REQUEST AND REPLY

LETTER
Request
Letter
 REQUEST LETTER = ENQUIRY
LETTER
“catalogs, price lists, samples”
What to write in your paragraph ?
1. Opening Paragraph
Introduce yourself and make your request.

2. Body Paragraph
give necessary details on what you are asking for.

3. Closing Paragraph
Restate your request, give a date by which you need a response. Give
reason.
Example one:
Dear Sir,

I am Yani from PT. Oxera International. I would like to get a copy of your catalogue and price list of
portable disc players, together with copies of any descriptive leaflets that I could pass to prospective
Customers.
I will be very glad if you can send it ASAP. Looking forward to hearing from you soon.

Example two:
I have seen one of your safes in the office of a local firm, which 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.
I need the information tomorrow as I should bring the result in the following day. You can just send us
the softcopy.
REPLY THE
REQUEST
OR
ENQUIRY
LETTER
 What to Write in the reply

1. Acknowledge the enquiry and Give detail information

2. Offer additional related information
3. Suggest another company, if your company cannot handle the request at the
moment
4. Say thank you
EXAMPLE:
Dear Ms. Yosi,
In reply to your enquiry, I enclose a leaflet showing our latest office furnitures
for small office.

All the models illustrated can be supplied from stock at competitive price as
shown on the price list inside the catalogue.

May I suggest a visit our showrooms where you could see demonstrations of
the various machines and at the same time view our wide range of office
equipment.

Looking forward to getting your new order to our company.

 Useful
1. Acknowledging receipt of an enquiry/request
- Thank you for your letter of … regarding /
concerning / in connection with …
- I refer to your enquiry about / relating to …
- I have received your letter of … requesting
information about …
2. Explaining action taken as a consequence of the
enquiry
- I have (reviewed our available stock) …
- We held a meeting on 21 January to discuss
possible solutions.
- I have checked/looked into/investigated (the
possible approaches) …
Expressions
3. Making suggestions / justifying recommendations /
pointing out pros and cons / hedging
- The best choice would be … since …
- I highly recommend … as / due to the fact that …
- … would probably be more suitable because
- … seems to suit you better although …
- Perhaps you should choose … even though …
- I suggest that you (should) choose …
- I recommend this item since …
- In view of the fact that …, I would strongly
recommend … as …
4. Apologising and rejecting proposals
- 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 …
5. Stipulating action requested or to be taken
- We shall arrange for … by …at the latest.
- I shall see to it that …
- Our company will arrange for …
6. Establishing goodwill and suggesting contact
- I hope this suggestion/information will be useful to
you.
- I hope this information will prove useful to you.
- I hope that this information will help you to make
decisions on your order.
- I look forward to hearing from you.
- I look forward to receiving your confirmation of …
- I look forward to doing business with your company
in the future …
- Please feel free to contact me again if you have any
further queries on …
- Do contact me on 27615432 if you need further
information.
- Please do not hesitate to contact me on 27615432 if
I can be of further assistance.
Thank You