Business letters

Enquiries and replies Direct approach to be used Give all details as to what the enquiry is about and the reply should answer all questions The reply letter should do a sales job Do not use outdated expressions

Enquiries Solicited enquiries Unsolicited enquiries Enquiry for some favour Routine enquiry .

. Solicited enquiry ± made in response to the seller¶s ad / publicity Unsolicited ± made at the buyer¶s own initiative Enquiry for some favour ± about some other info.Enquiries contd.price or favourable terms Routine enquiry ± made by an old buyer in the usual course of business . spl.

/ We would be pleased to get information about the prices and terms of conditions« .. and confident in tone Brief and to the point.Enquiries contd. yet clear.. complete and correct Examples of opening sentences: We would be grateful to get details of your.. / We would appreciate if you can kindly provide details about. compact and courteous Positive. Should be straightforward.

.. Don¶ts . .Avoid lengthy and unnecessary statements .Enquiries contd.Avoid repetitions .Avoid apologies ± don¶t say We beg you to send.

Replies Must be prompt Must contain all details about prices. quotations and other terms of sale Replies to regular customers should convey all info sought by them ± should be polite and direct To µfirst¶ enquiries ± drafting should be done in such a way as to turn it into an order ± must contain µselling points¶. Replies must replace salesmen .

He reserves the right to negotiate further before he finally accepts the order .includes details about the prices of the specific goods desired.Offers and quotations An offer is general and voluntary ± like a sales letter sent to all prospective customers including existing customers A quotation is a specific offer for sale ± made in response to an enquiry from a business house or a particular person. conditions of delivery etc A firm offer ± is one in which the seller undertakes to accept an order. at the price named and the conditions stated only within a specified time Offer without engagement ± seller is not bound by the price and conditions stated by him. terms of payment.

Tenders A written or a formal offer to supply goods or do a job for an agreed price Companies often invite tenders to fill in their requirements or get jobs done at competitive rates Always submitted in sealed covers by a specified time and are accompanied by earnest money Opened at specific time ± offers are compared and the jobs assigned .

2.Important terms used in Offers and Quotations 1. . 3. It may or may not include the cost of packing. The quotation should specify whether packing charges are included or not. Ex-warehouse ± price of the goods at the warehouse of the seller At Station ± This price includes the cost of the goods and the charges for transporting them to the station named Loco ± price of the goods at the seller¶s warehouse µ factory.

fwd) ± transport charges to be borne by the buyer 6.Terms contd.pd) The cost of delivering the goods at the buyer¶s address or the nearest station to be borne by the seller .O. Carriage paid (Carr. Free on Rail (F. µAt Station¶ price does not include loading charges 5.R) ± the charges of loading the goods into wagons are to be paid by the seller and are included in the quotation.. Carriage Forward (Carr. 4.

W.D) Payment must be made when the goods are delivered to the buyer . 7.. Cash with order (C.O. the order will not be executed 9. otherwise.Terms contd. Cash on Delivery (C.O) cash should accompany the order. prompt cash ± payment must be made within 2 or 3 days of the arrival of the goods 8.

if any . 7 days ± A discount of 3% will be allowed on the price quoted if the payment is made within 7 days of the invoice 11.&O. 10.. 3 per cent.Terms contd. E.E (Errors and Omissions Excepted) ±usually printed at the left hand bottom of an invoice. The implication is that the seller has the right of making corrections of errors or omissions.

.Terms contd. Forwarding note ± a note prepared in prescribed form by the consignor of goods by railway giving the particulars of goods consigned and the name and address of the consignee . 12.

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