Enquiry Letters

Unit 4 , Part 1

Introduction

• Letters of enquiry describe what the writer wants and why. The more unusual the request, the more convincing the reason needs to be.

ENQUIRIES• Solicited enquiry: An enquiry made in response to the seller’s

advertisement and publicity.• Unsolicited enquiry: An enquiry made the buyer’s own

initiative.• Enquiry for some favor: An enquiry not about goods but

about some other information, may be about some special price or some favorable terms.

• Routine enquiry: An enquiry made by an old buyer in the usual course of business.

A letter of enquiry should be:• Straightforward, compact and courteous;• Positive and confident in tone;• Brief and to the point, yet clear, complete and correct.

Content

• Subject Heading:• This should inform the reader that this is an enquiry

or request; e.g.» Enquiry about Textbooks » Request for Brochure »Query about Website »Question regarding Product Components

First Paragraph

• This should tell the reader what you want; e.g.

1. Please send me... (for things that the organization offers to send)

2. I would be grateful if you could tell me... (for things that are not normally offered)

3. I am writing to enquire whether... (to see if something is possible)

4. I would especially like to know... ( + a more detailed request)

5. Could you also... ( + an additional enquiry or request)

Second Paragraph

• This paragraph tells the reader why you are contacting his or her organization, and gives further details of the enquiry.

• There are two reasons why you may contact an organization:

1. you have contacted this organization before, and want to again.

2. you have not contacted this organization before, but you have heard about them. You should describe from where, such as from an advert or a recommendation;

Example openings for the second paragraph

• I saw your advert in the HK Daily on Tuesday, 22 September 2009. • Your company was recommended to me

by Ms. Elsie Wong of Far Eastern Logistics

Final Paragraph

• This paragraph should contain a polite expression and/or an expression of thanks to the reader. The degree of politeness (and therefore the length), depends on how unusual or difficult your request is.

Final Paragraph contd.• Possible language includes:

1. Thanks. (For a very informal and normal enquiry or request)

2. I look forward to hearing from you. 3. I am looking forward to hearing from you. 4. Thank you for your assistance. 5. Thank you very much for your kind assistance. 6. I appreciate that this is an unusual request, but I would be

very grateful for any help you could provide. I look forward to hearing from you.

• If you think the reader might have further questions, you can suggest that he or she contact you; e.g. 'If you have any questions, please do not hesitate to contact me'.

Sample letter 1

Golden Gate Engineering Prince Square, Prince Street, Dehradun

24 September 2009

Pro-Skills Training Centre Jubilee BuildingSilver RoadDehradun

Dear Sir or Madam,

Enquiry about Quality Control Course

I am writing to enquire whether your company could offer a course on Quality Control for our managers.I saw your advert in the HK Daily on Tuesday, 22 September 2009, and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest, on Monday, 12 October 2009, for a group of 20. Could you send us some information about the teaching staff and the possible schedule for this course? I am looking forward to receiving your reply.

Yours faithfully,

(signature)David MathurManaging Director

Sample letter 2 Rich Lucky Trading Company 345, Nathan Rd, Kowloon, H.K.

28 September 2009

Hi-fashion Garment Ltd Unit 398 Shek Kip Mei Industrial Estate

Dear Sir or Madam

Request for Catalogue

Please send me your current catalogue.Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics. Our African customer is interested in importing a range of printed 100% cotton cloth. I look forward to hearing from you. Yours

(signature)K.K. Chan Merchandiser

Now write the perfect enquiry letterpick the correct option and start to write

• Position of your address: (right, center, left?)• Position of date:(above address, below address, in

between address?)• Format of date: (9/29/09, 26/9/09, 26 September

2009?) • Salutation: (Dear Sir or Madam, Dear Mr. Pandey,

Dear G. Pandey, Dear Pandey G. ,Dear Pandey?)• Paragraph Style: ( block, indented)

Options for the subject line:

Choose the best one:1. Please Tell Me about Your Local Tours2. Request for Details of your Range of Local Tours3. Enquiring about your Local Tours4. Requesting Regarding your Local Tours5. Enquiry about Local Tours6. Your Local Tours

Paragraph 1, Sentence 1: Choose the best option

a) I would be grateful if you could give me details of the local tours your company provides.

b) I am writing to enquire whether you could send me details of the local tours your company provides.

c) Please send me details of the local tours your company provides.

Paragraph 1, Sentence 2: Choose the best option

a) I would also be very grateful if you would be able to send me information about your one-day tours.

b) I am especially interested in one-day tours.

c) Send me information about your one-day tours.

Paragraph 2, Sentence 1: Choose the best option

a) My friend recommended you. b) Mr. K.K. Chan of Fortune Trading says you

tours are good. c) Your tours were recommended by Mr. K.K.

Chan of Fortune Trading.

Paragraph 2, Sentence 2: Choose the best option

a) This is for a staff outing. b) Like him, I am planning a social outing for my

staff members. c) Mr. Chan used your company to organize a

staff outing for his staff, and I would like to do the same.

Final Paragraph Choose the best option

a) Thanks. b) I look forward to hearing from you. c) Thank you very much for your kind

assistance.

Sign off:pick the correct option

Yours sincerely, or Yours faithfully ( signature)

General Manager The General Manager

General manager

The end

• See you have a perfect letter!!

• An order, is the ‘thread’ which establishes a legal relation between the seller and the buyer. The order must be brief but clear, complete and accurate so that it may be correctly understood and promptly executed.

• Order form includes all relevant instructions about time allowed for execution of the order, about packing, insurance and transportation and about terms of payment.

Hints for drafting an ‘Order’• Thank the seller for his quotations especially when special

terms have been offered; or add a note of appreciation in the case of a repeat order.

• Give specification of the goods: (a) exact trade name, catalogue number , size, colour, style,

design, quality, etc. (b) Price and discount. (c) Quantity desired for each item. (d) Alternative goods, if acceptable.• Give shipment or forwarding directions; goods to be sent by Parcel post, goods or passenger train, truck or ship.• Give special instructions, if any, for packing, marking,

insurance, etc.

• State the manner of payment: (a) Debit to account (b) Cash sent with order(C.W.O) (c) Cash to be paid on delivery(C.O.D)• Close with what you wish to emphasize: (a) Quality, (b) Prompt execution, (c) Discount, (d) Time factor, etc.

Messes.Hiremath Bros. wish to place an order with National Paints Co..Ltd. For a few types of paints, varnish and mixers. Prepare an order for them mentiontioning that the tins should be sent by pasenger train, carriage forward to your station, where you will collect them . Mention also the method of payment

HIREMATH BROTHERSStokists in Hardware & Dealers in Paints

36/2 Kadokar Calli.Belgaum

26th March, 2012The Sales ManagerNational Paints co.,Ltd.Ahemdabad

Dear Sir, Thank you for your quotation and the price list. We are glad to place our first order with you for the following items:.------------------------------------------------------------------------------------------------------------------------------S.No. Description Quantity Unit Amt.1------------------------------------------------------------------------------------------------------------------------------

Since the above goods are required to replenish our nearly exhausted stock of theses items, we request you to expedite the dispatch by passenger train , carriage forward to Belgaum. We shall arrange for taking delivery of the goods at our end.

Please send the invoice , at 7.5% discount, through Belgaum Bank Ltd. ,Belgaum. Yours faithfully