National Economics University

English for Commerce 2

ENQUIRIES AND REPLIES

MSc. Ha Le
Email: haltt@neu.edu.vn

Economics and Commercial Business Department

School of Trade and International Economics
 Enquiries

1. Defining: enquiry, inquiry, and request

2. Reasons to write
3. General guidelines
4. Making enquiries

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 Defining terms

Enquiry: British English

Inquiry: American English
Request: an action of asking formally and
politely for something to be done
Enquiry: a request for information about
somebody or something

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What is an enquiry?

An enquiry is a letter asking for

business information
How to make an enquiry?

- By telephone, letter, fax or email

- Asking for an estimate or tender
 Reasons to make an enquiry

1. To receive printed matter (booklets,

catalogues, price lists, or reports)
2. To obtain details (price, technical data,...)
3. To receive sample products, demonstrations…
4. To suggest terms and conditions
5. To make reservation
6. To seek special favors (permission, advice,
help, discounts…)
7. To engage services including repair or
maintenance services 6
 General guidelines in writing enquiries

1. State clearly and concisely what you want

right from the beginning.
2. Keep your enquiry short and to the point,
easy to understand and easy to answer
3. Be reasonable
4. Provide complete and accurate
information

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 Making Enquiries
1. Opening
2. Main message
§ Asking for catalogues, price lists, etc.
§ Asking for details
§ Asking for samples, patterns, and demonstrations
§ Suggesting terms, methods of payment, and
discounts
§ Asking for goods on approval or on sale or return
§ Asking for an estimates or tender
3. Closing 8
 Opening

- Introduce your organization

- How do you know the company you are
contacting

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 Opening

First enquiry: Tell your supplier what sort of

organization you are
• We are a co-operative wholesale society
based in Zurich
• We are one of the main producers of
industrial chemicals in Germany, and we
are interested in…

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 Opening

First enquiry: Tell your supplier how did you

know them
• We were given your name by the Hoteliers’
Association in Paris.
• You were recommended to us by Mr John
King, of Lawsom & Davies Merchant
Bankers.
• We were advised by Spett. Marco
Gennovisa of Milan that you are interested
in supplying…
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 Opening

First enquiry: Tell your supplier how did

you know them
• We were impressed by the selection of
gardening tools displayed on your stand
at this year’s Hamburg Gardening
Exhibition.
• Our associates in the packaging industry
speak highly of your Zeta packing
machines, and we would like to have
more information about them.
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 Opening

Give background information/ reason

• We intend to purchase a new laser
printer/copier before the end of the year.
• We have recently extended our television
department and are thinking of adding new
ranges to our present stocks. We are
particularly interested in …

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 Asking for catalogues, price lists, etc.

§ Don’t need to give a lot of information about

yourself.
§ Remember to give your postal address.
§ Should point out briefly any particular items
you are interested in.

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Asking for catalogues, price lists, etc.

• I have seen one of your safes in the office

of a local firm and they passed on your
address to me. Please send me a copy of
your current catalogue. I am particularly
interested in safes suitable for a small
office.
• Could you please send your current
catalogue and price list for exhibition
stands? We are particularly interested in
stands suitable for displaying furniture.
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 Asking for details

§ Be specific and state exactly what you want.

§ If replying to an advertisement, mention the
journal or newspaper, and its date.
§ If referring to a catalogue, brochure, or
prospectus, quote the reference, e.g.
Cat. no. A149; Item no. 315.

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 Asking for details

• I am replying to your advertisement in the

June edition of “Tailor and Cutter”. I would
like to know more about the steam presses
which you are offering at cost price.
• I would appreciate more details about the
‘University Communications System’ which you
are currently advertising on your website.

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 Asking for samples, patterns, and
demonstrations

Be specific and state exactly what you want.

• Before selling toys we prefer to test them
for safety. Could you therefore send us at
least two examples of the “Sprite” range?

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 Asking for samples, patterns, and
demonstrations

Suggest when or how you want to see them.

• I would like to discuss the problem of
maintenance before deciding which model to
install in my factory. Therefore I would be
grateful if you could arrange for one of your
representatives to call on me within the next
two weeks.
• We would be obliged if you could …
• We would appreciate it if you could …
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Suggesting terms, methods of payment, and
discounts

Politely suggest certain concessions and give

reasons.
• Could you let us know if you allow cash
discounts?
• As we intend to place a substantial order, we
would like to know what quantity discounts
you allow.
• We usually deal on a 30% trade discount basis
with an additional quantity discount for
orders over 1,000 units. 20
 Asking for goods on approval, or on sale
or return

• In the catalogue we received from you last

week, we saw that you are introducing a new
line in synthetic furs… We would like to try a
selection of designs. Would it be possible for
you to supply us with a range on an approval
basis to see if we can encourage a demand?
Three months would probably be enough to
establish a market if there is one.

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 Closing

§ Thank your supplier.

• Many thanks. (informal)
• Thank you for your help/assistance.
Other options:
§ Express expectation to get a prompt reply
• I hope to hear from you soon.
• I look forward to hearing from you soon.
• We look forward to your early reply.

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 Closing

§ Indicate certain terms or guarantees

• Finally, we would like to point out that
delivery before Christmas is essential, and
hope that you can offer us that guarantee.
§ Express interest in further business
• If the product is satisfactory, we will place
further orders with you in the future.
• If the prices quoted are competitive and
the quality is up to standard, we will order
on a regular basis.
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