I letters of inquiry
A New York businessman writes to an English producer.
Spiners & Windson
Ready-Made Clothing 552 Green-Blue Avenue New York, 757 44003
Messrs. Goodman & Jackson 888 Marine Street
G48C England
November 24, 20.. Gentlemen: We saw your children's dresses and suits at the London Children Fashion
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Show. It was held here in New York at the beginning of this November. We think that the lines shown there would be the most suitable for our market, especially the "Thompson" dresses and suits. We have heard you are interested in finding new markets in the USA. Would you kindly let us know your conditions. And would you send us your quotation for spring and summer clothing that you .might supply by the beginning of next January.
We would need 1.500 dresses and suits in each of the sizes 6-8. Payment is made by letter of credit.
Thank you in advance. Yours sincerely, S.Jackson Buyer.
Exercise 2. Questions on the Letter:
1. What does the company "Spiners and Windson" deal with?
2. What are they interested in?
3.How did they know about the company "Goodman and Jackson" and their products?
4. Who told them that the English company is looking for new markets?
5. What do "Spiners and Windson" want a quotation for?
Useful Phrases: -to be held in - would you kindly let us know
-to be most suitable for - to supply by
-to be interested in +ing - payment is made by
-to know one's conditions - a Letter of Credit
-to want a quotation for, to send - thank you in advance - thank you for an early reply - to place orders
It is an example of a simple enquiry. If in your business you need a lot of information and want to be given more details, you may ask about the following: description of the goods (services); supply of goods; delivery time;
catalogues, leaflets, booklets; samples;
prices, quotations. Sometimes, if you are limited to certain price range, it is good to mention it in your Letter of Enquiry;
terms of payment (sometimes given an option), method of delivery and insurance.
Terms relating to prices:
1. B/E - bill of exchange.
2. FOB (free on board) - the price includes delivery to a named port and loading on to a ship.
3. CIF (cost, insurance, freight) - the price includes all costs and insurance to a named destination (e.g. CIF Kyiv).
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4. COD - cash on deliverer.
If you are writing to a potential supplier for the first time include:
1) where you found the supplier's name,
2) information about your business,
3) where the supplier can find references about you company.
Useful Phrases: -We were given your name by .... -You have been recommended to us by -Your goods have been recommended to us by .... -We refer to a special offer of... -We saw your advertisement in ... -We would like to expand our range of... -Please send us full details about your products (services).
Replying to Enquiries Letters of Reply to Enquiry A reply to an enquiry may take different forms. In any case when replying to any enquiry remember the following:
♦ thank the writer for the enquiry;
♦ make sure that all the enquiries have been answered;
♦ let the prospective customer know if your goods are available at once or, if not, how long a delay may be. If you do hot have the goods requested, offer some alternative;
♦ enclose current price lists, catalogues, leaflets or booklets informing the customer of other items in stock;
♦ show your willingness to supply further information and to have contacts.
Ha LETTER OF REPLY TO ENQUIRY FOR ORDER
Goodman & Jackson 888 Marine Street Leeds WIG 48C England Spiners & Windson Ready-Made Clothing 552 Green-Blue Avenue New York, 757.44003
Attention: Mr. S Jackson
Dear Sirs,
Thank you for your order dated 24th November.
30,hNov, 20.
We have pleasure in confirming that we have booked your order for 1.500 dresses and suits in each of the sizes 6-8, "Thompson" line. Air shipment can be made as soon as we receive confirmation that a letter of credit has been opened for the amount mentioned.
Please note that our quotation is for sea freight c.i.f. New York. We can arrange for
the goods to be sent by air which is more expensive.
However, you will receive the goods within a week, thus you will be able to distribute
them in time for Christmas. Inform us which way you expect us to deliver the goods.
Yours faithfully,
Goodman & Jackson
E. Boots
Export Department.
Encs.: The Price List of the Goods.
2 catalogues.
lib LETTER TO REPLY TO ENQUIRY FOR SAMPLES
Dear Mr. Robertson,
Thank you for enquiry of 15 April asking for samples of our leather goods.
We enclose these together with a pattern card showing the various colours available.
These are colours for handbags, purses and briefcases which you like. Our delivery
date is three weeks from receipt of order.
All our prices for handbags and purses are quoted CIF London. From today on we
offer a discount of 25% for briefcases.
We hope our samples meet your approval. We look forward to hearing from you as
soon as possible.
Yours sincerely,....
(name-)
He LETTER OF REPLY TO ENQUIRY FOR QUOTATION
Dear Sir/Madam....,
Thank you for your letter of enquiry of 13 October, asking for a quotation for 250
coolers. We are pleased to make the offer:
Price: £150.50 each
Packing: Free
Payment: 50 days net
Delivery: 14 days after receipt of order
We look forward to receiving your order and assure you that it will receive our
attention.
Yours faithfully,...
(name)
HI
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LETTER OF ACCOMMODATION
Doing business one has to travel from town to town, from country to country.
When writing to a hotel to ask about accommodation it is important, first of all, to be specific about the type of accommodation you want. It is also necessary to state if you are interested in bed and breakfast accommodation.
You should not only mention but give details about the number of rooms and beds you need. If you are ready to accept alternative accommodation, say a few words about it.
Besides, give the dates when you will need the accommodation; the number of nights you want the room being stated here too. Don't forget to ask about prices.
At the end of the letter it is recommended to ask confirmation of booking. Letter of Accommodation
Dear Sir/Madam..,, Please reserve one single room with bath or shower or both from Tuesday, 8 October 20.. to Friday, 11 October 20...
I expect to arrive on Tuesday morning and am going to leave on Friday afternoon. What are your terms? Will you confirm this booking?
I would be pleased to hear from you as soon as possible. Yours faithfully, ....
Useful Phrases:
♦ please reserve a room ito expect to arrive
♦ to be going to leave on *to confirm booking
♦ a price of bed and breakfast ^thank for your inquiry
♦ we are pleased to submit our lowest prices fto enclose our latest price list
♦ to make a firm offer ♦ accommodation is still available for
♦ a forthcoming visit ♦pleasure of seeing you again
♦ let us know your wishes
IV LETTER OF CONFIRMATION OF BOOKING M/H Metro Hotel 15 Peace St Liverpool W13 Mr. N.Grigorenko L.Ukrainka St 5, apt.25 Kyiv Ukraine
131h May, 20..
Dear Mr. N.Grigorenko,
Thank you for your letter asking for hotel accommodation in June. We were pleased
to hear that you wish to stay at the Metro Hotel again during your forthcoming
business-trip to Liverpool. Our terms are:
Bed & Breakfast Room & Full Board
°ne night per person de luxe room - £50 -£70
one night per person single room - £ 10 - £ 15
Accommodation is still available for June.
Would you let us know your wishes as soon as possible, so that we can reserve the
room you want.
We look forward to the pleasure of seeing you here again soon.
Yours sincerely,
Reception Desk
Exercise 3. Answer the following questions to the Letter
1. What indicates that Mr. N. Grigorenko has already stayed at the Metro Hotel in Liverpool before?
2. Why do they give the prices of two different types of room?
3. What indicates that service provided by the personnel of the Metro Hotel is of high quality?
Exercise 4. Tasks in Letter Writing.
1. Write a letter of accommodation to the Metro Hotel asking for accommodation as if you were N. Grigorenko.
2. Write another letter in reply to the letter of confirmation of booking given above. Almost all business letters from office or home are to be typed, but some forms of correspondence are never typed. Among such letters are letters of invitation, letters of congratulation, thank-you letters and letters of condolence.
Exercise 5. Read and translate. Learn useful phrases.