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LETTERS OF INQUIRY (ENQUIRY). Inquiry or enquiry.
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Inquiry or enquiry • In the US, inquiry and enquiry are interchangeable, but be aware that many will consider enquiry to be a spelling mistake of inquiry. In the UK, inquiry and enquiry are interchangeable. However, it is becoming preferable to use inquiry to denote an investigation, and enquiry to denote a question. • Read more at http://www.grammar-monster.com/easily_confused/enquiry_inquiry.htm#2s4gRkTMxvT0SoqW.99
The purpose of letters of inquiry is to obtain information about some things. • Asks for a brochure, catalogue or price list. • State your purpose • List your questions or requested action • Follow up with a thank you note, e-mail, or phone call to the person who helped you with your request
A.Q.Electronics Ltd. CalleEstoril 1701 Barselona Ref: JR/ct Standart Office Furniture Ltd. Cantley Rd.London, SW4 9HX Great Britain12 October 2013 Dear Sirs, We have read an article in “Office News” about your range of visible record system filing cabinets. We are interested in introducing a modern filing system in our main office. We also wish to install an electronic system for the storage and retrieval of data. Please send us price list and catalogues of your manual and electronic data processing systems, quoting your price f.o.b. London if possible. We are particularly interested in type TW37, so we would be grateful if you would enclose more detailed information about this particular model. We look forward to hearing from you soon. Yours faithfully, J. Rodriguez, Office Manager
Write a letter of inquiry to “Adidas” You are new at the market and also produce sports equipment. Ask about the following: • Produced items • Prices per item • Possible cooperation • You should always address your letter “Dear Sirs”, “Dear Sir or Madam” – in this way you are writing to a company.
Opening paragraph: The introduction states: • what you are inquiring about, • how you learned about the organization, • name and type of your organization.
Content First Paragraph EXAMPLE • Could you please send me... • I would be grateful if you could tell me… • I am writing to enquire whether… • I would especially like to know… • Could you send me more details… (a more detailed request) • Could you also… • I would also like to know... • Could you tell me whether... (an additional enquiry or request)
Content 2nd paragraph: This paragraph gives further details of the enquiry EXAMPLE • 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 … as … • I hope this suggestion/information will be useful to me. • I hope that this information will help you to make decisions on your order.
Content 3rd paragraph: Contains a polite expression and/or an expression of thanks to the reader. • Thank you very much for your kind assistance. • I appreciate that this is an unusual request, but I would be very grateful for any help you could provide. • 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 … • Please do not hesitate to contact me on 27615432 if I can be of further assistance. • I look forward to hearing from you. • I am looking forward to hearing from you.
Samples:Requests • Could you please send me your most recent brochure? • Could you fax me the results of the market survey? • I would like to order ten copies of the book, Touchy Situations. • I would be very grateful if you could send me this information. • Please return the enclosed envelope with your payment.
Samples: Goodwill • Thank you for your hospitality. • I enjoyed having lunch with you last week while I was in New York. • Congratulations on your promotion to General Manager. • I want(ed) to congratulate you on your new position. • I was happy to hear that contract negotiations went well.
Samples: Introduction of Product/Service • I am writing to tell you about . . . • (Our new product) is coming out next month. • This product/service is designed to (help you) . . .
Samples: Reference • I am writing in regard to . . . • I am writing in reference to . . . • Please refer to the enclosed invoice/brochure. • I hope you have had a chance to look over the materials we sent.
Samples: Confirmation • I am writing to confirm . . . • I would like to confirm what we discussed last Friday. • I would just like to confirm the main points we discussed . . .
Samples: Notification • I am writing to let you know that . . . • Please be aware/informed that . . . • I would like to inform you of a recent policy change. • I am happy to inform you that . . . • Your request for funding has been approved.
Samples: Offering Assistance • We would be happy to . . . • If we can be of assistance, please don't hesitate to ask.
Samples: Collection • According to our records . . . • Our records show that . . . • Your monthly installment is past due. • Please send payment as soon as possible.
Content of replies How to Reply to Enquiries 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 … We would like to thank you for enquiring about ...
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) …
Content of replies Apologizing 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 …
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 …
Response to request • Thank you for your interest/inquiry • Enclosed is the information you requested. • You can learn more about this at . . . • If you have further questions, • If you require assistance, please contact: • If I can be of more help, please feel free to contact me at...
The following terms of delivery frequently used in business letters: notice F.O.B. – free on board – means that the seller bears responsibility for the goods until they are delivered to the port and placed on board the ship, which will further deliver them to the port of destination. Accordingly, the price, which the buyer pays, doesn't include transportation and insurance in transit. C.I.F. – cost, insurance, freight – means that the seller bears responsibility for the goods during all the way to the port of destination – charters the vessel, organizes loading and insurance payments – everything up to the final point; all these payments are, of course, included into the price paid buy the buyer. Ex-works– free from the factory – means that the seller bears no responsibility for the goods after they leave factory gates. C.A.F. – cost and freight paid
