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10 Metg - REPLYING LETTER
10 Metg - REPLYING LETTER
10 Metg - REPLYING LETTER
PREPARED BY
LUH NYOMAN CHANDRA HANDAYANI
POLITEKNIK NEGERI BALI
TOPIC 5
REPLYING LETTER AND QUOTATIONS
Replying to Letters of Enquiry
A reply to an enquiry should be fairly brief. In such a letter the letter typically consists of the
following:
Opening lines
Confirming that we can help
Selling your product
Suggesting alternative
Closing
Opening lines
Mention your prospective customer’s name (on salutation, receiver’s address and
attention line)
Thank the writer for his enquiry
Mention the date of his letter and quote any other references that appear.
Examples:
Thank you for your enquiry of April 4th 2010 in which you ask about…..
I would like to thank you for your enquiry of May 10 and am pleases to tell you that
we would be able to supply you with the …..
Thank you for your letter, NJ 1691, which we received this morning.
Suggesting alternatives
Give your prospective customer an alternative if you don’t have the product.
Example:
The model has now been improved, its steel casing having been replaced by plastic
which is lighter, more durable and stronger.
Closing lines
Always thank the customer for writing to you. You should also encourage further enquiries.
Examples:
Once again we would like to thank you for writing to us and would welcome any
further points you would like us to answer.
We hope to hear from you again soon and can assure you that your order will be dealt
with promptly.
Note:
Make sure that you enclose current catalogue and price list if you are sending them.
Example:
In reply to your enquiry of 5 May we are pleased to enclose the catalogue and price list
you requested, full particulars of our export models and also our revised price list.
QUOTATION
Prices
Gross price : a price which includes extra cost and charges, e.g. transport, insurance , and
VAT (Value Added Tax)
Net price: a price which excludes extra cost and charges.
Examples:
The net price of this article is $ 10.00, to which must be added VAT at 8%, making a
gross price of $ 10.80.
Discount
It can be deducted from the net or gross price. There are three kinds of discount:
Trade discount, which is given to sellers in similar trades.
Quantity discount, which is given for orders over a certain amount of goods/money.
Cash discount, which is given if payment is made within certain time, e.g. 7 days.
Examples:
We grant you 5% discount for payment within two weeks.
The net price is Rp 10.000,00 less 7% discount for order more than 500 units.
EXERCISES
Exercise 1
Read the following replying letter than answer the questions.
Manhattan – Windsor
STEWARD ST., BIRMINGHAM B18 7 AF
Dear Mr Bowen
Thank you for your letter of 17 May enquiring about our promotional gifts.
We are pleased to enclose our new brochure and price list together with samples of
our promotional gifts.
Yours sincerely
MARY HARDY
Sales Manager
Enc: 3
Questions:
1. Who is MH?
2. Who wrote the letter on 17 May?
3. What items (things) were sent with the letter?
B
BORG CORPORATION
10 OSLO AVENUE MALMO SWEDEN
Dear Mr Waters
We have pleasure in enclosing a copy of our latest catalogue and a leaflet giving
details of our special trade discounts. All the items are now covered by our
standard two-year guarantee.
Yours sincerely
F WILANDER
Sales Director
Enc: 2
Questions:
1. Who is LW?
2. Who are ‘we’ in paragraph 2?
3. Why is F Wilander ‘looking forward’ to hearing from Thomas Green Ltd?
Exercise 3
Match these words with their definitions.
Example:
1. Do you offer discount on large orders?
He asked if they offered discounts on large orders.
27 June 2009
Fournier et Cie SA
Avenue Ravigny 14
Paris XV
FRANCE
Dear Sirs,
We thank you (1) ___(on, for, an) enquiry (2) _____(of, for, on) 12 October, and
appreciate your interest (3) _____(from, of, in) our product.
Details (4) ______(for, from, of) our export prices and terms of payment are enclosed,
and we have arranged (5) _______ (for, from, of) a copy of our catalogue to be sent to
you today.
Our representative (6) _____ (for, from, of) Europe, Mr J Needham, will be (7)_____ (at,
on, in) Paris from the 24th to the 30th (8) ______ this month. And we have asked him to
visit you during this period. He will have with him a full range of (9) _____ (samples,
examples) of our hand-made lines, and is authorized to discuss the terms of an order with
you or to negotiate a contract.
We think our article will be just what you want for the fashionable trade, and look
forward to the opportunity of doing business with you.
S Granville
Export Sales Manager
An 21
Exercise 6
Read this enquiry and make a letter to answer it
Dear Sir
We have heard from the British Embassy in Jakarta that you are producing for export
masculine perfumes.
There is a steady demand in Indonesia for masculine perfume of any type. Sales are not
very high, but are increasing steadily as the national economy is getting better.
Will you please send us your catalog and all details of your masculine perfumes, export
price, term of payment, and discount.
Yours faithfully
Ekanita Sari
Purchasing Manager