LETTER WRITING ENQUIRY or INVITING QUOTATIONS

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Presentation transcript:

LETTER WRITING ENQUIRY or INVITING QUOTATIONS Dr. Sarla Verma VIRTUAL CLASS

PURCHASE OFFICIAL vs DOMESTIC RULES AND REGULATIONS PROCEDURES SANCTIONS APPROVALS TRANSPARENCY AND RECORDS QUALITY STANDARDS, SPECIFICATIONS COMPETITIVE RATES

OFFICIAL PURCHASE SELLING ORGANIZATION BUYING ORGANIZATION DECISION TO BUY ENQUIRY OR INVITE QUOTATIONS COMPARE & PLACE ORDER RECEIVE & ACKNOWLEDGE, INFORM IF ANY PROBLEM SELLING PLANS REPLY TO ENQUIRY OR QUOTE OFFER PRICE SUPPLY ORDER RESOLVE ISSUES IF ANY

CONTENT OF AN ENQUIRY OPENING - State Purpose Show intention to Buy MIDDLE – Mention items of enquiry Request catalogues/samples CLOSING –(Response expected) Request rates and terms & conditions (discount, packing, place of delivery)

OPENING SENTENCES We intend to buy .......(items) for our organization. We shall be grateful if you could kindly quote your lowest rates for the items specified below. We should be glad to receive details of your prices for .........(items) along with detailed specifications and terms of business.

CLOSING SENTENCES If your terms are favourable, we shall be pleased to place an order immediately. As we need these items urgently, we shall appreciate your prompt reply. We look forward to your reply. If your rates are competitive we shall be happy to buy from you.

CHECKLIST USE DIRECT AND STRAIGHT FORWARD APPROACH. STATE CLEARLY THE PURPOSE OF ENQUIRY. REQUEST CATALOGUE, PRICE LIST, SAMPLE. ASK TERMS & CONDITIONS REGARDING DISCOUNT, CREDIT, PACKING AND FORWARDING AND DELIVERY AT SIGHT. AVOID LENGTHY UNNECESSARY STATEMENTS.

PLACING ORDER The final agreement between buyer and supplier. Letter placing Order is The final agreement between buyer and supplier. Hence it must confirm the exact details of items and rates agreed upon. The terms and conditions of business mentioned in the order are treated as final.

CONTENTS OF ORDER Thank the supplier for his quotations. Give full details of items, specifications or catalogue/model numbers, quantity. Confirm the settled terms of price and payment. Mention date of delivery precisely. Ask for after sales services if needed.

Sample Thanks for your quotation letter No.....dated ...... We are happy to place an order for the following items: Catalogue No Description Quantity Unit Price 3523 A Steel File Cabinets 50 Rs 8000 243 O Computer Table cum 50 Rs 7000 cabinet 235 J Steel Almirah 40 Rs 9000