Request letters

what are the different reasons for writing request letters ? 1 - To obtain information. 2 - To receive printed matter. 3 - To receive sample products. 4 - To order goods. 5 - To engage service 6 - To make reservations.. 7 - To seek special favors.

How should all request letters look like? All requests should: 1 - Be specific and complete. 2 - Be reasonable. 3 - Provide complete, accurate information.

What are the major types request letter? the major types request letter are : Inquiries Order

A letter to request information of product and (or) services. LETTER OF INQUIRY A letter to request information of product and (or) services.

What should an inquiry contain ? It should contain : Exactly what you want The course of action you would like your reader to take

Sample Inquiry Letter Request for Samples. Dear Sir, We have received a number of inquiries for false ceiling for the our new building. It would be helpful if you could send us samples showing your range of suitable ceilings and if one is available, a pattern-card of the designs in which they are supplied. Yours faithfully,

Responding to the Inquiries. Reply to the request for samples.

Dear Mr…. Thank you for your enquiry for samples and a pattern-card of our false ceiling fittings. We have sent to you today by rail a range of samples specially selected for their hard-wearing qualities but regret that we have no pattern card to send You. For the purpose you mentioned, we recommend a42356, which is specially recommended for the departmental stores. We encourage you to test the samples provided. Once you have tested and if you feel it would help your intended purpose, we will arrange for our technical representative to call you for an appointment. In the meantime, our price list is enclosed which also shows details of our conditions and terms of trading. We hope these will be of use when you wish to place an order. Yours truly,

John Cain About the writer’s company BRAMASTYA DEVI & CO LTD 10 Ansari Road, New Delhi 110022 Our Ref JC/BC 7 June, 2004 Good Equipment, Ltd Jln. Tembaan Barat 107 Surabaya 60382 INDONESIA Dear Sirs, Your advertisement in the “Indonesian Times” interests us greatly. We are a selling agent for ceramic wares in India. As the company develops greatly, we need to open a branch office in Surabaya, East Java, Indonesia. Therefore, we need to order some office equipment soon. Could you please send us a brochure, catalogue and price list of the office equipment you produce? Please ensure that the catalogue and the price list are sent by air mail, not surface mail. We are looking forward to receiving your reply shortly. Yours faithfully, John Cain Purchasing Manager About the writer’s company How the writer knows the information about the supplier The Information requested Closing

OPENING 1. How did you hear about the company you are contacting? Advertisement, Trade fair/Exhibition, Embassy, etc. 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…….. The British Consulate in Madrid has told us that you are looking for an agent in Spain to represent you… 2. Tell the supplier about your company. We are one of the main producers of industrials chemicals in Middle East a, and we are interested in……………..

MIDDLE Asking for catalogues, Price list Could you please send your current catalogue and price list for exhibition stands? We are particularly interested in stands suitable for displaying furniture… I am planning to come and study in London next autumn and would be grateful if you could send me a prospectus and details of your fees. I am particularly interested in courses in computing. Please would you send me an up-to-date price list for your building materials?

MIDDLE 2. Asking for details Could you please give me more information about course BL362, which appears in the language learning section of your summer prospectus?

MIDDLE 3. Asking for samples, demonstrations, patterns. When replying, could you please enclose a pattern card? We would also appreciate it if you could send some samples of the materials so that we can examine the texture and quality. Before selling toys we prefer to test them for safety. Could you therefore sends us at least two examples of the “Sprite” range?

MIDDLE 4. Suggesting terms, methods of payments and discounts We usually deal on a 30% trade discount basis with an additional quantity discount for orders over 1,000 units. Could you let us know if you allow cash discount?

CLOSING We hope to hear from you in the near future We would be grateful for an early reply Finally, we would like to point out that delivery before Christmas is essential and hope that you can offer us that guarantee We should be pleased to receive your prompt reply. We look forward to receiving your reply. We should appreciate your prompt reply. We look forward to receiving your reply immediately. We hope you will be able to send us reply by return.

Order letter Many companies use special forms for ordering goods or service. They may use their own, called a purchase order, or one provided by the seller, called an order form. These forms have blank spaces to ensure the inclusion of all necessary information. Their advantage is that they enable a company to number and track all expenditures

Order : Nevertheless, there will be times when an order must be put into letter format. At such times, you must be sure to include complete, accurate information because incomplete orders result in delayed deliveries, and inaccurate facts result in receipt of the wrong merchandise

WRITING PLAN Begin directly with definite action verbs, such as please send or please ship us rater than indefinite phrase such as I am interested in or I am looking for…. Describe the items accurately following these categories: Quantity desired Product or catalogue number Product name or description Size and colour if applicable Unit price Total price State your method of payment. When using a credit card including the number and expiry date. State how you want the merchandise shipped Give the shipping address if it is different from the inside address. Indicate the date you need the product if applicable.

What should be included in every order ? 1. The name of the item being ordered 2. The item's number 3. Quantity desired 4. Description 5. Unit price 6. Applicable discounts 7. Applicable sales tax 8. Total price 9. Method of payment 10. Desired delivery date 11. Method of shipment 12.delivery address 13. Authorized signature.

ORDER LETTER Dear Sir, We are greatly obliged for the quotations of----- for the supply of computer systems. We find your terms and conditions satisfactory and will appreciate if you send us the following by train: NO QTY Description Model no Rate/ Rs Total Rs 1 20 Super speed MC413 45,000 900,000 2 5 Pioneer 124 25,000 125,000 3 5 Compaq Electra DC 451 10,000 50,000 Please pack the consignment in strong wooden cases with adequate protection for shipping. Make sure that the consignment reaches us before -------------. The docking receipt may be sent through our bank The National Bank------ The payment will be made through our bank after the goods have been received intact. Sincerely yours,

HOMEWORK Write a letter of inquiry based on the following situation: You are a Purchasing manager of a computers store: DISC SA ( Jl. Cempaka Putih No. 544 Jakarta Pusat 10510, Telp. O21 436783). You write to CLEARCALM Ltd. (275-277 Einek H, Istanbul, Turkey) to ask for: Details about the re-writeable and recordable CDs Samples Discount You got the information from an advertisement in this month’s edition of “Lectron”.