Chapter 4 Enquiries and Replies
Section 1 Introduction
Section 2 Specimen letters
Section 3 Useful Expressions (Self study after class)
Section 4 Guide to Writing
Section 5 Exercises
Section 1 Introduction
Letters of enquiry (inquiry) are an important routine
document in the pre-deal business stage. Enquiries
mean potential business, they must be acknowledged
(确认) promptly and courteously.
An important principle with enquiries is that of
always replying and helping existing or potential
customers. Even if you cannot supply their immediate
needs, you may offer alternative products of interest or
help them find what they are looking for.
No replying is not an option: it will close the door to
any future business and lose goodwill.
Understand the basic writing skills of inquiries and responses to inquiries.
The general procedure of transaction negotiation is divided into four parts: inquiry, offer, counter-offer and acceptance. Enquiry, also known as inquiry, refers to the buyer or seller asking each other the related transaction conditions centered on price (以价格为中心), including general enquiry and specific enquiry.
General inquiry refers to the buyer or seller requesting from the other party the catalogues, price list and samples, etc.
Specific inquiry refers to the buyer or seller requesting the other party to make an offer for the specified goods.
Section 2 Specimen Documents
Specimen 1: An enquiry from a retailer (零售商) to a foreign manufacturer and the Reply
Dear Sirs
We were impressed by the selection of sweaters that were displayed on your stand (在你方展位) at the ‘Menswear Exhibition’ that was held in Shanghai last month.
We are a large chain of retailers and are looking for a manufacturer who could supply us with a wide range of sweaters for the teenage market.
As we usually place very large orders, we could expect a quantity discount in addition to a 20% trade discount off net list prices, and our terms of payment are normally 30-day bill of exchange, documents against acceptance (D/A).
If these conditions interest you, and you can meet orders of over 500 garments at one time, please send us your current catalogue and price list. We hope to hear from you soon.
Yours faithfully
L Crane
Chief Buyer, F. Lynch & Co.
Possible reply for Specimen 1
Dear Mr. Crane
We are pleased to receive your enquiry, and to hear that you liked our range of sweaters.
There would certainly be no trouble in supplying you from our wide selection of garments which we make for all age groups.
We can offer you the quantity discount you asked for which would be 5% off net prices for orders over US$3,000, but the usual allowance (限额) for a trade discount in China is 15%, and we always deal on payment by sight draft, cash against documents. However, we would be prepared to review this once we have established a firm trading association with you.
Enclosed you will find our summer catalogue and price list quoting prices cif London.
We are sure you will find a ready sale for our products in Mexico as have other retailers throughout Europe and America, and we do hope we can reach an agreement on the terms quoted.
Thank you for your interest; we look forward to hearing from you soon.
Yours sincerely
Rodger Li (Mr)
Specimen 2: General enquiry and reply
Dear Sirs
We have received your name and address from Messrs. Anderson & Co. and are delighted to learn that you export hand-made gloves in a variety of colors and designs.
We are a large dealer in gloves in the UK and believe there is a large and steady demand here for gloves of high quality.
Would you please send us your catalogue and price list for gloves, with details of your prices and terms of payment? It would be greatly appreciated (感谢的) if you could also send samples of your products by airmail.
We look forward to your early reply.
Yours faithfully
Possible reply for Specimen 2
Dear Sirs
We were very pleased to receive your enquiry of 8 May and have pleasure in enclosing our latest catalogue and price list for your reference. Also by separate post (另以邮件) we are sending you some samples. We are confident that you will find our goods both excellent in quality and reasonable in price.
We invite you to consider and compare the quality and price of our products, and look forward to receiving your first order. If you have any further questions please do not hesitate to contact us at any time.
Yours faithfully
Chinatex Corporation
Specimen 3: Specific enquiry and reply
Dear Sirs
Stainless Steel Hinges (不锈钢铰链)
We are a state-owned trading company in Guangzhou, China. We are now in the market (= need) for a large quantity of stainless steel hinges.
We used to buy elsewhere and now are looking to buy from your company, because we understand that you are supplying goods of the same quality in large quantities at more attractive prices.
Our detailed requirements are:
Quantity required 5 000 sets
Specification or type: xxx or XXX
Packing in cartons
Shipment September/October 2012
Terms of payment confirmed L/C payable by draft at sight
Please quote us the best price CIF Sydney as per Incoterms 2000.
Provided your price is reasonable and the quality is found to be satisfactory, we would be willing to place regular orders with you.
We look forward to your early reply.
Yours faithfully,
(signature)
Possible reply for Specimen 3
Dear Mr. Wang
Stainless Steel Hinges (不锈钢铰链)
Thank you very much for your enquiry of 2 July for our stainless steel hinges. We can supply them from stock. We are pleased to quote as follows:
Quantity 5 000 sets
Unit Price USD 100/set CIF Sydney Incoterms 2000
Your terms of payment by sight L/C are acceptable to us. For the sake of prompt shipment, please make sure that the relevant L/C reaches us at least 30 days before the stipulated date of shipment.
If you would like any further information, please do not hesitate to contact me personally or my assistant Sally Lewis on [PHONE NUMBER].
We look forward to receiving your order in due course.
Yours sincerely
