3B. Enquiries and Orders

Orders convey the writer's intention to do business with the correspondent, usually to buy some goods from him.

A business transaction often starts with an enquiry, which may be later followed by an order.

Both enquires and orders are typical asking letters, therefore study the above guidance points again and see how they can be applied in a letter of enquiry and order.

This section includes requests for detailed information about the goods, their prices and terms of a possible transaction. Sometimes an enquiry contains a request for an offer, so offers – though not always – are written in reply to enquiries.

Enquiry

A letter of enquiry is a formal letter that makes an approach to an individual or organization either speculatively or in response to printed public domain material whereby you are requesting some information. An example of a letter of enquiry would be a letter sent to a company requesting a copy of their catalogue or brochure. By their very nature letters of enquiry are short and to the point, it is usually beneficial to include other methods of contact in case the company needs to get in touch with via other means.

A routine letter of enquiry usually contains a request to send some information, a catalogue, a price list, a sample, a quotation, an estimate, etc.

When making an enquiry, observe the following rules:

• Start with the question(s) you want to ask; what you enquiry about must be stated clearly and concisely.

• State or imply reasons for your enquiry. It would be quite natural to give your supplier details of your own business or tell him how you obtained his name or address .

• Express appreciation for the expected cooperation.

Make sure you know expressions most commonly used in letters of enquires.

1. We noticed an advertisement Мы увидели рекламу

describing ... (объявления), где говорится ...

2. ... we are very interested in ... .. .мы очень заинтересованы в ...

3.We suggest that you send us Просим Вас выслать нам Ваши каталоги

your catalogues and pricelists и прейскуранты в трех

in triplicate and preferably in экземплярах и желательно на

English. английском языке.

4. We would like you to advice Просим сообщить нам о скидках,

you to advice us of discounts которые Вы предоставляете, и

that you provide and delivery о сроках поставок.

time.

5…. we should be glad to … будем рады получить…

receive…

6. We may be able to place Возможно, мы сможем дать Вашей

large orders with your компании большие заказы.

company.

7. The catalogue is of Каталог нас очень заинтересовал.

considerable interest to us.

8. We are particularly interested Мы особенно заинтересованы в…

in…

9. We shall appreciate it if you Мы будем Вам благодарны, если

will send us a more detailed Вы вышлете нам более детальное описание...

description of…

10. We are regular buyers of… Мы специализируемся на

покупке…

11. We are in market for… Мы имеем намерение купить…

12. Please send us samples of… Пожалуйста, вышлите нам

образцы…

13. Your offer should be Ваше предложение должно сопрово-

accompanied with ждаться спецификациями и

specifications and blueprints. чертежами…

14. We would ask you to send us Просим Вас выслать нам Ваше

your offer (tender, quotation) предложение (официальное

for… предложение, котировку) на…

Study the examples of letters of enquiry.

A) A ‘first’ letter of enquiry

A.Q.Electronics Ltd Calle Estoril 1701 Barcelona Ref: JHR/CT The Sales Manager Standard Office Furniture Ltd., 12 October 2011 Cantley Rd., London, SW4 9HX Dear Sirs We have read an article in ‘Office News’ about your range visible record system filing cabinets. We are interested in introducing a modern filing system in our main office. We also wish to install an electronic system for the storage a retrieval of data. Please send us price lists and catalogues of your manual and electronic data processing systems, quoting your price F.O.B. London if possible. We are particularly interested: type TW37, so we should be obliged if you would enclose more detailed information about this particular model. Yours faithfully, Rodriguez Office Manager

B) Reply to ‘first’ enquiry

Standard Office Furniture Ltd. CantleyRd., London, SW4 9HX Your ref: JHR/CT Our ref: PJM/JA The Office Manager A.Q.Electronics Ltd. 18 October 2011 Calle Estoril 1701 Barcelona Dear Sirs Thank you for your letter of 12 October, enquiring about our range of office equipment. We enclose our latest price list and catalogue with this letter, together with a brochure on filing cabinet type TW37. All prices are quoted F.O.B. London. We look forward to receiving your order. If you require further information, please let us know. Yours faithfully, P.J.Morris Sales Manager

Task 1

We have seen an advertisement in this month’s ‘Office News’ about your range of pocket calculators. Make sentences similar to the above, informing your recipient how and where you heard about them or their products, using the words given.

1.Read/article/The Financial Times/filing cabinets

2.Hear/a lot/electric typewriters

3.See/the publicity material/photocopying machines

4.Hear/from the Commercial Attache at the British Embassy/office equipment.

5.Read/an advertisement/local newspaper/modern storage and retrieval systems

6.See/your advertisement/Milan Trade Fair/range of clothes

7.Hear/from our agent in London/leather jackets

8.Read/in the financial papers/success with Type TS8

9.Talk/your representative/possibility of buying electric cookers from you

10.Talk/our customers/suitability of your range of bathroom equipment

Task 2.

Notice how you express an interest in a specific good: We are interested in type TW37.

Express an interest in the following. Remember you are writing to a company.

1. A range of kitchen furniture

2. Type SK/27 cabinets

3. Large bookshelves

4. A range of pocket calculators

5. Type CSJ/7 especially

6. Electric heaters, type 2JS

7. A range of dining room tables

8. The “Embossed” typewriter

9. The latest printing process

10. The “Sierra”1100 motor car

Task 3.

Notice how you express an interest in more general ideas: we are interested in introducing a modern filing system in our main office. Express an interest in the following. Use the fords below.

1. Buy type TW37 filing cabinets

2. Receive more information about your electric typewriters

3. Introduce a modern storage system

4. Order twenty new office desks

5. Export some of our business machines to the USA

6. Install a new telex machine

7. Extend our market to include Northern Europe

8. Increase our supplies of photocopying paper

9. Make an improvement in our Design Department

10. Improve data processing system

Task 4.

Notice these sentences: We wish to install a new telex machine. We wish to enquire into the possibility of installing a new telex machine. Make sentences similar to A) and B) for the following:

1. order a new duplicating machine

2. develop our trade with North America

3. modernize our filing system

4. increase our storage facilities

5. buy 25 type TW37 filing cabinets

6. visit your head office in London on 25^th June

7. extend the range of cookers in our department stores

8. accommodate more tourists in our hotels

9. arrange payment by International Money Order

10. send our agent to inspect the goods

Task 5

Notice the polite requests. Please send us a catalogue and your latest price-list. Will you please send us a catalogue and your latest price-list? We should be obliged if you would send us a catalogue and your latest price-list. We would appreciate a catalogue and your latest price-list. Make four sentences (types A,B,C,D) for the following:

1. a brochure for type TW37

2. more information about office desks

3. a detailed statement of prices F.O.B. London

4. a reply as soon as possible

5. a quotation for our bulk purchase of men’s suits

6. a statement of our account at your branch

7. your latest catalogue reference numbers

8. a reply by telex

9. a message from your agent in Oslo

10. a letter of confirmation