquiry for sth.(goods) 对某物进行
询价
• e.g. We are now writing you to make an enquiry for your products.
• We are pleased to have your enquiry for our products.
• We have received a number of enquiries from our regular customers for
your new models.
• Our offer will be sent to you upon receipt of your specific enquiry.
• enquire v. 1) vt. ask to be told 询问，打听
• e.g. We should like to enquire whether you can supply the following
items.
• We wish to enquire the current price for your Chinaware.
• 2) vi. ask for 询价
• e.g. We are glad to inform you that we can supply the goods you are
enquiring for.
• enquire into: investigate or try to find out about something 调查
• e.g. We are enquiring into the background of the new supplier.
• enquire about: ask for information about 咨询
• e.g. Please write a letter to our Branch Office at Chicago to enquire about
the market conditions there.
• 在商务英语函电中， enquiry 更多地用来表达“询价”； inquiry 则更多地用来
表达“询问”；“调查”等。
C. Reminders for writing enquires and
replies:

enquiries: brief, specific, courteous and

reasonable

replies: prompt, courteous, helpful, additional

information if necessary
V. Key points and difficult points:

• the definition of enquiry and what is to be

noted when making enquiries
• types of enquiry and the ways of writing each
type of enquiry
• general components of a first enquiry
• useful words and expressions in making
enquiries and their replies
VI. Exercises in class:
1. Answer the following questions:

1) What is the aim of making enquiries?

2) What are the types of enquiry?
3) Should enquiries be addressed to an individual?
Why not?
4) What should be normally included in a first
enquiry?
5) What should the answers to enquiries be?
6) What should enquiries be?
VI. Exercises in class:
　

2. Multiple Choice:

1) We acknowledge _____ thanks the receipt of your enquiry of

11th May,2008.
A. with B. by C. in D. to
2) As we are in the market for auto parts, we should______ if you
would send us your best quotations.
A. pleasure B. please C. be pleased D. please
3) We put forward for your consideration an offer for our new
products, and hope you will______ this opportunity.
A. make good B. take advantage of
C. take care of D. look for
4) We look forward to ______ your orders soon.
A. get B. have C. receiving D. taking
5) You may_______ that we will ship your order without delay.
A. ensure B. assurance C. assured D. rest assured
　
VI. Exercises in class:

6) Please be informed that the quotation __________ change without

previous notice.
A. subjects to B. subject to C. is subject to D. is subjected
to
7) We intend to furnish you with our substitute, which is of good
quality and will be offered at a more________ price.
A. good B. better C. cheaper D. favorable
8) We are sending you by ______ post the samples for the new
season.
A. another B. other C. separate D. extra
9) The supply is inadequate to ______ the demand.
A. meet B. have C. surpass D. catch
10) We shall be pleased to forward samples and catalogues as well
as detailed information upon _______ of your reply.
A. receive B. receiving C. receipt D. received
VI. Exercises in class:

3. Translate the following sentences into

Chinese:

1)We have much pleasure in enclosing a quotation

sheet for our products and trust that their high quality
will induce you to place a trial order.

2) Your company has been introduced to us by THAT

company with whom we have traded for many years.
Would you please supply us with a complete set of
catalogues for cable accessories so that we may make
choice and work on them.
VI. Exercises in class:

3) We very much regret that we are unable to supply

you with the small quantity you require.

4) While thanking you for your enquiry dated June 7,

we’re sorry to inform you that we are not in a position
to cover your requirement. However, as soon as we
have secured our supplies, we will revert to the matter.

5) Please be informed that, on account of the

fluctuations of foreign exchanges, the quotation is
subject to change without previous notice.
VI. Exercises after class:
1. Translate the following into English:

1) 我们另邮寄样品一批，深信一旦你们有机会查看样品之后，定会承认该
批货品质优良，价格合理。

2 ）据悉你公司能出口最新型的照相机 RX-31 型，故与你们联系，希望寄

我方该相机目录一份。同时并请告知其最低价，以便我与客户联系。

3 ）我公司是一家国营公司，专营各种轻工业产品的进出口业务，与你地
Gorden & Co. 已有多年业务关系。

4 ）收到贵司 5 月 14 日的询价，得悉你对我们手工制作的台灯 (desk

lamp) 感兴趣。现将你所需的详细资料，具有插图的目录和价格单附寄给
你。

5 ）盼望收到你方的定单。请放心，你方的定单一定会得到我们的及时关
注。
VI. Exercises after class:
2. Writing:
1) Write a letter of enquiry to YOYO, who is introduced
to you as the biggest manufacturer of tableware in
Japan by one of your old customers, to get
information which you think is necessary for you to
start the business with him.

2) Reply to an enquiry from your old customer about

bicycles. Inform them that the bicycles they required
are temporarily out of stock, and recommend them
another brand which you think is similar to what they
required but with better price.
IV. Study of the Specimen Letters:

• (Usually) the company. Why?

1. to ensure quick attention

2. to avoid mistakes on wrong individual addressee
IV. Study of the Specimen Letters:

e.g. irrevocable L/C at sight, D/A, D/P, T/T in advance,

T/T on receipt of goods, etc.

(details pls refer to Unit Ten)