Enquiry Letter 267° e buyer writes to the seller for selling his goods on credit. 2. Theseller writes to the buyer asking him to provide addresses of some businessmen, who can give a guarantee to him (credit references). 3. The buyer replies giving the seller the names and addresses ofcredit references. 4, Theseller enquires the credit references about the creditworthiness of the buyer. The referees reply to the seller giving a favourable information or U favourable information about the buyer. These letters are called credit enquiry letters. Solicited enquiry (Example - 1) Telephone =: 2581-9316 Telegram : “ELECTRICALS” Post Box No.: 342 Telex + 071-5849 NATIONAL ELECTRICAL PVT. LTD (Leading retailers of all electrical goods) 24, Club Road Bangalore Ref.; NEP/253/05 Date: 15th March, 2005 ‘The Electrical Industries Pvt. Ltd. Brown House 123, Mission Road Calcutta - 5. Sub: Ceiling fans - Agency regarding. Ref, ; Your Advertisement in Newspapers Dear Sirs. ‘We have read your advertisement jin recent newspapers for stockists of your well-known brand of fans. Weare an old and established firm in the city of Bangalore. We handle among other things a large number of electrical goods. We are willing to accept authorised representation-and dealership for your ceiling fans and would appreciate ifyou would kindly send us your terms and conditions of Agency ‘Authorised dealership. We can furnish you with satisfactory bank and other references. ‘Thanking you, Yours truly, Sd/ (B,J. Patel) Manager for National Electrical Pvt. Ltd.8 Business Comm i Unsolicited inquiry Hxample () 32224.217 Post Box No. :153 Telephor ™ Tet ES” Ot -25010 felogran Telex DELI CLOTH HOUSE (Retailers of all ypes af Textiles) ; 53127, parry New Delhi -2 Ref. : DCH/115/2005 pate: 2nd Sept 2009 Messrs, Govind Ram and Sons Wholesale Dealers in Textiles 45, Civil Lines Kanpur, Sub : Pri st ~ enquiry regarding Dear Sirs, i : ile goods you are We shall be glad if you send us, as earlyas possible, the Price list of various textile goods Yo" dealing with. Please quote your lowest and indicate your other termsand conditions which you would like to offer. Thanking you, ‘Yours faithfully, for Delhi Cloth House sdf (S.P.Sharma) Manager Enck Nil SPS/NT Unsolicited Enquiry Example (ii) ‘Telephone 1235-1327 Telegram :“ORIENT” Post Box No. +132 ORIENT TRADING CO. (Dealers in all types of woollen goods) 57, Nicholson Road Kanpur Ref, OTC/ Pur. 197/05 Date: 25th July, 2005Vivek Bose and Co, live Street cutta = 10, Sub: Purchase of woollen items - enquiry regarding Sirs, We shall be glad if you kindly let us have within a week a quotation on the supply of the following items: 1. Pattern Number R 486 Dhariwal suiting - 10 Rolls 2. Pattern Number R520 Dhariwal suiting - 15 Rolls 3. _ Pattern Number D 489 Raymond suiting - 20 Rolls 4. Pattern Number D 684 Raymond suiting - 20 Rolls Please inform us how soon you can deliver the goods after receipt of our order. Please mention also the discount and other terms and conditions like mode of payment, model packing, delivery charges etc. We are having a substantial demand for the above items over here and we hope to place a handsome order after receiving your quotation. Always assuring you of our best cooperation. Yours faithfully, Sa) (RS. Gupta) Manager For Orient Trading Co. End: Nil RSG/LK QUESTIONS Enquiry letters are written to enquire into the terms and conditions for buying a product. Explain this statement. Discuss in detail the different types of enquiry letters, Write an enquiry letter to the Sachin Cloth Store, Ghaziabad, on behalf of Lovely Cloth House, Indore.QUOTATION LETTER letter written by a prospective seller to the prc a ca yg be Chea 7 ‘ospective bi ting his various terms and ions forthe sale ofthe productswithwhichhedals = Sometimes the quotation may be sent by the seller without an enquiry. In sucha situation, it y be called an offer letter. In’ Government offices, itis called a Tender. In 2 Quotation letter, the terms and conditions for the supply of the goods are to be clearly mentioned. Terms and conditions may include important terms mainly right quality, quantity, price, delis time etc. Other terms and conditions may include discount rates, mode of transportation, packing and forwarding charges etc. A quotation letter should be clear and definite about the terms and conditions. Since the order s of the quotation received, itis necessary that all points of dealing concerned with the supply of the product should be invariably mentioned. Further a quotation letter is to include certain attractive terms like lower price, good quality of the product, higher rates of quantity discount, cash discount, after sales service, free home delivery and installation etc. Any omission of important terms and conditions will lead to misunderstanding which may cause disputes later on. The quotation letter, therefore, will have to be made on the basis of a definite practice, procedure and understanding of the terms and conditions. It should not be made on the basis of guess work. It may contain the following points: Name and Description of Goods (Specification of the Product) at the time of quoting, should make the description of quality with the name of every ferent qualities by a manufacturer to satisfy the demands uirement. The The supplier, product demanded. A product is made in dif of the various types of consumers depending upon their purchasing power and reqntity antity offered at a time by the seller should be mentioned clearly, 7 vt ‘antity of each product. This quantity is calculated on th cular ql orage capacity, perishability of the product 5 available, st . © i rates etc. This js called economic quantity, «i Buyer apis of ma o 7 cost 1) tho 7 transport = price of the product to be offered along with quantity discount and cash discount a r ave thi ar ned clearly, The price is the most attractive thing for any buyer and as such he shoulse ¢ most competitive prices. The price is quoted with other relevant Conditions like te. “TE, Cand F (Free on Railway, Free on Board, Cost Insurance Freight, Cost and Freighy, . 1RCa Ne, eta slivery Time 2 within which the goods can be delivered by the seller should also be mentioned cies: cr stipulates a particular time within which he wants to receive the product as per ts emand. Dther Terms and Conditions: ike mode of packing, mode of transportation, freight charges, time of payment etc. should x mentioned. tiga: A supplier should include all these terms for the purpose of getting his sales transaction don: smoothly. Example 1 Quotation Letter ‘Telephone —_: 239-5654 Post Box No. :748 ‘Telegram : HINDWOOL ‘Telex 2021-1415 Vivek Bose and Co. Ltd. (Manufacturers and Exporters of Woollen Textiles) 5 Clive Street Calcutta - 10Quotation Letier 273 Ref: VBCISD/247/05 pean ‘The Orient Trading Co, 57, Nicholson Road Kanpur Sul Re Dear Sirs, le of Woollen Textiles-quotation regarding + Your enquiry letter OTC/Pur./197/05/Dated 25th July 2005. ‘We thank you for your enquiry cited above. We place the following quotation on the supply of the items demanded: 1, Pattern No. R 486 Dhariwal Suiting @Rs.190.00 per meter- 10 Rolls 2, Pattern No. R520 Dhariwal Suiting @Rs.210.00 per meter- 15 Rolls 3. Pattern No, D 486 Raymond Suiting @Rs.220.00 per meter-20 Rolls 4, Pattern No. D 684 Raymond Suiting @Rs.225.00 per meter-20 Rolls ‘You will note that these prices are exceptionally low. Even then we are allowing you a Quantity discount of 20% for goods purchased above Rs. 40,000/- (Rupees Forty thousand only). We will also allow you a cash discount of 3% if payment is made within a month's time. Our other terms and conditions are as follows: 1. Packing charges extra at 1.%. 2, Payment shall be made by draft within three months after satisfactory receipt of the goods. 3, Alldisputes will be settled in Calcutta High Court. 4, Freight charges will be borne by the consignee. Hope you will find our terms competitive and will be kind enough to place a handsome order soon. Always assuring you of our best attention and services. Yours faithfully, sal (Vivek Bose) Manager For Vivek Bose and Co. Ltd. Encl. Nil VB/SPsromnimest On Bucomess€ Example? Quotation Letter Telephone 235-4612 ‘Telegram: “Kantex” Post Box No. :523 Govind Ram and Sons (Wholesale dealers in Textiles) 45, Civil Lines Kanpur Ref. : GRS/423/05 Date : 5th Oct. 2005 ¢ Delhi Cloth House 7 Daryaganj Delhi - 110002 Sub : Price List - regarding Ref. : Your Enquiry Letter Number DCH/1 15/05/Dated 2nd Sept. 2005 Sirs, We thank you for your enquiry cited above demanding from us our latest price list. Weare sending herewith a copy of our latest price-list for the goods dealt with by us including our other terms and conditions mentioned therein, Hope to receive a handsome order from you soon. Your faithfully, Sdi- (Govind Ram) Manager for Govind Ram and Sons Encl: Price List GRIPS Comparative Statement The statement it i in which all the terms and conditions of all the sellers is copied is called the Comparative St: i - Parative Statement. It is prepare@aammtit is easy for the buver to cammaia shun sunaandmewe aig, ible ds will irritate vs ibe Oe ee comple sh "The buyers} ; ; ri int should be real and solid andjg usiness Communication because making a complaint es affect the future relationship between th on the basis of assumption or trumped should appeal to the seller's sense of honesty on flimsy, negli ebuyerand the seller. J up charges. The comp! and integrity: yy the in n basis of the unt ints should be t delivery of the goods. pecially yoice amount should also be py it price mentioned in the cin When a complaint letter is made, a claim for reduc nedin aken into consideration; up with it, The claim should be wr itten correctly on the order, Before writing a complaint letter, the following po! 1. There should be solid and real complaint existing in the : 2. Acomplaint letter should be written not on the basis of guess WOT coun ‘complaint letter shou be written as faras possible avoiding the Wor Pp! : g, tactful, polite and forceful ma nner. t affect the interest of 4. Itshould be written ina convinein, Every effort should be made to sce that the complaint letter does not the buyer and the seller. terms and conditions in the order A complaint may be due to anyone or more than one of the being violated by the seller. Therefore a complaint letter may contain anyone or more than one of the following points: 1. Wrong quality of material received. Wrong quantity delivered. Late delivery of consignment. Goods received in a damaged condition due to defective packing. ‘Wreng mode of transport used causing late delivery or damage. Difference in charges due to over pricing (over invoicing). Wrong calculation in the invoice amount due to difference in discount rates. Misrepresentation or discourtesy of the seller’s salesman or sales representative. Any violation of any other term and conditions of the order, PP NA we w Example 1 Letter of Complainton Quality of Goods TelephoneNo, —; 35-1327 Post Box Number ; 132 Telegram:“ORIENT” ORIENT TRADING co, (Dealers in all types of Woollen goods) 57 Nicholson Road KanpurComplaints, Claims and Adjustment Leters_297 Ref OTC/Pur/389/05 Dated: 8th Oct. 2005 Messrs. Vivek Bose and s Co. 5, Clive street : Calcutta-10 Sub: Delivery ofgoods not according to specification information regarding. Ref: Your compliance letter number VBC/SD/375/05 Dated: 30th Sept. 2005 and Invoice Numher 986 Dated 30* Sept. 2005. Dear Sirs, Weare in receipt of the goods sent by you and we thank you for it. On inspecting the goods we found out the following defect in the delivery: The first two items mentioned in the Invoice are not as per specification in our order. The product of this quality isnot in demand in our local market and that is why we placed the order for the other quality goods. Our past. experience shows that due to poor demand for these products, we will be ending with more unsold stock in these items which you have sent to us. We therefore request you to take back the entire quantity of these two different products and also kindly let us know whether you will be able to supply the goods originally ordered for. An immediate reply will enable us to come to decision in this regard. ‘Thanking you, Yours faithfully, for Orient Trading Co. sdf (RS.GUPTA) Manager Encl: Nil RSGISP Example 2 Letter of Complaint on Late Delivery TelephoneNo, — :35-21327 ‘Telegram:“ORIENT” Post Box Number: 132 Orient Trading Co. (Dealers in all types of Woollen goods) 57, Nicholson Road Kanpur Ref OTC/Pur./395/05 Dated: 30th Oct. 2005.298 fauineu Communication Mess. Vivek Hose and Co. 5, Clive Street Cateantta = 10 ie yoods-late delivery regarding. : Sub; Receiptofgoods csi Your compliance letter number VBC/Sd./375/05 Dated 30th Sept No, 986 Dated 29th Sept. 2005. i ity to thank you for good ‘We are in recept of goods sent by you and we take this opportunity execution of our order. ; bch i inordi inthe ‘goods However we are alittle inconvenienced due to the peor ea ae delivery; 765 tous. We are sure that you are able to appreciate our difficulty i iving the consignment much late. i i i to late delivery. Hope you will not give us an occasion in future to be displeased with you due to late: Truly yours, for Orient Trading Co. sdf (R. Gupta) Manager ADJUSTMENT LETTERS, Anadjustment letter deals mainly with q deals with a claim for adjustment. Hone taken to fix responsibilities ofthe el has been lodged by the buyer two th tnd in that situation what the seller should try to take umand the manner in which it can besettled. a balanced view of all these things and heshould think about the following: Something is wrong with the execyt; the order. somewhere, Who is the pe ‘ts Committed the mistake, the sel ‘transporter, lik 4 manufacture or * Howto deal with the Aseller, complaint, should not takeiors WN Complaints, Clatos and Adjestant Le Example 4 Mistake on the Part of the Seller Telephone No, + 228-3912 Post Box Number + 201 ‘Telegram : "AAR" lex =: EQUIPMENT Mamata MAR EQUIPMENT CO. LID. (Manufacturers and Suppliers of quality Kitchen and House hold Appliances) 20, Remington Koad Bombay Ref AEC/279/05 Dated: 29th June, 2005 ‘The Proprietor Modern Stores 4,MG Road Bombay-1 Sub.: Complaint regarding defective goods-Adjustment there of Ref: Your Complaint letter number MS/SD/482/05 Dated: 10th June, 2005 Sis, ‘We thank you for drawing our attention to adefect in Everbright stainless knives supplied by us ‘on May 5, 2005. On investigation we find that one lot of knives became defective due to defective raw material going into production, We apologies for the inconvenience caused to you and we wil take back all the knives of batch number 0213 lot number 15 delivered to you. Please return to us carriage forward whatever stock you are having out of this consignment. We will send you back new stock as soon as we receive the old ones from you. In the mean time you can correspond with all your customers to whom you have supplied these knives and make arrangements for replacing the defective knives with new ones which you will be receiving from us shortly. Thank you once again for helping us to maintain the tradition of high quality of our products. Yours faithfully, sd/ (S.RAMARNATH) Manager For Amar Equipment Co. Ltd. Encl: Nil SPAJPN“ oe ) Pofate Adjust op entletter Si ample 1 Paneldesh estes ity Lid a arayangong, Dhaka | 10th Feb, 22 Marketing Manager | Bexi-Clothes Comer | South Play; Dhaka-12 Ref: Your letter dated Sth Feb. 04, Dear Sir, We thank you .for your letter of Sth Feb. 04 along with/ sample of cloth for examination. ‘The report that we received just today shows that the consignment forwarded to you was the wrong one full of defective clothes. It was a mistake because of our despatch section and we regret this mistake which has caused you both embarrassment and inconvenience. We have already sent the replacement by passenger train. You can be sure of the quality of cloth now sent. You can, of course, return the clothes to us and debit our account for the loss caused to you. We again regret the inconvenience to you and assure you that such mistakes will be avoided in the future. Yours faithfully M. Ashraf Sales Mana Bangladesh T extile Mills Ltd. mple 2 Emporium Tea Ltd. Gol Club Road, Tongi, Gazipur “Adjustment letter exa asth July, 22, Manager State Tea Corner 95, Dhanmondi, Dhaka-1211ee MALO July 21, 2022. Dear Sir, Ve have recei p *, age of We have received your letter of complaint dated July 21, 04 regarding the shortage of Quantity. [tis probably the first time that we get such complaints from a customer regarding the shortage of quantity. Whereas you are our valued customer, we cannot deny any human error made by our dispatch workers. As a large concern in the country, we have to deal with large | quantities each day and therefore a sudden error is possible. We, therefore, are dispatching the shortage quantity as per your order. We expect your co-ordination as before. With thanks. Yours faithfully Salam Ahmed Manager Emporium Tea Ltd. Adjustment letter template 3 2 LIGHTING WORLD LTD Tongi, Gazipur 10th March, 22 Sales Manager *TRANS-WORLD LIGHTING Mohakhali C/A. Dhaka-1212 Ref: Reply to your letter dated Sth March 2022 Dear Sir, We feel extremely sorry to hear that 100 cartoons of Tube lights were received by you in a damaged condition, Our dispatch section has a pre-packing inspection which allows the packi ‘ods to maintain satisfactory quality. Damage, such as in your case, | occurs very rarely when the packages are roughly handled in transit, ‘As the contract involves the replacement of damaged goods we are ensuring the supply fof 100 cartoons of Tube lights w ith more extra packaging. Will you kindly sign the ———