PERTEMUAN 2-5

INQUIRY LETTER
An inquiry (enquiry) is sent when a businessman wants some information, especially about
:

- the supply of goods - availability of goods

- leaflets or catalogues - delivery times and deadlines
- quotation or prices - method of transport
- samples - insurance
- terms and discounts

If a prospective customer approaches suppliers for the first time, it is useful to tell them
something about his own business, the kind of goods he needs and for what purpose they
are required. If the customers repeat orders, the enquiry may be very simple. Often a phone
call or a postcard will do.

Here are phrases usually used in Inquiries:

We are retailers/importers/wholesalers in the ….trade, and would like to get in touch with
suppliers/manufacturers of …..

We have heard of your products.

We have known about your products from exhibition held in SIngapore last month. We are
very interested in your products.

Please send us prices and samples of ….

Please send us the price list and the catalogue of ACER Computers.Co.

Would you please let us have a firm offer for …/ your current catalogue showing…

Would you please give me your current catalogue showing the newest prices and discounts in
promotional month.

Could you please give information relating to terms of payment and insurance?

We read your advertisement

Would you kindly quote your best prices and terms of payment for….

If your prices are competitive/If the quality of the goods comes up to our expectations / If the
samples meet with our customers’ approval we can probably let you have regular orders.

We look forward to receiving your quotation/prices/reply as soon as possible.

We look forward to your reply.

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We look forward to meeting you in Bandung.

Thank you in advance for any information you can give in.

REPLIES TO ENQUIRY

In replying to an enquiry letter, the points below are included:

1. Thank the customer for their interest in your product(s) and confirm that you can (can’t)
help.
2. “Sell” your product(s) and explain how it is suitable for your customers’ need.
3. Say that you are sending catalogue, price list, advertising literature, etc.
4. Explain how the customer can get ‘hands-n’ experience of the product(s):
a. offer to send samples or get rep to visit with samples/demo.
b. State the location of distributor’s showroom near enquirer’s address.
c. Announce an exhibit at a forthcoming trade fair.

5. Quote:
a. exactly what you are selling: confirm the specification of your product(s).
b. prices in buyer’s or another hard currency, including terms of delivery (CIF, FOB, etc)
and validity.
c. Discounts: for cash, etc.
d. Terms of payment
e. Shipping date.

6. End on an optimistic note and encourage the customer to phone or telex you personally for
more information.

Offers are also sent without a preceding enquiry when a supplier wants to draw the attention
of customers and new customers to a special product or range of goods.

A firm offer is subject to certain conditions, a deadline for the receipt of orders, or a special
price for certain quantities.

Terima kasih telah mengirimkan surat permintaan kepada kami.

Terima kasih karena sudah tertarik dengan produk/jasa perusahaan kami.

Thank you for sending a quotation letter to us.

Thank you for the interest of our product/service.

USEFUL EXPRESSIONS

General enquiries

Openings
1. Please inform us ( let us know) on what terms you can supply ….

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2. We understand that you are manufactures of (dealers in) … and should like to know
whether you can supply ….
3. We have seen your advertisement in … and shall be glad (obliged) if you will send us
particulars of ….
4. We should appreciate further information (full particulars) about your … advertised in ….

Endings
5. We hope we may hear from you (We look forward to hearing from you) very soon (within the
next few days).
6. As the matter is urgent we should appreciate an early reply.
7. If you can supply goods of the type and quality required, we may place regular orders for
large quantities.

Replies to general enquiries

Openings
8. Thank you for } your enquiry of …… for …….
9. We were pleased to receive
10. We are pleased to learn from your letter of …….. that you are interested in our ………
11. We are sending you
} acopy of our ………. Asked for in
12. We have pleasure in enclosing your letter of ………

Endings
13. We shall be pleased (glad, happy) to send you any further information you may need.
14. We hope you will be able to place an order with us.
15. We have the items in stock and can deliver as soon as we receive your order.
16. We are confident that you will be satisfied with the quality of our goods.

Request for catalogues, samples, etc.

Openings
17. We are interested in ……
18. We have received an enquiry for …..
19. 21 we have seen your advertisement in
…..
} and should be glad (pleased,
grateful, obliged) if you would
send us your catalogue (price list,
etc.)

20. Please } patterns and prices of your …….

send us
21. We should be glad (grateful, obliged) if
you would send us

Endings
22. We await your information with interest.
23. We should appreciate an early reply.
24. When replying please say when you could deliver.
25. Please say whether you could supply the goods from stock as we need them urgently.

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Replies to requests for catalogues, samples, etc.

Openings
26. We are pleased to receive your enquiry of ….. and enclose ……
27. Many thanks for your letter of …… as requested, we enclose ……
28. In reply to your enquiry, we are sending you by separate post ……
29. ;/’’’’’’’’’Samples (patterns) of our range of …… for which you ask in your letter of …… are
being sent to you to you today.

Endings
30. I hope the samples (patterns) will reach you safety and in good time and look forward to
your order.
31. We hope to hear again from you very soon.
32. We look forward to hearing from you again.
33. We hope you will take full advantage of our offer.

Enquiry-1

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 26 Payalebar Street-Singapore 20001

__________________________________________________________________

Our ref : 05/AS-02 21st March, 2002

Marketing Manager

Maestro International Inc

143B Jln. Semanggi Raya

Jakarta 10009

Dear Sirs,

With reference to your advertisement in Today’s Jakarta Times, would you

please send me your color catalogues with full details of prices and terms of
payment of your quality furniture and lighting.

I should also be grateful for a quotation for 100 units of table MZ5 and lighting TU
25Z c.i.f Jakarta.

I should be pleased to have your reply promptly.

We look forward to your prompt reply.

Yours faithfully,

Robert T. Lee

Purchase Manager

Questions on the letter

1. Who is the Purchase Manager of Singapore Trading Ltd?
2. In what newspaper was the furniture advertised?

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3. When was the furniture advertised?
4. What is the address of Maestro International?
5. For many unit of table does Mr. Robert Lee ask for quotation?

Reply to Enquiry-1

MAESTRO INTERNATIONAL

Jln. Semanggi Raya No. 143B

Jakarta 10001

Our ref : MM/DC/14 31st March, 2002

Mr. Robert T. Lee

Purchase Manager

Singapore Trading Ltd.

26 Payalebar Street

Singapore 20001

Dear Sirs,

With reference to your letter of 21st March inquiring about full details of
our quality furniture and lighting, we are pleased to send you herewith our
catalogues and terms of payment.

We are also pleased to enclose a quotation for 500 units of table ZP2, c.i.f
Jakarta.

We hope you will find our prices and terms satisfactory and look forward
to receiving your first order.

Yours sincerely,

Maria T Maris

Marketing Manager

Encs: 3 (enclosures:

Enquiry-2

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 Ladies’ Shoes

148 Mortimer Street

London WIC 37d

England

Our ref : 05/AS-02

6th March, 2002

PT Pengrajin Sepatu

Jl. Cibaduyut 38

Bandung

Indonesia

Dear Sirs,

We have seen some of your excellent ladies’ shoes products exhibited at the
Indonesian Trade Fair on 1st March and I was very interested in your products
displayed at the Fair.

We should be pleased if you would send us your catalogues of your complete

ranges of ladies’ shoes, price list, and term of payment. Perhaps at the same time
you could let us know the time required after you receive the order. If they are
competitive and the terms are satisfactory, we may place our regular orders in
future.

Thank you for an early reply.

Yours faithfully,

P. School

Purchase Manager

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Questions on the letter
1. What is the position of Mr. P. School .?
2. Where did Mr. P. School see the products of PT Pengrajin Sepatu?
3. When was the letter typed?
4. When was the Indonesian Trade Fair held?
5. What did Mr. P. School ask for in his letter?
6. What are the products of PT Pengrajin Sepatu?

Reply to Enquiry-2

I.1 PT Pengrajin Sepatu

Jl. Cibaduyut 38

Bandung

Indonesia

Your ref: 05/AS-02

Our ref:CS/LH/14

21st March 2002

Mr. Paul School

Purchase Manager

Michelia Ladies’ Shoes

148 Mortimer Street

London WIC 37d

England

Dear Mr. Paul School,

Thank you for your letter of 6 March 2002, inquiring about our latest catalogues,
price-list and terms of payment.

We are pleased to enclose our new catalogues, price-list, and terms of payment
together with samples of our promotional products.

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 We hope you will find our prices and terms satisfactory and look forward to
receiving your first order.

Yours sincerely,

R. Mardino

Marketing Manager

Encs: Catalogues, price-list

EXERCISES

I. Letters – 1 Enquiries
Below you will see parts of three letters of enquiry. Put the correct word or phrase in
each blank. Choose from the following list. Use each item once only.
advertisement discount latest catalogue Price list
Advise faithfully model price range
current issue Forward particularly reference
Dear information payment Still available
A.
1. ....................Sir,
I have seen your 2. ..........................in the 3. ..................of ‘Office Weekly’ and am
interested in your range of office stationery.
Could you please send me your 4. .......................and 5. .......................... I look
......................to hearing from you.

Yours 7. .....................

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B.
With 8. ........................to your advertisement in today’s ‘Times’, could you please send
me 9. .......................about your office furniture. I am 10. ........................interested
in your adjustable typist’s chairs.

C.
Some time ago we purchased from you some JF72 solar-powered pocket calculators.
As this 11. ....................was so popular with our customers, we would like to know if it
is 12. ..................... If so, would you kindly 13. ........................us of your terms of
14. ......................and any quantity 15. ........................available. Could you also include
details of any new models in the same 16. ......................

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