Group 2 Class: K57E

Lecturer: Mrs Nguyen Thi Hai Thuy

Group 2

ENQUIRY AND REPLY LETTER

Group 2

01 DEFINITION

02 STRUCTURE

Content 03 GRAMMAR

04 CASE STUDY

05 QUIZ
Group 2

01 DEFINITION
01 D E F I N I T I O N

E NQ UI RY LE T TE R

Enquiry letter is a kind of letter of request for information about a

product, service, jobs or other business information.

01 D E F I N I T I O N

1
Courteous request for
information, giving its
purpose.

POINTS
INCLUDED Statement of what is

IN
E N Q U I RY
2 wanted (a list of
questions).

LETTER ARE: Request that the

information maybe given

3 by a certain date and/or

indication of business
l e t t e r t o f o l l o w.
01 D E F I N I T I O N

REPLY LETTER

About the reply letter, the replier must do a sale job. In this letter,

you have to tell the potential customer what he wants to know, and

something more.
01 D E F I N I T I O N

01 02 03 01
You need Present the facts so
persuasive skill as to show the Show the Should be written
and good customer the advantages of the as early as
judgement in benefits of buying product. possible.
giving the
information. product/service.
Group 2

02 STRUCTURE
02 S T R U C T U R E

BODY OF
2.1 ENQUIRY LETTER

There are 6 parts in the body of an enquiry letter.

1 2 3 4 5 6
1 Indicate how you know about the supplier.

advertisement trade fair

1 Indicate how you know about the supplier.

brochure

business
partners

Official websites
 2 Point out what sort of company you are.

M A N U FA C T U R I N SERVICE
G C O M PA N I E S C O M PA N I E S
• Logistics.
• Clothing and textiles.
• Software.
• Food production.
• Consulting.
• Metal manufacturing.
• Events.
• Chemicals and plastics.
• Marketing.
• …
• …
3 Mention your target markets.

EU Asia

South Africa America

 Detailed information to include
4 in enquiry letters

Catalogue (n) Price list (n)

Brochure (n)

Transportation (n)

Packaging
 Samples VS Patterns
• A part of anything taken or • A model (any regularly repeated
presented for inspection. arrangements, especially a
• Something shown as evidence design made from repeated lines,
ofthe quality of the whole. shapes, or colors on a surface).
 5 Suggestions
a/ Types of Price Discounts

• Quantity Discounts

• Trade (or Functional)

Discounts:

• Cash Discount
b/ Payment methods

•  Cash (Bills and change)

• Personal Cheque (US check)

• Debit Card

• Credit Card
c/ Common shipping methods
for freight

• Air

• Train

• Truckload
 6 Hope for the early reply.

• Present the hope to make cooperation with the company.

Ex: I would greatly appreciate your meeting with me and
sharing some of your opinion next month.
Ex: If you are interested, I would like to meet with you to iron
out the details

• Present the hope to receive the early reply,

especially their offers.
Ex: I would appreciate it if….
Ex: Could you please + ….?
SAMPLE
LETTER
 Arlington Heights Programming Associates
16 Oak Street
Springfield, CA 90467
ing

November 11, 1996

en
Op

Customer Relations
Turing Data Solutions
2345 Maple Avenue
Mountain View, CA 94941

Dear Customer Relations,

I got a chance to meet you at the Rex Hotel at November 10 th and I am writing this letter to enquire more details
about your product of your company.
dy
Bo

I am a systems engineer at Arlington Heights Programming Associates developing a new client-server net
worked database system for two non-profit corporations.
 My team is considering using your new release of Omega Database Plus 1.0
as a key part of the system. If we incorporate your product into our design,
our clients will need to purchase at least a total of 140 copies of your
software.

We have read your promotional material and are very interested in using your
product. We need, however, the answer to the following questions before we
can decide whether or not to use Omega Database Plus:
dy
Bo

1. Are you still planning to release the Omega Database Plus Version 1.0 on
February 12, 1998?
2. What LAN environments will your product support?
3. Will your product support PGP encryption?

I would be happy to talk to you further about your product. You can call me
at (415)-666-4323 or e-mail me at egarrels@arlpro.com

Sincerely,
g
is n Edgar Garrels
lo Senior Systems Engineer
C

- With regard to/ With reference to/Regarding
- We have heard
- We got a chance to know
- Please provide us with information on…
- I would be interested to receive further details
about …
- Could you possibly tell us / let us have ...
- I would appreciate your immediate attention to
this matter
5.Suggestions
Dear Customer Relations,
1. How you
know your I got a chance to meet you at the Rex Hotel at November 10 th
supplier and I am writing this letter to enquire more details about your
product of your company.
2. What sort I am a systems engineer at Arlington Heights Programming
of your Associates developing a new client-server net worked database
company
system for two non-profit corporations.
3. State of My team is considering using your new release of Omega
market Database Plus 1.0 as a key part of the system. If we incorporate
your product into our design, our clients will need to purchase
at least a total of 140 copies of your software
4. Detailed
information
We have read your promotional material and are very interested
in using your product. We need, however, the answer to the
following questions before we can decide whether or not to use
Omega Database Plus:
1. Are you still planning to release the Omega Database Plus
Version 1.0 on February 12, 1998?
2. What LAN environments will your product support?
3. Will your product support PGP encryption?
- Make cooperation 6. Hope for I would be happy to talk to you further about your
- Receive the early reply the early product. You can call me at (415)-666-4323 or e-mail me
reply at egarrels@arlpro.com
02 S T R U C T U R E

BODY OF
2.2 REPLY LETTER
There are 7 parts in the body of a reply for enquiry letter.
1 2 3 4 5 6 7

Expressing Confirming Enclosing Promising to Advertising Expressing Hoping for

thanks to the your the favor the your regrets and early order
enquiry. response. documents. customers. favorable offering and suggest
comments alternatives. ways to help
for goods. the enquirer.
 Expressing thanks
1 to the enquiry letter.

Before replying the enquiry letter, express your

gratitude.
• Thank you for……
• I am writing with regard to/ with reference to/ further
to/ as per …. 

Eg:
• Thank you for your recent inquiry regarding our
garden tractors/ thank you for your interest in our
tools.
• We extend our cordial thanks to you for enquiring
about our products.
 Confirming
2 your response.

If you agree: Express happiness and willing to response.

• We would also like to inform you...
• Regarding your question about...
• In answer to your question (inquiry) about..
Eg:
• We are highly pleased that we can serve you.
• We would also like to inform you that it is possible to make
purchases online at jacksonbros.com.
 Confirming
2 your response.
If you disagree: Express your regret, apologize and hope for the next time.
• While I appreciate your firm’s need for this information, I regret that …
• It will not be possible to … for legal reasons. We are bound to …
• Your proposal is of interest to us, and we have had consultations about
it. However, we feel that it will not be in our interests to … for reasons
of (privacy).
• We are concerned that …
Eg: Thank you for your recent inquiry about employment at our company.
Unfortunately, we just imposed a hiring freeze that we expect to continue
through the summer. Please feel free to check back with us in September.
 Enclosing
3 the document.
Enclosing
Formal Informal
Please find enclosed .... Please find attached a ...
Enclosed please find ... Please find a ... attached.
Enclosed is a ... Attached please find ...
Enclosed are .... Attached is ...
I am enclosing a ... I’m attaching…

Eg:
• We enclose a copy of our latest price list for your reference.
• A copy of our latest price list is enclosed for your reference.
 Promising to
4 favor the customers.

• You will be entitled to … percent trade and … percent cash

discount.
• Our pricelists are subject to a trade discount of … % and
additional commission of … % in case your half-yearly
purchases from us amount to … (amount) and above..
Eg:
We offer our existing customers a 10% discount on all orders of products from our
new range of construction related products. We would be happy to extend this offer
to you if you register an account with us before June 30, 2012, and additionally as a
new customer you will receive a further 5% discount on your total order.
 Advertising your favorable comments
5 for the goods.

Example:
• Our products have been exported to japan, korea, the U.S and
other Southest countries for the past ten years and
sucessfully built a prestigious and famous firm in global
scale.
• We assure you that our prices are the most competitive in the
market.
• Although the price is fairly high, we assure you that our
products are high qualitied and exclusive, which will
defintely satisfy you.
 Expressing regrets and
6 offer alternatives
a) Express regret
• We sincerely regret …
•  I am sorry to inform you that …
• We are not confident that …
Eg: We are not confident that we can deliver within 2 months as you require.

b) Offer alternatives
• We may offer you … instead.
• The tool/program/service we are offering is a closer fit with your
requirements.
• … but closely related tool/program/service than the one to which you had
originally require.
Eg: We are not confident that we can deliver within 2 months at the cost
you require. We may offer an increase of $2 instead.
 Hope for early order and suggest ways
7 to help the enquirer

a) Hope for early order:

• We looking forward to your order soon.
• I would be happy to …

Eg:
• I would be happy to have one of our account managers contact
you with a view to establishing an account with us.
• We look forward to doing business with you.
 Hope for early order and suggest ways
7 to help the enquirer

b) Suggest ways to help the enquirer:

• Please let us know if you would like to have a demonstration of
our … at your office (time).
• If you would like more information or have any questions on
any of our products, please do not hesitate to get in touch with
me.

Eg: Our international sales manager, Ms. Louise Truffaut, will be

in San Diego next month and will be pleased to visit your office
to discuss the contents of our follow-up letter of April 9.
Eg:
I hope you will find the information I have provided useful. I would be happy to
have one of our account managers contact you with a view to establishing an account
with us, or if you have any further questions about our products or services, you may
call me directly on 2255 4423 ext 001. Thank you for considering Newfangled Safety
Equipment Co. as your safety product provider, we look forward to doing business
with you.
SAMPLE
LETTER
 Havmart 601
D-5000 Koln
Telephone (+49) 223 32 42 98
Your Ref : PG/AL

Date: 14 May 2017

Opening
P.Gerard
Manager
Disc S.A
251 rue des Raimonrienes
F-8600 Poitiers Cedex

Dear Mr.Gerard,
Thank you for your enquiry of 12 May in which you asked about the CDs we
advertised in this month’s edition of ‘Lecton’.
Body
I can confirm that they are of high quality, and suitable for domestic recording.
They are ‘Kolby’ product, a brandname you will certainly recognize, and the reason
their prices are so competitive is that they are part of a consignment of bankrupt
stock that was offered to us.
 Because of their low price, and the low profit margin, we will
not offering any trade discounts on this consignment.
But we sell a wide range of electronic and computer products
and have enclosed a price list giving you details of trade,
quantity and cash discounts.
Body We have sent, by separate post, samples of the advertised CDs
and other brands we stock, and would urge you to place an
order as soon as possible as there has been a huge response to
our advertisement.

Thank you for your interest.

Your sincerer,
Hillary Edwards
Closing Customer Relations.
 1.
- We extend our cordial thanks to
- Many thanks for your inquiry about
Express Thank you for your enquiry of 12 May in which you asked about the CDs we advertised
thank in this month’s edition of ‘Lecton’.
Agree:
- We always happy to answer
your questions. I can confirm that they are of high quality, and suitable for domestic recording. They are
- It is a pleasure to respond
to your enquiry letter.
‘Kolby’ product, a brand name you will certainly recognize, and the reason their prices
If you disagree 2.Confirm are so competitive is that they are part of a consignment of bankrupt stock that was
- While I appreciate your firm’s your
response
offered to us.
need for this information, I regret
that … Because of their low price, and the low profit margin, we will not offering any trade
- Your proposal is of interest to us, discounts on this consignment.
and we have
had consultations about it.
3.Enclosing But we sell a wide range of electronic and computer products and have enclosed a price
documents list giving you details of trade, quantity and cash discounts.

4. Promising We have sent, by separate post, samples of the advertised CDs and other brands we stock,
5. Advertising and would urge you to place an order as soon as possible as there has been a huge
response to our advertisement.
6. Express
7. Hope for early
order Thank you for your interest.
Group 2

03 GRAMMAR
03 G R A M M A R

VOICE
01

• Active voice : makes statements clearer and more direct

• Passive voice: makes it hard to figure out “Who did what?”
Ex: The wrong choice was made. 
The owner made the wrong choice. ü
• Convey negative information  Passive voice

Ex:
• Your request for a lower discount rate has been denied.
• We deny your request for a lower discount rate. ü
03 G R A M M A R

PA R A L L E L I S
M 02

• Active voice : makes statements clearer and more direct

• Passive voice: makes it hard to figure out “Who did what?”
Ex: The wrong choice was made. 
The owner made the wrong choice. ü
• Convey negative information  Passive voice

Ex:
• Your request for a lower discount rate has been denied.
• We deny your request for a lower discount rate. ü
• Choose words with the precise meaning intended
You must schedule the deposition before tackling any other project or
assignment. 
Scheduling the deposition is your priority. ü
• Eliminate redundancies (i.e., phrases that contain words with
duplicate meaning)
He discussed basic and fundamental principles of project management.

He discussed basic project management principles. ü
• Remove any unnecessary clauses that begin with “that,” “who,”
and “which.”

We chose the system that is most efficient and cost-effective. 

We chose the most efficient and cost-effective system. ü
• Avoid beginning statements with “It is/was” or “There are/were.”
It is imperative that we find a solution. 
We must find a solution.ü
03 G R A M M A R

OTHER
STYLE 03
GUIDELINESS
• Avoid clipped words.

Clipped Full ü

memo memorandum

phone telephone

asap as soon as possible

cell cellular
03 G R A M M A R

OTHER
STYLE 03
GUIDELINESS

• Do not end a statement with a preposition.

Ex1:
Remember the name of the person you give the package to. 

Remember the name of the person to whom you give the package. ü
Ex2:

What are you requesting information about? 

What is the information that you request? ü

03 G R A M M A R

OTHER
STYLE 03
GUIDELINESS
• Be consistent.
Ex:
• Applicants should submit the employment application as soon as
possible. The job bulletin will indicate how to file it properly. We
encourage applicants to speak with the Exam Analyst if they have
questions about applying for the job. 
• Applicants should submit the employment application as soon as
possible. The job bulletin will indicate how to submit it properly.
We encourage applicants to speak with the Exam Analyst if they
have questions about submitting it. ü
03 G R A M M A R

OTHER
STYLE 03
GUIDELINESS

Avoid contractions.

Ex:
We weren’t able to acquire additional software licenses. 
We were unable to acquire additional software licenses. ü
03 G R A M M A R

OTHER
STYLE 03
GUIDELINESS

Remember the last comma when listing items in a series.

Ex:
The cases will be distributed evenly among Maria, Bill, Olga and Leon.
The cases will be distributed evenly among Maria, Bill, Olga, and Leon. ü
Group 2

04 CASE
STUDY
 C A S E
04 S T U D Y

CONTENT

01 02
BUSINESS
VIDEO
LETTER
 C A S E
04 S T U D Y

Woolet - a smart accessories

BRIEF manufacture – has trouble with

online advertisements due to

VIDE the high cost per action (CPA).

O
 C A S E
04 S T U D Y

CASE

Woolet needs a tool that helps minimize the cost and extend its range of
marketing on Facebook and other platforms. In this hard period, Woolet
comes across Heraldbee – a software company. Mr.Ciesla – CEO of Woolet
sends them an inquiry letter to ask for a useful advertising tool.
 01
E N Q U I RY
LETTER
 Enquiry Letter
Heading
Woolet - Trackable smart wallets Name of company enquiring
907 Burlingame Address: Street
California, USA Address: State, Country

September 14, 2019 Sending Date

Mr. Enili Fourth Name of receiver

Sales Manager Position
Heraldbee Company Name of receiver’s company
Legnicka 57w/B/C, 54-203 Address
Wrocław, Poland
Dear Dear Mr.Enili Fourth,

1. Indicate how
We got a chance to meet you at Montreal Trade Fair on 20 August 2019 and I am writing to enquire about the
you know about
the supplier details of a marketing tool called Google Shopping Engine that your company - Heraldbee provides.

2. Point out
what sort of Our company - Woolet is a smart accessories manufacturer. Functioning of Woolet is based on a
company you microprocessor and software which supports it. Communication with smartphone takes place via Bluetooth
are module. 

3. Pinpoint the
state of market Our products have earned the trust of over 10000 people globally. We are constantly motivated from this feat
and we continue to break grounds with more and more technological advancements on our products to
provide quality service for new and existing customers. 
4. Detailed
• Could you please send us your latest catalogue and price list at your earliest
information
convenience? We would be also grateful if you could offer us a trial access.

• For this year, we are expecting a boom in the production of the goods we
5. Discount make and sell because of our recent expansion to numerous other states. It is
suggestions:
for this reason that we would like to request a possible 10% discount for the
packaging materials that we buy from you.

• We are looking forward to your early reply about the desired information.

6. Hope for
early reply
 Closing
Yours sincerely,

Marek Ciesla  Name of sender

Chief Executive Officer. Position in the company
 02
R E P LY
LETTER
 Reply Letter
Heading
Heraldbee Company Name of company enquiring
Legnicka 57w/B/C, 54-203 Address: Street
Wrocław, Poland Address: State, Country

September 15, 2019 Sending Date

Mr. Ciesla Marek Name of receiver

Chief Executive Officer Position
Woolet Name of receiver’s company
907 Burlingame Address
California, USA
 Dear Mr. Ciesla Marek,
Dear
 
On behalf of Heraldbee, thank you for your inquiry about our helpful advertising tool -
1. Expressing Google Shopping Engine.
thanks to the
 
enquiry
We are highly pleased that we can serve you.
2. Confirming
your response  

3. Enclosing the Please find the enclosed price list and details about the terms and conditions for the order
documents herewith. 
 
4. Promising to We are offering a 10% discount on all orders of Google Shopping Engine. We would be
favor the happy to extend this offer to you if we sign a contract before September 19, 2019, and
customers additionally as a new customer you will receive a further 5% discount on your total order.
 Our tool has been used all over the world and sucessfully built a prestigious and famous firm
5. Advertising your in global scale.
favorable comments  
for goods
We promise to boost Woolet's performance with increased growth rate of at least 30% within
the first month. 
 

6. Hope for early I hope you will find the information I have provided useful. If you have any further questions
order and suggests about our products or services, you may call me directly on 282146200. 
way to help the  
enquirer.
Thank you for considering a product of Herald Bee for a better marketing performance, we
look forward to doing business with you.
 Closing
Yours sincerely,

Enili Fourth Name of sender

Sales Manager. Position in the company
Group 2

05 QU
IZ
 Q U
05 I Z

0 CHOOSE
1
How many parts are there in the body of an enquiry
letter?

A. 4
B. 5
C. 6
D. 7
 Q U
05 I Z

0 CHOOSE
1
How many parts are there in the body of an enquiry
letter?

A. 4
B. 5
C. 6
D. 7
 Q U
05 I Z

0 CHOOSE
2
What is the main purpose of the enquiry letter?

A. Introduce your (writer's) company.

B. Request information and/or ascertain its authenticity.
C. Satisfy the reader with an action that fulfills their request.
D. All are correct.
 Q U
05 I Z

0 CHOOSE
2
What is the main purpose of the enquiry letter?

A. Introduce your (writer's) company.

B. Request information and/or ascertain its authenticity.
C. Satisfy the reader with an action that fulfills their request.
D. All are correct.
 Q U
05 I Z

0 CHOOSE
3
What is the main purpose of the reply letter?

A. To pose a question or request to the reader with the intention

of persuading the reader to respond.

B. To ask for discount

C. To build trusthy for the loyal customers

D. To provide the answers or information requested in a letter of

inquiry and the objective is to satisfy the reader with an action
that fulfills their request.
 Q U
05 I Z

0 CHOOSE
3
What is the main purpose of the reply letter?

A. To pose a question or request to the reader with the intention

of persuading the reader to respond.

B. To ask for discount

C. To build trusthy for the loyal customers

D. To provide the answers or information requested in a

letter of inquiry and the objective is to satisfy the reader
with an action that fulfills their request.
 04
Q U
05 I Z

FIND & FIX

Here are some excerpts from wrong form of Inquiry and Reply Letter.
Find the mistakes and recorrect:

[1] I'm Mr. Keith Liekerman, marketing representative of Vegetables

Supreme.  We're interested in purchasing and selling your product,
organic vegetables, in our grocery store.  We've read your promo
materials regarding the products that are currently being sold at
special discounted prices. We'd like to inquire some details about your
product.
 04
Q U
05 I Z

FIND & FIX

Here are some excerpts from wrong form of Inquiry and Reply Letter.
Find the mistakes and recorrect:

[1] I'm Mr. Keith Liekerman, marketing representative of Vegetables

Supreme.  We're interested in purchasing and selling your product,
I am
organic vegetables, in our grocery store.  We've read your promo We are
materials regarding the products that are currently being sold at We have
special discounted prices. We'd like to inquire some details about We would
your product.
 04
Q U
05 I Z

FIND & FIX

Here are some excerpts from wrong form of Inquiry and Reply Letter.
Find the mistakes and recorrect:
[2]
September 9, 2010
Mr. Fidel Englebert
Organic Vegetable Growers Association
Company, Address
Dear Mr. Englebert
…

Thank you.
Sincerely

(signature)

Mr. Keith Liekerman

 04
Q U
05 I Z

FIND & FIX

Here are some excerpts from wrong form of Inquiry and Reply Letter.
Find the mistakes and recorrect:
[2]
September 9, 2010
Mr. Fidel Englebert
Organic Vegetable Growers Association Lack of comma at the end
Company, Address of “Dear....” and
“Sincerely”
Dear Mr. Englebert
 Dear Mr.Englebert,
…  Sincerely,
Thank you.
Sincerely

(signature)

Mr. Keith Liekerman

 04
Q U
05 I Z

FIND & FIX

Here are some excerpts from wrong form of Inquiry and Reply Letter.
Find the mistakes and recorrect:

[3] Grammar

Thank you so much indeed for your interest in our

fabrics. We enclose some of our latest samples and a copy
of our fully illustrated catalogue. Our local representative
will call on you sometime next week with some more
samples. He will be pleased to answer any of your
questions. He is fully authorized to negotiate and to strike
a deal.

We are looking forward to include you soon into our ever

expanding Family of ABC Corp
 04
Q U
05 I Z

FIND & FIX

Here are some excerpts from wrong form of Inquiry and Reply Letter.
Find the mistakes and recorrect:

[3] Grammar

Thank you so much indeed for your interest in our

fabrics. We enclose some of our latest samples and a
copy of our fully illustrated catalogue. Our local
representative will call on you sometime next week with are enclosing
some more samples. He will be pleased to answer any of looking forward to + V-ing
your questions. He is fully authorized to negotiate and to
strike a deal.

We are looking forward to include you soon into our

ever expanding Family of ABC Corp
Group 2

THANK YOU