Unit 2: enquiries

Defining termsEnquiry: British English Inquiry: American English Request: an action of asking formally and politely for something to be done Enquiry: a request for information about so

Commercial Correspondence

Unit 3

 Enquiries and

Replies

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)

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…)

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

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

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…

• 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…

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.

Give background information/ reason

• We intend to purchase a new laser printer/copier

before the end of the year

department and are thinking of adding new ranges

to our present stocks We are particularly

interested in …

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

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

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.

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

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?

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 …

Suggesting terms, methods of payment,

• 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

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

 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

 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

Collocations: Adjective/ Noun + Nouns

 Cash discount

 Trade discount

 Quantity discount

Collocations: Verbs + Nouns

 To hold/ carry a stock of a product

 To invite/ seek a tender or an estimate

 To provide/ supply a tender or estimate

Expressions: Others

 On a regular basis