ENQUIRY LETTERS. AIM This slideshow describes the content, language and organisation of letters of enquiry. There are also example letters and an exercise.

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Presentation transcript:

ENQUIRY LETTERS

AIM This slideshow describes the content, language and organisation of letters of enquiry. There are also example letters and an exercise.

INTRODUCTION Letters of enquiry describe what the writer wants and why. The more unusual the request, the more convincing the reason needs to be.

SUBJECT HEADING This should inform the reader that this is an enquiry or request; e.g.  Enquiry about Textbooks  Enquiry about Courses  Query about Website  Question regarding Tours

FIRST PARAGRAPH This is with reference to your advertisement in the X newspaper dated dd/mm/yyyy. This should tell the reader what you want; e.g.  Please send me... (for things that the organisation offers to send)  I would be grateful if you could tell me... (for things that are not normally offered)  I am writing to enquire whether... (to see if something is possible)  I would especially like to know... ( + a more detailed request)  Could you also... ( + an additional enquiry or request)

SECOND PARAGRAPH This paragraph tells the reader why you are contacting his or her organisation, and gives further details of the enquiry. There are two reasons why you may contact an organisation: 1. you have contacted this organisation before, and want to again. 2. you have not contacted this organisation before, but you have heard about them. You should describe from where, such as from an advert or a recommendation; e.g.  I saw your advert in the HK Daily on Friday, 31 August  Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics.

FINAL PARAGRAPH This paragraph should contain a polite expression and/or an expression of thanks to the reader. The degree of politeness (and therefore the length), depends on how unusual or difficult your request is. Possible language includes:  Thanks. (For a very informal and normal enquiry or request)  I look forward to hearing from you.  I am looking forward to hearing from you.  Thank you for your assistance.  Thank you very much for your kind assistance.  I appreciate that this is an unusual request, but I would be very grateful for any help you could provide. I look forward to hearing from you.

GOLDEN GATE LETTER Golden Gate Engineering Prince Square, Prince Street, Kowloon 3 September 2012 ProSkills Training Centre Jubilee Building Silver Road Wan Chai Dear Sir or Madam, Sub: Enquiry about Quality Control Course I am writing to enquire whether your company could offer a course on Quality Control for our managers. I saw your advert in the HK Daily on Friday, 31 August 2012, and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest, on Thursday, 20 September 2012, for a group of 20. Could you send us some information about the teaching staff and the possible schedule for this course? I am looking forward to receiving your reply. Yours faithfully, Chapmen Au Chapmen Au Managing Director

RICH LUCKY LETTER Rich Lucky Trading Company 345, Nathan Rd, Kowloon, H.K. 5 September 2012 Hi-fashion Garment Ltd Unit 398 Shek Kip Mei Industrial Estate Dear Sir or Madam Sub: Request for Catalogue Please send me your current catalogue. Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics. Our African customer is interested in importing a range of printed 100% cotton cloth. I look forward to hearing from you. Yours K.K. Chan K.K. Chan Merchandiser

You are looking on the Internet for information about short English courses in the summer in England. You see an advertisement about a summer camp where you can study English and learn to play football at the same time. What information do you need before you can decide if you want to go on the course or not? Write down 5 questions. e.g. How long is the course?

WHAT ARE THE SECTIONS OF A LETTER OF ENQUIRY? A letter of enquiry typically has the following sections. Put them in the correct order. a. Reason for writing b. Closing: request for a quick answer c. Questions asking for specific information d. Opening greeting e. Date f. Request for extra information g. Addresses h. Closing: greeting and signature

NOW LOOK AT THE FOLLOWING EXAMPLE LETTER AND CHECK. 46/9 Nguyen Trai Street District 5 Ho Chi Minh City Vietnam 14 April 2011 Camford Language School 34 Downs Street Wrexbury Devon EX45 7AZ United Kingdom Sir, I am writing to enquire about your summer courses which I saw advertised in ‘English Today’. Contd….

I recently took the FCE exam and I am now studying for CAE. Please could you tell me if you have advanced courses available? What dates do the courses start and how much is the cost? I will be coming from Vietnam. I would like to know what kind of visa I should apply for. I would also like to know more about the accommodation. Are single rooms available? Are meals included in the cost of a course? I would be grateful if you could send me more information about your school and the surrounding area. I look forward to hearing from you. Yours sincerely, Kiet Nguyen

ANSWER : 1. Addresses 2. Date 3. Opening greeting 4. Reason for writing 5. Questions asking for specific information 6. Request for extra information 7. Closing: request for a quick answer 8. Closing: greeting and signature

HOW DO WE ASK QUESTIONS AND MAKE REQUESTS IN A LETTER OF ENQUIRY? In a formal letter of enquiry we often use polite forms to ask questions. Compare the question forms below: Direct (neutral) formIndirect (formal) form Do you have advanced courses available? Please could you tell me if you have advanced courses available? What dates do the courses start? I would be grateful if you could let me know what dates the courses start. What kind of visa should I apply for? I would like to know what kind of visa I should apply for. Please send me more information. I would be grateful if you could send me more information.