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CHAPTER SIX. INQUIRY LETTER AND RESPONSE OF INQUIRY LETTER. We write an inquiry when we want to ask for more information concerning a product, service, or other information about a product or service that interests us.

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Presentation Transcript
inquiry letter

We write an inquiry when we want to ask for more information concerning a product, service, or other information about a product or service that interests us.

These letters are often written to response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision.

An inquiry is sent when a businessman wants some more information, especially about :

- the supply of goods - delivery times and deadlines

- leaflets or catalogues - method of transport

- quotation or prices - insurance

- samples - terms and discounts

INQUIRY LETTER
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The start : - Dear Sir or Madam

- To whom it may concern

  • Giving Reference : - With reference to your

advertisement in .........

- Regarding your

advertisement in ...........

  • Requesting a catalogue, brochure, etc :

- Would/could you please send me .........

  • Requesting further information :

- I would also like to know ....................

- Could you tell me whether .......................

  • Signature : - Yours faithfully
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Terms of payment :

- Cash in advance - Tunai di muka

- Cash with order (c.w.o) - Tunai beserta

pesanan

- Cash on delivery (c.o.d) - Tunai waktu terima

- Payment quarterly/monthly/at sight – pembayaran suku tahunan/bulanan

- Our usual terms are cash against documents (c.a.d) – syarat berdasarkan dokumen/faktur

- We can allow you three months credit – pemberian kredit 3 bulan

- c.i.f (cost, insurance, freight) – harga, asuransi,

angkutan

- c & f (cost and freight) – harga dan angkutan

- f.o.b (free on board) – penyerahan diatas kapal

- f.a.s (free alongside ship) – penyerahan disisi kapal

- f.o.r (free on rail) – penyerahan di gerbong

- These prices are ex warehouse – harga gudang

- Freight and insurance to be paid by buyer/by you – angkutan dan asuransi dibayar

oleh pembeli/anda

- Delivery will be made within two months of receipt of your order

Pengiriman akan dilakukan dalam masa dua bulan sesudah diterima pesanan anda

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Kenneth Beare

2520 Vista Avenue

Olympia, WA 98501

Jackson Brothers

3487 23rd Street

New York, NY 12009

September 12, 2000

To Whom It May Concern :

With reference to your advertisement in yesterday’s New York Times, could you please send me a copy of your latest catalogue. I would also like to know if it is possible to make purchases online.

Yours faithfully,

(signature)

Kenneth Beare

Administrative Director

English Learners & Company

reply to inquiries

It is very important to make a good impression when responding to inquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response.

Remember to place your or your company’s address at the top of the letter ( or use your company’s letterhead) followed by the address of the company you are writing to.

Reply to inquiries
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The Start : - Dear Mr, Ms, Mrs.

  • Thanking the Potential Customer for His/Her Interest :

- Thank you for your letter of .... Inquiring (askng for information) about .........

- We would like to thank you for your letter of .... Inquiring (asking for information) about ..............

  • Providing Requested Materials : - We are pleased to enclose ...........

- Enclosed you will find ..........

- We enclose ....................

  • Providing Additional Information :

- We would also like to inform you ...............

- Regarding your question about ..................

- In answer to your question (inquiry) about ......................

  • Closing a Letter Hoping for Future Business :

- We look forward to .... Hearing from you / receiving your order / welcoming you as our client (customer)

  • Signature : Yours sincerely ( remember use “Yours faithfully” when you don’t know the name of the person you are writing and “Yours Sincerely” when you do )
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Jackson Brothers

3487 23rd Street

New York, NY 12009

Kenneth Beare

Administrative Director

English Learners Company

2520 Vista Avenue

Olympia, WA 98501

September 12, 2000

Dear Mr. Beare,

Thank you for your inquiry of 12 September asking for the latest edition of our catalogue.

We are pleased to enclose our latest brochure. We would like to inform you that it is possible to make purchases online at http://jacksonbros.com

We look forward to welcoming you as our customer.

Yours sincerely

(signature)

Dennis Jackson

Marketing Director

Jackson Brothers

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EXERCISES :

Worldwide Dealers Ltd.

4 Mugadishu St.Hadda Road

PO BOX: 340 Sana’a

Republic of Yemen

The Victoria Cycle Works

PO BOX : 9271

Melbourne

June 14, 1999

Dear Sirs,

Our business agent in India has asked us for quotation for 10.000 brand new computers to be exported to Sri Lanka, India, Pakistan, and Nepal.

Please let us know what quantities you are able to deliver at regular intervals, quoting your best terms f.o.b Brisbane.

We shall handle export formalities, but would ask you to calculate container transport to Brisbane for onward shipment.

Yours faithfully,

P. King

Ass. Marketing Manager

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Question :

Who is the addresser?

Who is the adressee?

Who is P.King?

Why do the Worldwide Dealers approach the Victoria Cycle Works?

What do they ask apart from prices?

How should the brand new computers be transported?