Unit 3 Enquiries

Teaching Objectives for Enquiry 2.To be familiar with the structure of inquiry letters as well as the contents of an enquiry 4.To master the writing skills of enquiry letters 3.To know the basic requirements of writing enquiries as well as the reply 1.To know the essential principles of enquiry

Typical words and sentences of inquiry Writing a letter of enquiry as well as the reply Sample letters’ study Analysis the structure of inquiry letters Bargaining in the processing of enquiry Teaching focus

3.1 Introduction to Enquiry  What is an enquiry? – An enquiry is a request made by the buyers to get information about the goods or service he is interested in, such as price, product specification, packing, delivery, terms of payment.  In international trade, when you write to request some specific information usually about buying of a certain commodity, your letter is called “ Inquiry ”. In this sense, the letters to start business with other companies can also be taken as a kind of inquiry letter to inquire about the possibility of doing business with other companies in a certain line.

 Although an enquiry is not legally binding upon either the exporter or the importer, it is the first step towards successful business and should be handled with great care.  When a buyer makes an enquiry, he has no obligation to purchase. On the other hand, the seller who receives such an enquiry is under no obligation to reply.  Enquiries may be either dispatched by mail, cable, telex, fax, or handed to the supplies through personal contact.  General Enquiry & Specific Enquiry  First Enquiry & Repeat Enquiry

 When making enquiries, give details of your own firm and ask for needed information from your prospective supplier. Be specific and state exactly what you want: the goods needed, usual terms of trade, a catalogue, a price list, a sample, a quotation, etc., so as to enable the seller to quote or offer the correct goods.  The tactic often used to invite better terms is to give the seller some hope of substantial orders or continued business.  In an enquiry such phrases are often used as “ Should your prices be competitive ”, “ if your quotation is favourable ” or “ please quote your best prices ”.

 After receiving your inquiry letter, the other party will give you a yes or no answer.  In the case of “ yes ”, you will be quoted the price and the other trade terms of the commodity you want to buy. This is called “ Quotation ”. The prices and specific quantities are listed on a “ Price List ”. In the case of ‘ no ’, business is impossible.

3.2 Guidelines for Writing Enquiries  A brief mention of how you obtain your potential supplier ’ s name and some details of your own business if it is a first enquiry.  State exactly what you want  Describe the commodities of your interest as specifically as you can.  Indicate clearly why and when you must have the information and end on an optimistic note and request an early reply  Be brief, specific, courteous and reasonable

3.3 Guidelines for replying Enquiries  The replying letters should be answered fully, promptly and courteously.  Thank the writer of the enquiry for the letter in question  Supply all the information requested and don ’ t forget to “ sell ” your products.  Provide additional information, not specifically requested by the customer, so long as it is relevant. In case the required goods are not available, explain the situation and introduce some other substitutes.  Conclude with one or two lines encouraging the customer to place orders and assuring him or her of good service.

3.4 Useful Sentences I ． For making the first enquiry 1. We are indebted to the Chamber of Commerce for your name and address. We are in the cotton goods business, especially in your line, and also handle other goods on the Pakistani market. 2. Messrs J. Brown & Co. have recommended you to us and we wish to know The British Embassy at Beijing has advised us to get into touch with you concerning … 4. Your name was given to us by London Chamber of Commerce and we should like to enquire whether...

5. We hear that you are exporters of We understand from your advertisement in “ Electric ” that you are exporting Your advertisement in this month ’ s issue of China ’ s Foreign Trade interests us and we should like to receive full details of our offer. 8. Please let us know your prices for the bamboo toys as advertised in yesterday ’ s New York Times and the earliest possible date of delivery. 9. I am sincere in my wish to do business with you. I hope you will indicate your price idea.

II ． For the o pening sentences of enquiry letter 1. We have an inquiry for large quantities of … 2. We have an inquiry for 600 dozen silk handkerchiefs. 3. We have recently closed a 3-year contract for the supply of...

III ． For buyer’s request for catalogue /price list /sample /quotation 1. We would appreciate being placed on your mailing list to receive new and revised copies of your catalogues and new product announcements. 2. Please send us your latest catalogue with your best CIF Paris prices. We will also appreciate your telling us the approximate weight of each article. 3. Please quote us your lowest prices for the following goods on FOB London basis.

4. Please let us know their prices including packing and delivery to our warehouse. 5. Your quotations should be on CIF Calcutta basis and in U.S dollars. 6. Please quote both FOB China port and CIF Mombasa prices. 7. If there is any cost involved, please let us know so that we can reimburse you. 8. Enclosed is the sample a client gave us. If you do not have the same quality available, please send us a sample of a similar quality with your lowest price CIF Rangoon. III ． For buyer’s request for catalogue /price list /sample /quotation

IV ． Sentences for Enquiry for quantity /quality /specification 1. Can you guarantee that the quality of the goods to be supplied will be in strict accordance with that of our samples? 2. We would also like to know the minimum export quantities per color and per design. 3. The articles we require are listed on the attached sheet. If you have them in stock, please tell us the quantity and also the lowest CIF Kobe price. 4. Please submit specifications, preferably with illustrations.

V ． Sentences for enquiry for discount /payment terms /time of delivery 1. What discount can you allow us for orders of more than 100 dozens? 2. If you can grant us a special discount of 20%, we will place an order for 2000 yards. 3. How much discount will you allow us if we order … sets? 4. Your information as to discounts for a large order would be appreciated.

 3.5 Sample letters

Dear Sirs, We refer to your advertisement in the latest issue of “The international Trade News” concerning the cotton bed-sheets and pillowcases. We are one of the largest importers of textiles and have many branches in the States, we believe there is a promising market in our area for moderately priced goods of this kind mentioned.

Please send us your catalogue and best terms for the products. When quoting, please state your earliest shipping time and terms of payment and discounts for the items on the estimate sheet enclosed, giving your lowest possible C.I.F. San Francisco prices. If the prices are competitive, we are going to place a large initial order with you. Your prompt attention to this matter would be appreciated. Yours sincerely, Encl. Estimate Sheet

Dear Sirs, We are interested in your electric heaters, particularly Model B, for use in offices and shall be glad if you will send us a copy of your illustrated catalogue and current price list. If your products agree with the taste of our market, we feel confident of placing regular orders. Faithfully yours,

1) Letter-1 First inquiry   Step1 The way you know your trading partner   Step2 Self introduction and business relationship establishment   Step3 Request for catalogue, price list and sample   Step4 Ending with prospect 

2) Letter-2   Step1 Request for catalogue. price list. Sample  Step2 Ending with prospect

 Specimen letter on textbook  Dear Sir or Madam,  We are writing to you on behalf of our principals in Melbourne who are interested in importing chinaware from China.  Could you send us your latest catalogue and price- list, quoting your most competitive prices?  Our principals are large chain stores in Australia and will probably place substantial orders if the quality and prices of your products are suitable.  We look forward to hearing from you soon.  Yours faithfully,  V. Michael

Request for Firm Offer  To the kind attention of Mr. Jian Yuan  Please quote us your best price for 2 x 20’FCL of potassium chlorate 99%, in iron drums:  1 FCL for prompt shipment  1 FCL for shipment at end of May  Enclosed we are sending you our product list in which you can find all the items we handle.  We would like to receive your best offers for the items you can supply on CIF Naples basis, L/C at sight, in 20’FCL.  If your prices are low enough to meet our targets, you will be requested to send us your technical and safety data sheets and eventually some samples.  Please let us know if it is possible for you to make an assortment of different goods in only one container, at least for the first purchase, in order for us to test industrially several products.  Upon receipt of the required information, we will send you the details regarding the quantity of each product we need per year.  Awaiting your kind and prompt reply, we remain.  Best regards  CITROITALIA DEMAIO S.r.l.  BRUNO DE MAIO

 Enquiries for Both Firm and Non-firm Offers  Dear Sirs,  RE: BARIUM CARBONATE PHTHALIC ANHYDRIDE AND PHENOL IN READY STOCK  We wish to introduce ourselves as well-established Indenting Agents in line of Industrial Raw Materials and Chemicals. We receive enquiries from Public Sectors, Defence Departments and Private/Commercial Establishments.  Some of our potential clients urgently require CHEMICALS of following specifications FROM READY STOCK:  1. BARIUM CARBONATE  Physical Appearance: white fluffy precipitated material  Purity: Barium Carbonate 98.5% min.  Quantity: 100 to 200 tons per shipment  Pls Rush Sample of Abt.300 Gram.  2. PHTHALIC ANHYDRIDE FOR MAKING D.O.P. QTY.: 50 TO 100 MT.  3. PHENOL COMMERCIAL GRADE FOR MAKING RESIN: QYTY 20 TO 40 MT.  Please note the item serial number 1 and 2 are urgently required by our client. Shipment should be made between to Please kindly confirm the specifications, and inform us as early as possible..  Please fax your sales contract on C&FC5% Karachi basis, with Delivery and Packing Details etc. In support of your offer, kindly enclose printed literature describing characteristics and other analytical specifications of each product, along with your Original Sales Contract to our mailing address, by EMS.  Besides above chemicals, if you have any other MATERIALS IN READY STOCK, please do offer us, on C&FC5% Karachi basis.  Kindly forward us your Master Catalog, covering full range of your products, to enable us to sell your products in our market.  We look forward to receiving your offer along with literature.  Yours faithfully,  HAMID S. KHAN

 Importer’s counter-offer, together with another firm enquiry  Dear Miss Liang,  RE: 10MT ARSENIC TRIOXIDE 99% MIN  Thanks for your fax of 15 May, wherein you have quoted us the price US$550 MT CNFC3% Karachi which we regret is uncompetitive and unacceptable.  We would like you to check your fax of January 09, wherein you have quoted us the price US$500 MT CNFC3% Karachi.  Anyway, we, considering your situation and in order to conclude this business with you, can meet half way down the price and can accept the best price US$525 MT CNFC3% Karachi for 10 MTS or above in bulk shipment instead of FCL and now request you to fax us the S/C at once.  RE: 1FCL TERPINEOL (M.U.GRADE)  We have a firm order for above  Please immediately quote us your most competitive & rock bottom price for above at CNFC3% Karachi with specifications, packing details and shipment time for our working & consideration to conclude the business  We are awaiting your urgent confirmation by return fax, along with S.C. and favorable quotation on or before 19 May.  Our Fax No:   With kindest regards  Khwaja Basir Ahmed

 Enquiry with specific requirements  Dear Sir or Madam:  We were impressed by the selection of embroidery cotton bed-sheets and pillowcases that were displayed on your stand at the Textiles Exhibition that was held in Frankfurt last week.  We are a large chain retailer and are looking for a manufacturer who could supply us with a wide range of cotton bed-sheets and pillowcases for Netherlands market.  We would like you to send us details of your various ranges, including sizes, colours and prices, and also samples of the different qualities of material used.  As we usually place very large orders, we would expect a quantity discount in addition to a certain trade discount off net list prices, and our terms of payment are normally 30-day bill of exchange, document against payment.  When quoting, please include insurance and freight to Rotterdam  Yours faithfully,  Fred Claus

3.6 Words and Phrases Discount  quantity discount  first order discount  additional discount  allow / grant /offer you a discount of 20%  at 20% discount  be discounted at 20%  discount for cash / bulk

enquiry  Enquiry (n.)  We are pleased to have your enquiry for our raincoat.  Enquire (v.)  We regret that the goods you are enquiring for are out of stock at present. Enquire into : investigate  Enquire about ask for information about.  e.g. They have not made a reply to our letter of 25 th Oct., enquiring about the market condition there.  Enquire of sb.about sth.  e.g. As he was not sure of the quality of that new product, Mr.Smith enquired of Mr.Wang about it.

demand n. 需求  growing demand  be in demand  meet the demand  demand exceeds supply / supply exceeds demand

offer  to make an offer for 对... 报盘（报价）  to offer for 对... 报价  to accept offer 接受报 盘  to confirm offer 确认 报盘  to decline offer 拒绝报 盘  to entertain offer 考虑 报盘  to renew offer 恢复报 盘  to reinstate offer 恢复 报盘  to submit offer 提交报 盘  to extend offer 延长报 盘  to withdraw offer 撤回 报盘

stock  a stock of 一批 …… 现货  from stock 动用库存，现货地  in stock 库存中  out of stock 缺货，无货  Stockholder 股东

Answers for Ex IV  1. We will appreciate your sending us a copy of your illustrated catalogue, with details of your prices and terms of payment.  2. We are keenly interested in bed- sheets and shall be glad if you will kindly send us your latest price list for bed-sheets in various colors.  3. Seeing your advertisement in China Daily, we should be pleased to receive your latest list for Stainless Steel Tableware.  4. If your quotation is competitive and acceptable to our clients, we will sure place large orders with you.

 5. We have received an enquiry from one of our Japanese clients who is in the market for 18 metric tons of the captioned sugar.  6. Should the goods, as exactly specified, happen to be unavailable for supply, would you please be so kind as to offer the nearest specification of your products  7. We used to import programmed machine tools from USA, but now we divert our buying to other countries. If you can meet the quantity we require, we will turn to you for all our supplies.  8. We have read with interest your advertisement in the latest issue of Television World, and would like to have full particulars of your products, including specifications, prices and packing.

Answer for Workshop 1  Dear Sirs,  We are much honored to learn from Messrs Anderson Co. Rotterdam your name and address and are now pleased to write to you with a desire to establish business relations with you.  For your information, we are one of the biggest importers and exporters in the country and have handled Arts & Crafts for more than ten years. We have much interest in Arts & Crafts from China and shall appreciate it if you will send us the catalogues and quotations of your products.  We believe important business can materialize if your prices are in line with the market.  Truly yours,

Answer for Workshop 2  Dear Mr. XXX,  Thank you for your letter of Sept. 25. As requested, we have sent you, by DHL, 2 bottles of samples of Glycerin 98% and 98.5% (Synthetic). And we are arranging for the natural one to be sent to you recently when we receive the same from the factory.  Further to other inquiries, we can best quote for the following:  1. Terpineol 96% 185KG/Drum USD3100/MT  2. Vinyl Acetate Monomer 200KG/Drum USD1760/MT  3. Oleic Acid, Rice Bran 98% 180KG/Drum USD3135/MT  The above quotations are on CNF Bombay basis, to be delivered in full 20 ’ FCL, containing 80 drums each.  Looking forward to your prompt reply.  Best regards