Commercial Correspondence

Unit 3
Enquiries
OBJECTIVES
• Know how to write an enquiry in order to get the best offer.
• Know how to persuade customers to take action.
• Know how to create first good impression.

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ENQUIRIES
1. What is an enquiry?
A letter asking for information about products.
2. How to make an inquiry?
• By telephone, letter, cable, telex, fax, or email.
• Make an enquiry to more than one supplier.

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 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…)

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MAKING ENQUIRIES

The contents of enquiry will depend on three

things:
üHow well you know the supplier?
üWhether the supplier is based in your country or
abroad?
üThe type of goods or services you are enquiring
about?
 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

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 Opening

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 specialize in …
• We are one of the main producers of industrial
chemicals in Germany, and we are interested in…

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OPENING
• Tell your supplier:
• What you are doing.
For example: We are looking for an alternative supplier of light weight
batteries.

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 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. Gennovisa of Milan that
you are interested in supplying…

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 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.

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 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 …

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MAKING REQUESTS
• Some useful phrases to make requests:
• Could you please send us …..
• Please provide us ……
• I would appreciate more details about ……
• We would also appreciate it if you could give ……
• We would be grateful if you could ……
• It would be possible for you to supply us ……
• We would be glad if you could offer us……
• We shall be obliged if you could ……

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MAKING REQUESTS (CONT.)
• Be specific and state exactly what you want.
For example. Could you please send your current catalogue and price list for
exhibition stands? We are particularly interested in stands suitable for display
furniture.
• Quote box numbers, catalogue references…to help your suppliers know exactly
what you want.
For example. I will be attending the auction to be held at Turner House on 16
February, and am particularly interested in the job lot listed as Item No.531.

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MAKING REQUESTS (CONT.)
• Ask for samples if you are uncertain about the product.
For example. We would also appreciate it if you could send some
samples of the material so that we can examine the texture and
quality.

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MAKING REQUESTS (CONT.)
• Ask for catalogues, price lists, prospectus, details, patterns and
demonstrations, goods on approval, on sale or return, an estimate
or tender…
For example:
• Would you send me an up-to-date price list for your building
materials.
• Where can I see a demonstration of this system?
• 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.

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MAKING REQUESTS (CONT.)
• Ask for terms of trade: discounts, method of payment etc.
For example:
• Could you tell us the discount you will offer for orders over 1000 units.
• We would also like to know the credit facilities you grant for regular
customers?
• Please give us more information about the method of payment for new
customers.

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 Asking for catalogues, price lists, etc.

§ Not a lot of information about yourself.

§ Your postal address.
§ Point out briefly any items you are interested in.

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 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.

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 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.

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 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.

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 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?

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 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 …

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 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.

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 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.

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 Closing

§ Thank your supplier.

• 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.

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 Closing

§ 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
regular basis.
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 POINTS TO REMEMBER
1. Give details of your own company as well as asking for information
from your prospective supplier.
2. Be specific and state exactly what you want. If possible, quote box
numbers, catalogue references, etc. to help your supplier identify the
products.
3. Ask for a sample if you are uncertain about a product.

4. Suggest terms and discounts, but be prepared for the suppliers to make
a counter-offer.

5. Close with an expression such as We look forward to hearing from you

and indicate the possibility of substantial orders or further business.

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Make an enquiry letter
§Your company:
F. Lynch & Co.Ltd
Nesson House, Newell street, Birmingham
Tel: (+44) 021 236 6571
§You are looking for a supplier of sweaters for the men’s
leisurewear market.
§Your conditions for 500 garments:
ü20% trade discount off net list prices
üPayment: 30 days bill of exchange, D/A