Unit 3

Unit 3. Enquiries

3.3 Specimen letters

In this letter the customer is replying to an advertisement for cassettes which he saw in a trade journal. The advertiser gave little information, so the writer will have to ask for details.

Questions:

1. Why does M. Gerard say they are a large' record store?

2. Is he interested in high-quality cassettes or low-quality cassettes?

3. What two things does he require before he places an order?

4. How did he hear about the advert?

5. If the letter began Dear Mr… what would the complimentary close be?

6. Is M. Gerard asking about any special concessions?

7. Which words in the letter correspond to the following: publication, product's name, vocal instructions, examples, large?

2. Enquiry from a retailer to a foreign manufacturer

This letter is from a Birmingham chain of retail shops to an Italian manufacturer. Here the retailer explains how he got to know about the manufacturer, and suggests that a quantity discount and acceptance of his method of payment would persuade him to place an order. He is staling his terms in his enquiry because he feels that as a bulk buyer he can stipulate conditions. But you will see from the reply that although the Italian manufacturer wants the order, he does not like the terms, and suggests conditions that are more suitable to him.

Questions:

1. How did Lynch & Co. get to know about Satex?

2. What market are Lynch & Co. interested in?

3. How many sweaters are they likely to order?

4. What discounts are they asking for?

5. How will payment be made?

6. What expression does Mr Crane use to show Lynch is a large firm?

7. Should any references be quoted in reply to this letter?

8. Which words in the letter correspond to the following: shown, group of shops, selection, less, present?

3. Request for an estimate

A supermarket is asking a firm of shop-fitters for an estimate to put in counters, shelves, windows, etc.

Questions:

1. Why is an estimate needed? Why is it not possible to give a firm quotation?

2. What has to be done before the estimate can be given?

3. Can Wembley Shopfitters take as long as they want to complete the job?

4. Do Superbuys expect a letter in reply?

5. How should Mr Bellon be contacted?

6. Has anything been included with the letter?

7. How were the premises originally used?

3.4 Points to remember

1. Enquiries can take the form of telephoned, telexed, or taxed requests for information. Only use these forms if you can make your enquiry very brief. For fuller enquiries, write a letter.

2. Give details of your own firm as well as asking for information from your prospective supplier.

3. Be specific and state exactly what you want. Quote box numbers, catalogue references, etc. to help your supplier to identify what you want.

4. Ask for samples if you are uncertain about a product.

5. You can suggest terms and discounts, but be prepared for your supplier to make a counter-offer.

6. You can be direct in your letter, yet still polite. Notice how the use of the passive can soften a request: I want a prompt reply is impolite; A prompt reply would be appreciated is better. Notice also how short sentences can create an abrupt effect, while a complex sentence can modify: We are large wholesalers. We are interested in your range of shirts is not as good as We are large wholesalers and are interested in your range of shirts.

7. Close with a simple 'thank you' or ‘I look forward to hearing from you', unless you want to indicate the possibility of substantial orders or further business.