Replies and Quotations

I. Definition:
A Letter supplies some necessary information
about the product or service asked for
II. What to write?
1. Thank the writer of the letter of enquiry for the
letter in question.
2. Supply all the information requested, and refer
both to enclosures and to samples,
catalogues and other items being sent by
separate post.
 Replies and Quotations

3. Provide additional information, not

specifically requested by the customer, so long
as it is relevant.
4. Conclude with one or two lines encouraging
the customer to place orders and assuring him
of good service.
 Replies and Quotations
Warm-up: Make words from the jumbled
letters and match them with the definitions
below:
a. TMINEROC
b. TEN RCIPE
c. RIGACREA ROFDRAW
d. TNQOAOIUT
e. NREDU PATESRAE VREOC
f. SORSG IERPC
g. LTAYOLY NUTCOSID
 Replies and Quotations
Make words from the jumbled letters and
match them with the definitions below:
1. Condition of sale when the customers pay for
the transport of the goods.
2. International used term which indicate which
price is being quoted to the customers
3. Price which does not include additional costs
such as transport and insurance.
4. Amount taken off the usual price of goods
when they are sold to a regular customer.
 Replies and Quotations
Make words from the jumbled letters and
match them with the definitions below:
5. In a separate envelope or parcel
6. Price which includes additional costs such as
transport and insurance.
7. Price for work to be done or a service to be
provided.
 How to write?

1. Opening .
1. Many thanks for your enquiry of 3 April .
2. We are pleased to have your enquiry
about ...
3. We thank you for your letter of 6 January,
in which you enquire about ...
5. In reply to your telex of today ...
6. Replying to your enquiry of 2 June ...
 How to write?

1. Opening .
7. We are pleased to inform you that ...
8. We have pleasure in confirming that we
can
9. We can offer you immediately
10. We thank you for your enquiry, and are
pleased to Inform you that our Brazilian
agents hold stocks of all our products
 How to write?

1. Opening .
11. In reply to your enquiry of 8 August, we
are enclosing the brochures you requested,
full particulars of our export models, our
revised price list.
 How to write?
1. Opening .
12. We thank you for your letter of 4 July
and have sent you today, by separate
post, samples of all our wax polishes,
patterns of our new silk fabrics,
specimens of our latest ball-point pens,
a full range of samples
 How to write?
1. Opening .
- Many thanks for your letter of….. As requested, we
are enclosing
- In reply to your enquiry of ….. We are sending you
by separate post…
- I was pleased to learn from letter of .. You are
interested in our….
- We were pleased to receive your enquiry of ….. for
….
2. Closes
We look forward to receiving a trial order from you soon
 How to write?
1. Opening .
- We shall be pleased to send you any further
information you may need
- I hope the sample reach you safely and look
forward to receiving your order
- Any order you may place with us will have your
prompt attention
 How to write?

1. Opening
-Thank you for your enquiry of 6June 20 in
which you asked about ...
- I would like to thank you for your enquiry
of 10 May 20..., and am pleased to tell you
that we would be able to supply you with
the ...
 How to write?

1. Opening
- We were pleased to learn from your letter
of 10 December that you are impressed
with our selection of. ..
- Thank you for your letter No. 1691, which
we received this morning.

 
 How to write?

2. Confirming that you can help

- We have a wide selection of sweaters
that will appeal to the market you
specified.
- Our factory would have no problem in
producing the 6,000 units you asked for in
your enquiry.
- We can supply from stock will have no
trouble in meeting your delivery date.
 How to write?

2. Confirming that you can help

- I am pleased to say that we will be able
to supply the transport facilities you
require.
- We can offer door-to-door delivery
services.
 How to write?

3. 'Selling' your product

- When you have had the opportunity to
see the samples for yourself, we feel sure
you will agree that they are of the highest
quality; and to see a wide selection online.
- Once you have seen the Delta 800 in
operation we know you will be impressed
by its trouble free performance.
 How to write?

3. 'Selling' your product

- We can assure you that the Alpha 2000
is one of the most outstanding machines
on the market, and our confidence in it is
supported by our five-year guarantee.
 How to write?

4.  Suggesting alternatives
- while this engine has all the qualities of
the model you asked for, the 'Powerdrive'
has the added advantage of fewer moving
parts, so reducing maintenance costs. It
also saves on oil as it ...
 How to write?

4.  Suggesting alternatives
- The model has now been improved. Its
steel casting has been replaced by strong
plastic, which makes the machine much
lighter and easier to handle.
 How to write?

5. Referring the customer to another

place
- I regret to say that we no longer produce
the type of stapler you refer to as there is no
longer sufficient demand for it. I am sorry
we cannot help you.
- The book you mention is not published by
us, but by Greenhill Education Ltd. Their
address is ...
 How to write?

- We no longer manufacture pure cotton

shirts as their retail prices tend only to
attract the upper end of the market. All our
garments are now polycotton, which is
stronger, needs little ironing, and allows
variations in pattern, which you can see on
our website at wwwelegance.co.uk.
However, if you are only interested in pure
cotton garments, we advise you to contact
Louis Fashions Ltd at ...
 How to write?

5. Referring the customer to another

place
- We manufacture the product you require,
but we only deal with wholesalers, not
retailers. Therefore, I suggest you contact
our agent, R. L Depre SA, rue Montpellier
28, Paris, ...
 How to write?

6. Sending catalogues, price lists,

prospectuses, and samples
- Please find enclosed our current catalogue
and price list quoting CIF prices Kobe. The
units you referred to in your letter are
featured on pp. 31-34 under catalogue
numbers Y32-Y37- When ordering could
you please quote these numbers? The
samples you asked for will follow under
separate cover
 How to write?

6. Sending catalogues, price lists,

prospectuses, and samples
 - We enclose our booklet on the Omega
2000 and are sure you will agree that it is
one of the finest machines of its kind. It can
be adapted to your specifications (see the
section 'Structural changes' on page 12).
 How to write?

6. Sending catalogues, price lists,

prospectuses, and samples
 - We enclose our summer catalogue, which
unfortunately is only published in English.
However, we have included a German
translation for the relevant pages and hope
this will prove helpful.
 How to write?

6. Sending catalogues, price lists,

prospectuses, and samples
.... and we have enclosed our price list, but
should point out that prices are subject to
change as the market for raw materials is
very unstable at present
 How to write?

7. Arranging demonstrations and visits

- Certain products. e.g. heavy equipment.
machinery. and computer installations, may
need demonstrating. In these cases the
supplier will either send a representative or
adviser, or suggest that the customer visits
their showroom.
 How to write?

7. Arranging demonstrations and visits

- We have enclosed full details of the Laren
welder, but a demonstration would be
necessary to show you its full capabilities.
We therefore suggest that you visit our
centre in Birmingham, where the equipment
is set up, so that you can see the machine
in action.
 How to write?

7. Arranging demonstrations and visits

- As the enclosed booklet cannot really show the
efficiency of this system, we would be happy to
arrange for our representative to visit you and
give a demonstration. If you are interested in a
visit, please fill in the enclosed pre-paid card and
return it to us.
- The enclosed catalogue will give you an idea of
the type of sound equipment we produce, but
may we suggest that you also visit our
 How to write?

7. Arranging demonstrations and visits

- Before installing the equipment. we would
like to send Mr. Tony Griffith, our Chief
Engineer. to look over your plant and
prepare a report on the installation, taking
your particular requirements into account.
We suggest you contact us to arrange a
convenient date.
 
 How to write?

8. Closing
- Once again we would like to thank you for
writing. We would welcome any further
questions you might have.
- Please contact us again if you have any
questions, using the above telephone
number or email address.
 How to write?

8. Closing
- I am sorry we do not have the model you
asked for, but can assure you that the
alternative I have suggested will meet your
requirements. Please remember that we
offer a full three-year guarantee.
 How to write?

8. Closing
- We hope to hear from you again soon, and
can assure you that your order will be dealt
with promptly
 Vocabulary
1. ighst dafrt
2. eperat deorr
3. Aless leraitture
4. Scripdetive bokleot
5. llowaance
6. rofitp argimn
7. ashc aainsgt ocumdents
8. evocairrble ettelr of dicret
9. nghiri roaabd
10. iceprs xcludeing ackping
11. arkmet ftuatiolucn
 Vocabulary
1. Sight draft
2. Repeat order
3. Sales literature
4. Descriptive booklet
5. allowance
6. profit margin
7. cash against documents
8. irrevocable letter of credit
9. hiring abroad
10. price excluding packing
11. market ftuctuation
 Sample letters:
1. reigfht ot ollecct
2. a idwe lectiseon of armegnts
3. ummser talogcaue
4. oulwd eb epaprred ot evierw
5. Rmfi adintrg ociatiasson
6. otalt osct fo aymepnt
7. ighfret adn surancine
8. nabo defi tailerers
9. empext fmro tav
10. ayment p fro itiainl rdeor
11. usiinclve of iverdely argches
 Vocabulary
1. freight to collect
2. a wide selection of garments
3. summer catologue
4. would be prepared to review
5. firm trading association
6. total cost of payment
7. freight and insurance
8. bona fide relaiter
9. exempt from tax
10. payment for initial order
11. inclusive of delivery charges
 Vocabulary
1. eciatappre ouyr ereintst ni rou oducprts
2. ceivere rou ediaimmte aentitton.
3.  lkingoo warford ot aringhe rofm yuo
4. owkn hwo rgela yruo derors
5. Eetm uryo quiremerents.
6.. a fllu eethr- eayr arantguee.
7. ortunitoppy fo indog usinbess ithw uoy.
8. llfu angre fo ampless
9. closeden ppaired arcd
10. no leongr oduprce the ypte of aplster
11. nesfit chinemas of sit dkin.
12.It acn eb daptaed to yuro scatiopecifins
 Sample letters:
1. appreciate your interest in our products
2. receive our immediate attention.
3.  looking forward to hearing from you
4. know how large your orders
5. meet your requirements.
6.. a full three-year guarantee.
7. opportunity of doing business with you.
8. full range of samples
9. enclosed pre-paid card
10. no longer produce the type of stapler
11. finest machines of its kind.
12.It can be adapted to your specifications
 Translation
 8. We do not normally give discounts to private
customers, but we will allow you a 20% off the
retail price due to/ because of the long
association/relationship with our company
9. We can quote you a gross price, inclusive of
delivery charges, of $20 per each 100 items.
These goods are exempt from VAT.
10. Payment for initial orders should be made by
sight draft, payable at Vietcombank, cash
against documents.
 Translation(E-V New)
1. We are afraid you are not yet aware of the changes
that are taken place in the market.
1. Chúng tôi e rằng quý ngài chưa biết được những thay
đổi diễn ra trên thị trường.
2. Speaking of goods of Korean make, you must be
aware our quality is far superior to theirs.
2. Nói về hàng hóa nhãn hiệu Hàn Quốc quý ngài phải
nhận thấy rằng chất lượng sản phẩm của chúng tôi cao
hơn của họ nhiều.
 Translation(E-V New)
3. Our product are very good in quality. Therefore, we can
assure you that you won’t find any trouble in promoting the
sale of our products
3. Sản phẩm của chúng tôi có chất lượng tốt. Do vậy,
chúng tôi đảm bảo với quý ngài sẽ không gặp phải rắc rối
nào trong việc thúc đẩy bán các sản phẩm của chúng tôi.
4. It is quite a bargain. I hope you will appreciate it.
4. Đây là một thương vụ khá hời. Tôi hy vọng quý ngài sẽ
đánh giá cao điều này.
5. We understand your difficulty in coping with competition.
5. Chúng tôi hiểu được khó khăn của quý ngài trong việc
đối phó với cạnh tranh.
 Translation(E-V New)
6. Could you please tell us the quantity you require so that
we may adjust our price accordingly.
6. Đề nghị quý ngài nói cho chúng tôi biết số lượng mà
ngài cần để chúng tôi có thể điểu chỉnh giá một cách
tương ứng.
7. Our price is reasonable. Besides, our products can
stand competition.
7. Giá của chúng tôi là hợp lý. Bên cạnh đó, các sản phẩm
của chúng tôi còn có thể đứng vững trong cạnh tranh.
8. In respect to quality, I don’t think that the goods of other
brands can compare with ours.
8. Về chất lượng, tôi không nghĩ rằng hàng hóa thuộc các
nhãn hiệu khác có thể so sánh với hàng của chúng tôi.
 Translation(E-V New)
9. You know that the cost of production has been skyrocketing
in recent years.
9. Như quý ngài thấy chi phí sản xuất đã tăng vọt trong những
năm gần đây.
10. We hope you will direct the attention of your users to the
superior quality of our products.
10. Chúng tôi hy vọng các ngài sẽ hướng khách hàng của các
ngài chú ý tới chất lượng cao cấp của các sản phẩm của chúng
tôi.
11. However desirous we may be of establishing our business
with you, we regret that we cannot grant the reduction in price
you ask.
11. Cho dù chúng tôi có mong muốn thiết lập việc kinh doanh
của chúng tôi với quý ngài, chúng tôi lấy làm tiếc rằng chúng tôi
không thể giảm giá như các ngài yêu cầu.
 Translation(E-V New)
12. We feel sure that a fair comparison in quality between
our products and similar articles from other sources will
convince you of the reasonableness of your price.
12. Chúng tôi tin chắc rằng việc so sánh công bằng giữa
các sản phẩm của chúng tôi với các sản phẩm của chúng
tôi với các sản phẩm tương tự của các nhà cung cấp khác
về chất lượng sẽ thuyết phục được các ngài về sự hợp lý
về giá chúng tôi.
13. If our products are not of your requirements, please let
us know the specifications that are of interest to you.
 13. Nếu sản phẩm của chúng tôi không thích hợp với như
cầu của quý ngài, đề nghị quý ngài cho chúng tôi biết quy
cách phẩm chất mà quý ngài muốn mua.
 Translation(E-V New)
14. We have much pleasure in sending you herewith a
fairly full collection of our latest and best selling designs.
14. Chúng tôi rất vui mừng gửi kèm cho quý ngài một bố
khá đầy đủ các kiểu mới nhất và bán chạy nhất.
15. Payment is to be effected against a Bill of Lading, an
invoice and a work’s test certificate by an irrevocable
L/C to be opened in our favor with the Commercial Bank,
London
15. Thanh toán bằng tín dụng thư không thể hủy ngang
mở qua ngân hàng thương mại Luân Đôn cho chúng tôi
được hưởng theo vận đơn dường biển, hóa đơn và giấy
chứng nhận của nhà máy.
 Translation(E-V New)
16. We regret to inform you that we are not in a position
to meet your requirements for the time being.
16. Chúng tôi lấy làm tiếc báo cho ngài biết hiện nay
chúng tôi không có khả năng đáp ứng nhu cầu mà các
ngài cần.
17. We assure you of an ample supply a prompt shipment
of the goods.
17. Chúng tôi đảm bảo cung cấp cho quý ngài khối lượng
lớn và giao hàng ngay.
18. We are pleased to inform you that we have today sent
you by parcel post the following samples:
18. Chúng tôi vui mừng báo cho quý ngài biết rằng hôm
nay chúng tôi đã gửi cho quý ngài bằng bưu điện những
 Translation(E-V New)
19. Sealex is available in twenty basic colors and prices
are surprisingly low.
19. Sealex có sẵn trong 20 màu cơ bản và giá thấp một
cách ngạc nhiên.
20. Only 0.3% is to be deducted from the CIF price, if
you like to trade with us on CFR basis and insure the
goods themselves.
20. Nếu quý ngài muốn buôn bán với chúng tôi trên cơ
sở điều kiện CFR và tự mua bảo hiểm hàng hóa thì giá
cả sẽ bằng giá CIF trừ 0,3%.