Chapter 7 Enquiries An enquiry(also spelt inquiry) letter asks for

information about a product, service,etc.. In business, inquiry letters are often written by importers to exporters.

Two categories: general inquiry and specific inquiry. In a general inquiry, the writer may ask only for catalogues, samples to get a general understanding of the products handled by the exporter. A specific inquiry letter written when the buyer has a particular product in mind and wants

and wants the seller to make a quotation or offer for this item. The reply to an inquiry should be prompt

and courteous and often contains the thanks to the reader for his interest in your products. The reply to a general inquiry usually has enclosures such as catalogues,pricelists, pamphlets which are to present detailed information. Reply to specific inquires should cover all the information asked for.

Three basic rules for an effective inquiry letter: 1. Stating exactly what information

the writer wants. 2. Indicating clearly why the writer

must have this information. 3. Specifying when the writer must

have the information.

How to Write an Inquiry Letter 1. Introductory statement of resources of

information or previous letter, etc. Useful Expressions: Your name was

given/recommended/referred to us by the New York Chamber of Commerce and we would like to know details of your Star Brand Eye Glasses.

We are interested in your ad. In the “Trade Journal” of December 1.

We learned about your C/P/S through I. We heard about your C/P/S through I. We read about your C/P/S in I. C=company, P=product, S=service, I=information 2. The second sentences often used: Would you please send me information/a

catalogue/a brochure/a price-list? Would you please let us know if these

items are still available/in stock?

Choose the best choice:

1. A. What about delivery time? B. How soon could/can you deliver? 2. A. What about price? B. How much would it cost? 3. A. Are different colors available? B. What colors are available?

3. Closing sentences: We look forward to hearing from you. We hope to hear from you soon. Would you please reply /let us know as

soon as you can/immediately/right away ? How to reply to an enquiry letter? 1. Thank you for inquiring about our P/S/ Thank you for your message/letter of

April 21, 2004.

2. As you asked/requested, we are pleased/happy to enclose our catalogue. Here is the catalog you asked

about/requested. As you asked, we are happy to inform you

that … 3. Closing sentences: Please let us know if we can be of further

help/assistance/if you need more/further information.

We are looking forward to hearing from you.

Avoid using the following closing sentences: 1. We are looking forward to your

orders/positive answer/favorable news/firm order.

2. We would be pleased if you could accept our offer.

Evaluate the following letter: 1. Dear Sir: I noticed my friend’s Little Swan Washing

Machine and thought that I might like to have one of my own. Would you please let me know about the following:

1. Cost? 2. Guarantee? 3. Delivery time? 4. Discount? 5. Models available? 6. Color choices? I look forward to hearing from you. Sincerely,

2. Dear Sir, We are interested in your XL/2 Water

Purifier. If we ordered 30 units, how much they cost? Could you give us a discount? If so, how much? Also, how long does the guarantee last? Finally,how soon could you deliver upon receipt of your order?

We are looking forward to hearing from you.

Sincerely,

Dear Sir, We are interested in your XL/2 Water

Purifier. First, could you answer the following questions:

1. How much would it cost for 30 units? 2. How long does the guarantee last? 3. How soon could you deliver? 4. Could you give us a discount? If so, how

much? We are looking forward to hearing from you. Sincerely,

Reply to the above letter:Dear Sir, Thank you for inquiring about our XL/2 water

purifier. The answers to your questions are as follows:

1. The cost per unit (if you ordered 30 units) would be HK$ 2,500.

2. The guarantee is for one year from the date of purchase.

3. We could deliver within 10 days upon receipt of your order.

4. Unfortunately we can not give a discount , because this is a new model

Continued 4. Unfortunately we can not give a

discount , because this is a new model.

Please let us know if we can be of further help.

Sincerely,

[1] A “First” Enquiry (page134) (a) Enquiry We learn from the British Embassy that… Your name was given us by the British

Chamber of Commerce and we should like to enquire whether…

We= our company You=your company Steady demand=firm demand / heavy

demand Closing sentence: We look forward to

hearing from you within two weeks.

e.g. 1. We shall take particular care to keep strictly to your specifications. 2. Our prices are usually based on CIF, but

CFR will do if you request. 3. Our client wants two different patterns. 4. You’ll receive the sample parcel soon. 5. We’re pleased to inform you that there

is now a steady demand for Chinese TV sets in the market.

[1] (b) Reply 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 manufacture of our gloves and shoes.

And the beauty and elegance of our designs, coupled with the superb workmanship,should appeal to the discriminating buyer.

[2] Enquiry through agents(a) Enquiry They are opening a new hotel and have asked

us to submit quotations for the furniture and equipment in accordance with the attached list.

1.submit=give; send 2. attached list=enclosed list

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.

Out of stock

Have you any of the blue shirts in stock? Have/keep sth. in stock; The prices quoted are subject to the go

ods being in stock on receipt of orders. They stock copies of the brochure you r

equire.

(b) reply Our ref.:h/f150. Your ref. Attention the export dept. We thank you for your enquiry dated

Jan.31. Dated=of Now we can deliver a part of the goods

required from stock, in accordance with the enclosed detailed offer. Offer=quotation

For the balance we should require… The balance=the rest of the goods

[3] Enquiry through buying agent (a) Enquiry We have had an enquiry from our principals in I

ndia for Men’s suiting. We shall,however, be in a position to give you

substantial orders if your quotations are reasonable.

Be in a position to do sth.= be able to do sth This expression is only used in trade. We will contact you by e-mail as soon as we ar

e in a position to accept fresh orders. Be in no position to do something.

(b) reply A very full range of the patterns has been

sent to you by sample post today,and you will see that in view of the fine …

In view of=considering In view of the increased demand for our

products, we wish to appoint an agent. In view of the amount of this transaction

being very big, we are prepared to accept payment by L/C at sight.

Do Practice 4.

Visit the following websites:

http://www.wtojob.com/ http://hao360.com/page/biz_trade.asp http://www.szdmz.com/waimao/