Lecture Commercial Correspondence: Unit 3 - Nguyễn Mai Hương (p1)

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Lecture "Commercial Correspondence - Unit 3: Enquiries and replies to enquiries" to give students the knowledge: Defining, reasons to write an enquiry, general guidelines in writing enquiries, asking for details; asking for goods on approval, or on sale or return,... Invite you to refer to the disclosures.

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Nội dung Text: Lecture Commercial Correspondence: Unit 3 - Nguyễn Mai Hương (p1)

Commercial Correspondence Unit 3 Enquiries and Replies to Enquiries
Enquiries 1. Defining: enquiry, inquiry, and request 2. Reasons to write 3. General guidelines 4. Making enquiries 2
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 In business, an enquiry is a letter asking for business information (also called a request letter) 3
Reasons to write an enquiry 1. to obtain information (prices, technical data…) 2. to receive printed matter (booklets, catalogues, price lists, or reports) 3. to receive sample products, demonstrations… 4. to seek special favours (permission, advice, help, discounts…) 4
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 5
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 3. Closing 6
Opening First enquiry: Tell your supplier what sort of organization you are •We are a cooperative wholesale society based in Zurich •Our company is a subsidiary of Universal Business Machines and we specialized in … •We are one of the main producers of industrial chemicals in Germany, and we are interested in… 7
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… 8
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. 9
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 … 10
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. 11
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. 12
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. 13
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. 14
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? 15
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. • I would be obliged if you could … • I would appreciate it if you could … 16
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. 17
Asking for goods on approval, or on sale or return • The leaflet advertising your latest hobby magazines interested us, and we would like to stock a selection of them. However we would only consider placing an order if it was on the usual basis of sale or return. If this is acceptable, we will send you a firm order. 18
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. 19
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. 20