REPLYING TO INQUIRIES

Letter of inquiry is regarded as an opportunity for having prospective transaction by the receiving companies. What are demanded by sender of Inquiry letters have to be responded soon. Other than enclosing the demanded catalogue, price list, and sample of products with the letter of reply, it is also necessary to express gratitude and future expectation of continuing cooperation An enquiry must be acknowledged in terms that establish good will if an immediate sale is not possible. If from old customer, say how much you appreciate it. If from new ones, say you are glad to receive it and express the hope of a lasting and friendly business relationship.

Aims of letter:

Replying demanded explanation about products or goods that is asked by prospective buyer

If your reply is to an enquiry from a new source, you will naturally give it special attention. (i) by adding a favourable comment on the goods enquired about. (ii) by drawing attention to other products likely to be of interest.

Replying to a first enquiry (for textiles)

17th January 2009 Dear Sirs We were very pleased to receive your enquiry of 15th January and enclose our illustrated catalogue and price list giving the details you ask for. Also by separate post we are sending you a full range of samples and, when you have had an opportunity to examine them, feel confident you will agree that the goods are both excellent in quality and very reasonable in price. On regular purchases in quantities of not less than five hundred of individual items we would allow you a trade discount of 5% of net price for payment within ten days from receipt of invoice Because they are strong, warm and light, polyester cotton products are rapidly becoming popular and after studying our prices you will not be surprised to learn that we are finding it difficult to meet the demand. But if you place your order not later than the end of this month, we would guarantee delivery within fourteen days of receipt. We invite your attention to our other products, details of which you will find in the catalogue, and look forward to receiving your first order.

If the enquiry is from a regular customer, a direct and polite reply, with an expression of thanks, is all that is necessary.

Replying to Enquiry from old customer

Dear sir Thank you for your enquiry of 8th April. We are still making watches of the type referred to and welcome the prospect of your renewed custom. Owing to the increased demand for them, we can now offer these watches in a wider range than when you placed your last order. For quantities of not less than one hundred of each type our prices, c.i.f. manchester, are from $12 each for the Popular to $32 each for the Aristocrat. These prices are subject to a trade discount of 40% on the ex works cost. The enclosed booklet contains details of all our watches and will enable you to make a suitable selection. For all types we can promise delivery well within the period of four weeks mentioned in your letter

USEFUL EXPRESSIONS
Replies to General Enquiry Openings 1. thank you for (we were pleased to receive) your enquiry offor 2. we are pleased to learn from your letter ofthat you are interested in our 3. we are sending you a copy of ourasked for in your letter of we are pleased to receive your enquiry ofand enclose 4. samples (patterns) of our range offor which you ask in your letter ofare being sent to you today. Endings 1. we shall be pleased to send you any further information you may need 2. we hope you will be able to place order with us 3. we shall deal promptly with any order you send us 4. we have the items in stock and can deliver as soon as we receive your order 5. we are confident that you will be satisfied with the quality of our goods 6. I hope the samples (patterns) will reach you safely and in good time and look forward to your order. 7. we look forward to hearing from you again

exercises
1. 2. You receive an enquiry from a foreign buyer for your catalogue of mechanical toys. He saw them exhibited at Jakarta Fair and wants details of prices and terms. Write the reply and include a suitable note recommending your products. Write to Jackson & Sons for their current catalogue and pricelist of emergency lamps. You are particularly interested in led-emergency lamp for which you would probably have a good sale if the prices are right. Ask for terms and delivery dates. Prepare Jacksons reply to the enquiry in ex 3. draw attention to the reply to any special points concerning the lamps themselves.

3.