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1、Unit ThreeEnquiries and RepliesLearning ObjectivesTo identify Status enquiry, general enquiry and specific enquiryTo learn writing skills for this kinds of letterGeneral View Enquiries are usually made by the buyers without engagement to get information about goods to be ordered, such as price, spec
2、ification, quality, packing, shipment and other trade terms. Enquiries are of two types: u General Enquiry u Specific Enquiry General View General Enquiry is sent to acquire some general information about products, such as asking for a catalogue, or price list, a sample, terms of payment. Specific E
3、nquiry expresses a definite wish to purchase a specific product if conditions are met and it requires more detailed information such as price terms, quantity, port of destination, packing. Guidelines for Writing1.How to write an enquiry letter (1) Be specific and state clearly what you want, the goo
4、ds needed, a catalogue, a price list, a sample, a quotation or an offer, etc, so that the seller can offer what you need. (2)Keep the enquiry concise and to the point.Guidelines for Writing (3)If it is a first enquiry, start your letter by informing how you obtained their name and address. Meanwhile
5、, you can give a brief introduction of your own business. Some details about what you would like to get from the exporter would be mentioned in the end. (4)The tactic often used in order to invite better terms is to give the seller some hope of substantial orders or continued business by saying “Sho
6、uld your prices be competitive, we shall place an order” or “If your quotation is favorable, well place regular order with you.” Guidelines for Writing (5)In an enquiry letter, the following structures are often used instead of the term ”enquiry” : Please advise Interested in ,please Pleased quote G
7、uidelines for WritinguA letter of enquiry is usually composed of three main parts:Opening paragraph/sentences, with mention of how you get the name and address, the items you are interested in, brief introduction to your company if necessary and your initial intention or the purpose of writing.Secon
8、d part/message part, with details about your specific requirements.Close part, where you express thanks in advance and hopes of receiving an early reply.Guidelines for Writing 2. How to reply an enquiry (1). Express thanks to the inquirer for his or her interest in your products. (2). Answer the que
9、stions asked and provide other relevant and necessary information. Guidelines for Writing(3). State briefly to first enquirers the strengths and advantages of your products.(4). If you are unable to supply the products required, give a reason or explanation in addition to expressing regret. Always e
10、nd your letter positively by offering other products as substitutes so as to create a good impression, which hopefully result in more business.Specimen Letter-1 (General Enquiry and Reply) Messrs. Smith & Co. 153 Third Avenue, New York NY 10017, U.S.ATel: (415) 543-0028 Fax: (415)543-0030 E-mail: Fe
11、bruary 3, 2008Fujian Provincial Arts and Crafts I/E Corporation12-11/F, Zhongshan Mansion123 Hudong Road,Fuzhou, ChinaDear Mr. Wang,We have seen your advertisement at http:/ www. Made-in-China. com and are particularly interested in your bamboo and straw articles. We would like to have details of yo
12、ur various types, including sizes, materials and prices.We are large dealers in arts and crafts, having over 15 years experience in this particular line of business. Provided quality and prices are satisfactory, there are prospects of good sales in our market.When replying, please state terms of pay
13、ment and discounts you would allow on purchase of quantities of over 100 dozen of individual items.We look forward to your early reply.Sincerely yoursHenrySpecimen Letter-2 （Reply to Importers Enquiry） Fujian Provincial Arts and Craft I/E Corporation 12-11/F, Zhongshan Mansion, 123 Hudong Road, Fuzh
14、ou, ChinaTel:86-591-66664444 Fax: 86-591-66664422 E-mail: February 4, 2008Messrs, Smith & Co.153 Third AvenueNew York NY10017, U.S.ADear Mr. Henry,We are very glad to receive your enquiry of February 3 and thank you for your interest in our products.We are sending you our quotation sheet and a copy
15、of our latest catalogue giving the details you askedfor, and hope that some of our products will be suitable for your market.On regular purchase of over 100 dozen of individual items, we would give a discount of 3%. As to payment, we usually accept payment by sight L/C. We assure our clients of deli
16、very within 20 days after receipt of L/C.In addition to bamboo and straw articles, we also deal in carvings, porcelains, wooden products and a wide range of Christmas gift items, details of which you will find in the catalogue. If you need any further information, please let us know.We look forward
17、to welcoming you as our customer.Yours sincerely,Mr. WangSales Manager Specimen Letter-3 (Specific Enquiry) May 8, 2008Dear Miss Huang,As for the radio-controlled toy car with musical IC that you advertised at http:/ www, Made in China. Com, could you please send me a copy of your latest catalogue?
18、I would also like to know you monthly production capacity and earliest delivery.Yours sincerely,Fred JohnManager Specimen Letter-4 (Reply to the specific enquiry) Shanghai New Century Import & Export Corporation 1830 Central Boulevard, Pudong 201206, China Tel: 86-21-56782133 E-mail:February 14, 200
19、7The Arial Trade CompanyNo. 1 Warehouse, West India Quay, Canary Wharf, London, E14 4ALDear Mr. John,Thank you for your E-mail of February 12 inquiring about our radio-controlled toy car.Enclosed is our latest catalogue which we hope will give the details you want.We are a specialized manufacturer a
20、nd exporter of radio-controlled toy cars and have been in this line for more than 10 years with ISO 9002(1994) approved.Compared with similar products in the international market, our toy cars are of competitive price and high quality.Our factory produces 30,000 pcs each month and delivery can be ma
21、de within 30 days after receipt of payment for order. Meanwhile, we can accept orders on OEM basis.We look forward to doing business with you. Best regards, Simon Huang Specimen Letter-5 (Enquiry for Textiles) MASTERS & CO Fabric and Furnishings 70-71 Cook Street, Brookvale,P. O. Box E.128 Warring M
22、ail 2100, Sydney, Australia Tel: 61- 938- 3000 Fax: 61- 938-3001 E-mail: 5 December 2007Dear Sir,It is a pleasure for us to introduce ourselves to you as a commission for Chinese Commodities. Weve been engaged with this post for over 7 years now.We should appreciate it very much if you could send us
23、 catalogues and samples for the following items.(1)Bed sheets; (2)Towels; (3) Sleeping Bags; (4) Shower-bath; (5) Synthetic fabrics; (6) Underwear for men, women and children.Prefer to receive the following information by 31 December： (1) FOB Prices; (2) Minimum order quantity; (3) Delivery time. We
24、 are looking forward to your early reply, Yours faithfully, John Purchase Manager Specimen Letter-6 （Enquiry for Cosmetics） March 28, 2008Dear Sirs,Re: COSMETICSWe are one of the leading importers of Daily Chemicals in this city and shall be pleased to enter into business relations with your corpora
25、tion.At present we take an interest in your cosmetics, details as per our Enquiry Note No. 1288 attached, and shall be grateful if you could send your lowest quotation as soon as possible.We would like to mention that should your price is attractive and delivery date acceptable, we shall place an or
26、der with you immediately.Faithfully yours,Celia ClemensCelia ClemensEnclosureSpecimen Letter-7 （Enquiry for Digital Cameras）13 November 2007Dear Sirs,We intend to import Sony Digital Camera you displayed at the Trade Fair. Therefore, please inform us of CIF London price, discount, time of shipment a
27、nd other details. Could you possibly send us some booklets and catalogues for our reference? Should there be any items new to the U.K. market, kindly let us know and send us samples if available.We hope this will be a good start of mutually beneficial business relations and we assure you of our close attention to your offers.Yours faithfully,Gary Zhang
