Lecture "Commercial Correspondence - Unit 2: Enquiries and replies" to give students the knowledge: Defining - enquiry, inquiry, and request; reasons to write; general guidelines, making enquiries. Invite you to refer to the disclosures.
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Nội dung Text: Lecture Commercial Correspondence: Unit 2 - Nguyễn Mai Hương (p2)
- Commercial Correspondence
Unit 2
Enquiries and Replies
- Enquiries
1. Defining: enquiry, inquiry, and request
2. Reasons to write
3. General guidelines
4. Making enquiries
2
- 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)
3
- 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…)
4
- 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
5
- 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
3. Closing
6
- Opening
First enquiry: Tell your supplier what sort of
organization you are
•We are a cooperative 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…
7
- Opening
First enquiry: Tell your supplier how did you know
them
•We were given your name by the Hoteliers’
Association in Paris.
•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…
8
- Opening
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.
9
- Opening
Give background information/ reason
•We intend to purchase a new laser printer/copier
before the end of the year.
•We have recently extended our television department
and are thinking of adding new ranges to our present
stocks. We are particularly interested in …
10
- 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.
11
- 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.
12
- 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.
13
- 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.
14
- 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?
15
- 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 …
16
- Suggesting terms, methods of payment, and
discounts
Politely suggest certain concessions and give
reasons.
•Could you let us know if you allow cash
discounts?
•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
over 1,000 units.
17
- 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.
18
- Asking for goods on approval, or on sale or
return
• In the catalogue we received from you last
week, we saw that you are introducing a new
line in synthetic furs… We would like to try a
selection of designs. Would it be possible for
you to supply us with a range on an approval
basis to see if we can encourage a demand?
Three months would probably be enough to
establish a market if there is one.
19
- Closing
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.
20
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