CHAPTER 4

REPLIES &
QUOTATIONS
REPLIES TO
ENQUIRIES
 I.OPENING
Acknowledgement:
1. Thank you for your enquiry No. 123
dated/of 15 March that you asked
about ____
2. I would like to thank you for your
enquiry about _____
3. With reference to your letter, we have
Ex:
1. We would like to thank you your
enquiry dated / of ____ in which
you asked about ____
2. We are pleased to hear/learn from
your letter dated/of ____ that you
were impressed with our wide
II. CONFIRM THAT YOU CAN
SUPPLY/SELL
1. We are pleased to inform that the
stock of ____ is available.
2. We are pleased to say that we will be
able to supply ____
3. We have pleasure in confirming you
that we are in position to supply/meet
4. There would be no problem / no
trouble for us in supplying you with
____

5. With regard to / Regarding asking

for your letter of ____ , we can
supply you from stock.
Ex:
1. We have a wide selection of woolen
sweaters that will appeal to all ages and
in particular the teenage market which
you specialized.
2. We can supply from stock and will
have no trouble in meeting your requested
delivery date.
 III. SELLING YOUR
PRODUCTS
1. To be at reasonable prices.
2. To be in good design.
3. To be of high / good quality.
Ex:
1.We think that you have made an
excellent choice in selecting this line
and once you have seen the samples
we are sure / can assure you will
agree that this is unique both in
designs and colors.
Ex:
2. Once you have seen the Delta 800 in
operation/ in action, We know you will be
impressed by its trouble-free
performance.
3. We can assure you that the Omega
2000 is one of the most outstanding
machines on the market today and our
 IV. ENCLOSING
1. Please find enclosed current / the
latest catalogue, price list, brochure,
sample, ...
2. We are pleased to enclose ____
3. We have sent ____ by/under
separate cover.
Ex:
1. Please find enclosed our current
catalogue and price list, quoting CIF
price Kobe. The sample you asked for
will follow under separate cover.
2. We are pleased to enclose our booklet
on the Omega 2000.
separate cover = separate mail = parcel
post
3. We have pleasure in enclosing
our price list but should point out
that prices are subject to changes as
the market for raw material is very
unstable at the moment.
 V. SUGGESTING
ALTERNATIVES
1. For A, we are sorry we can not
supply but we can introduce B at a bit
lower prices / on almost the same
2. While this A has all qualities of the
model you asked for, but the P has an
additional advantage of having fewer
moving parts, so less can go wrong.
3. The model B has now been improved,
its wheels have been replaced by plastic
which is lighter, more durable and
 VI. EXPRESSING REGRETS
1. We are sorry that we find it
impossible to supply you with
____
2. We are sorry that we no longer
produce ____
3. We are sorry that the items
Ex:
1. We regret that we have not
manufactured the range you required
for years.
2. We regret our inability to offer you
the trade discount of 10% as the
quoted prices have left us with only a
VII. REFERRING TO A SUPPLIER
ELSEWHERE
1. We would advise you that company
A is a supplier of _____
2. Company A is one of the producer
Ex:
1. As the goods you asked for are out
of stock, if you are in urgent need of
them, please contact ABC Company.
2. We have learnt that ABC
Company is now dealing in the range
that you requested and we are willing
Ex:
3. We regret to inform you that we
no longer produce the type of
materials you refer to. I am sorry we
can not be of any help to you.
 VIII. PROVIDING
DEMONSTRATION
1. We are willing to send our
technician to demonstrate our
machine.
2. We will instruct our representative
to call on you at your earliest
 IX. CLOSING
1. We are looking forward to
receiving your reply.
2. We hope to receive your early
reply.
3. We hope to hear from you soon.
4. Thank you for your interest.
Note:
- Are subject to change
- Supply from stock / Out of stock
- Trouble-free performance
- Follow under separate cover
- Provisional (a) = temporary
- Bankrupt stock: hang thanh ly
GIVING THE
QUOTATION
 1. PRICES
- Net price
- Gross price
- Costs such as transport, insurance,
VAT,…
- A firm offer
- Exchange rates
 II. TRANSPORT AND INSURANCE
COSTS
- CIF, FOB
- Carriage Paid (C/P)
Ex: We will send replacements for the
damaged goods C/P.
- Carriage Forward (C/F)
Ex: As you are responsible for the
 III. DISCOUNT
- Trade discount
- Cash discount
- Quantity discount
- Loyalty discount
- Special discount
 IV. METHOD OF PAYMENT
- On receipt of cheque for ____
- Sight draft
- Term draft => 30-day___
- Cash against document (C/D)
- Cash against invoice (CAI)
- Cash with order (CWO)
- Cash on delivery (COD)
 IV. METHOD OF PAYMENT
1. Cash
2. Draft / Bill of Exchange B/E
3. L/C
4. TT: telegraphic transfer
5. Cheque
6. Open account: ghi sổ
 V. QUOTING DELIVERY DATE
- We would not be able to deliver within
two weeks of receipt of order, as we
would need time to prepare the
materials. However, we could guarantee
delivery within four weeks.
- We can make delivery from stock
within 2 weeks from the receipt of
 VI. FIX TERMS AND NEGOTIABLE
TERMS
Ex: All list prices are quoted FOB
Southampton and are subject to a 25%
trade discount with payment by letter of
credit (L/C).
VII. GIVING AN ESTIMATE
Ex: The enclosed estimate covers labor
THANK
YOU !