Writing m2 2023 (1)

Definition of a letter of enquiry  A letter of enquiry is a letter sent to the seller from the prospective buyer asking information about the price, quantity, availability etc.. Fidel

WRITING – M2

Definition of a letter of enquiry

 A letter of enquiry is a letter sent to the seller from the prospective

buyer asking information about the price, quantity, availability etc of

a product and the terms of sale, terms of payment, etc

Organisation of a letter of enquiry

1 Addresses

2 Date

3 Opening greeting

4 Reason for writing

5 Questions asking for specific information

6 Request for extra information

7 Closing: request for a quick answer

8 Closing: greeting and signature

Format of a letter of enquiry

 In the introduction , identify yourself and, if appropriate, your

position, and your firm.

 In the body, list the specific information you need You can phrase

your requests as questions or as a list of specific items of information

 In the conclusion, conclude your letter by offering your reader some

incentive for responding.

3 Useful language

 Asking for catalogues, price lists, samples…

- I would appreciate your sending me/us …………

 Suggesting terms, methods of payment, discount…

- Could you let us know if ……… ?

- I would like to know whether ………

 Closing

- We would be grateful for an early reply.

Writing a letter of enquiry

You are Mr Keith Liekerman, Marketing Manager of Vegetables Supreme From the notes below, write a letter of enquiry to Mr Fidel Englebert asking for the price list and some details about the product

Notes:

+ paragraph 1: saying who you are & showing interest in purchasing and selling organic vegetables

+ paragraph 2: enquiring some details about the product (where the vegetables are grown and how to ensure that they are organically grown & providing regular supply of vegetables delivered fresh everyday)

+ paragraph 3: asking for the price list

+ paragraph 4: closing the letter

Dear ………

I am ………

We would like to enquire some details about your product:

1 Where ………

Mr Englebert,

Keith Liekerman, Marketing Manager of Vegetables Supreme

We are interested in purchasing and selling your product, organic vegetables,

in our grocery store

are the vegetables grown and how do you ensure that they are organically grown?

2 Would you be able to ………

Could you please ………

We would be grateful ………

Yours ……… ,

Keith Liekerman

Marketing Manager

Vegetables Supreme

provide a regular supply of vegetables delivered fresh everyday?

send me an up-to-date price list of your organic vegetables

as well?

for an early reply.

sincerely

Replying to a letter of enquiry

You are Antonio McGuire, Regional Manager of Rainbow Farms Read the following letter of enquiry

written on February 10, 20XX, and from the notes below write a reply to the letter.

Dear Sir or Madam

With reference to your advertisement of coconut oil in yesterday's New York Times, could you please send

me a copy of your latest catalog?

Thank you for your prompt response

Yours faithfully,

Rachel Hollis

Replying to a letter of enquiry

Useful language

 Opening

Thank the writer for his/her enquiry Mention the date of his/her letter and quote any other references that appear.

- Thank you for your enquiry of + date in which you asked about… /showed your interest in …

- Thank you for your letter of + date enquiring about ………

 Confirming that you can help

Let the writer know as soon as possible if you have the product or can provide the service he / she is enquiring about.

- We are pleased to enclose…

- I am pleased to say that we will be able to…

 Closing

- We hope to hear from you again and can assure you that your order will be dealt with promptly

- We look forward to receiving your first order

Writing practice Write sentences as directed below:

1 Thank for and refer to the following:

a Letter – 19 March – enquired about price of gold pens

b Enquiry – 5 April – requested information on new ZIS cameras

2 Enclose the following:

c new price list and latest brochure

d latest catalogue, leaflet giving details of special trade discounts & all items covered by standard

two-year guarantee

Writing practice Write sentences as directed below:

1 Thank for and refer to the following:

a Letter – 19 March – enquired about price of gold pens

Thank you for your letter of 19 March in which you enquired about the price of gold pens

b Enquiry – 5 April – requested information on new ZIS cameras

Thank you for your enquiry of 5 April in which you requested information on our new ZIS cameras

2 Enclose the following:

c new price list and latest brochure

We are pleased to enclose our new price list and latest brochure.

d latest catalogue, leaflet giving details of special trade discounts & all items covered by standard two-year

guarantee

We are pleased to enclose a copy of our latest catalogue and a leaflet giving details of our special trade discounts All the items are covered by our standard two-year guarantee

Replying to a letter of enquiry

You are Antonio McGuire, Regional Manager of Rainbow Farms Read the following letter of enquiry

written on February 10, 20XX, and from the notes below write a reply to the letter.

Dear Sir or Madam

With reference to your advertisement of coconut oil in yesterday's New York Times, could you please send

me a copy of your latest catalog?

Thank you for your prompt response

Yours faithfully,

Rachel Hollis

+ paragraph 1: thanks for enquiry

+ paragraph 2: mentioning: finding attached product catalogue, hoping

information provided can answer query, contacting for further help / clarification

if need be

+ paragraph 3: closing the letter

Dear Ms Hollis,

excited to hear from you

provided in it can answer your query If you need any further help, contact us.

We hope to hear from you again and can assure you that your order will be dealt with promptly

Yours sincerely

Antonio McGuire

Regional Manager

Rainbow Farms