外贸英语函电 Business English Correspondence 上海交通大学出版社

Project 3 Project 4 Module 2 Business Negotiation Project 6 Project 5

PART01 PART02 PART03 Task 1 Task 2 Practice Project 4 Enquiries and Replies

Learning Objectives ☆ understand the letter of enquiry and reply ☆ master the use of words and phrases of enquiry and reply ☆ distinguish general enquiry from specific enquiry ☆ make general enquiries effectively ☆ enquire about the detailed information of the commodities you are interested in ☆ reply to enquiries and make sure to answer all of the questions ☆ make enquiries of your new customers’ credit standing

Background In foreign trade, when a buyer wants to ask for some information concerning products or services from a seller/supplier, he or she may consider writing a letter of enquiry. Enquiry letters pose a question or request to the seller with the intention of persuading the seller to respond. If it is the first enquiry, it is quite similar to the letter of establishing business relations. It should begin by telling him how you obtained his information, your business scope and any information about the goods that you want to know. The first enquiry means that it is the first time for the buyer to send an enquiry to a seller whom you have not previously trade with. In terms of the contents, enquiries can be classified as general enquiry and specific enquiry. In a general enquiry, a buyer just states the general information he needs, requesting a catalogue or price list, a sample or sample book, etc. In a specific enquiry, he points out what product he needs. He may also ask for a catalogue, a price list, samples, etc., or ask for an offer.

There is one special enquiry—status enquiry. If a company is going to conclude some transactions with a new firm, he may want to know the financial and credit standing of the new firms. There are various ways of obtaining such information. The information obtained from a bank or from a chamber of commerce is generally most reliable. So the company can make status enquiries of a bank to ask for information concerning the financial standing, credit standing, reputation and business operation of the firm. Enquiries should be written concisely and clearly to the point. The reply to an enquiry should be prompt and courteous and cover all the information asked for. It is very important to make a good impression when responding to enquiries from potential customers. The best impression will be made by providing the materials or information that the potential client has asked for. The reply may be an offer.

Task 1 Make Enquiries Task Mar Galaxy Co., Ltd. is an importer and has received a letter form Yihong Furniture Factory who wants to establish business relations. Mar Galaxy Co., Ltd. is going to make an enquiry of Yihong Furniture Factory about the furniture, because he is particularly interested in the following comfort spring mattress in the catalogue of Yihong Furniture Factory. Please write the letter of enquiry to Yihong Furniture Factory.

Writing Skills A standard enquiry letter has roughly three paragraphs: The first paragraph states the purpose of your letter. If it is a first enquiry, the writer should explain where he got the contact information of the recipient and give self- introduction. A letter of first enquiry is similar to the letter of establishing business relations. The second paragraph indicates what the writer wants exactly, such as catalogue, price list, sample and so on. If it is a specific enquiry, the name of the commodities and detailed information should be stated clearly. And you should explain the enquiry in detail and tell why it is important. Keep the enquiry brief and to the point. The final paragraph should tie the letter together with an expression of gratitude for the recipient’s help or your hope.

Useful Expressions 1. We are writing to enquire about the furniture you export. 2. Your company was recommended to us by Ms. Elsie Wong of Far Eastern Logistics. 3. We are a distributor of children furniture in Japan. We are interested in your children study desks. 4. We would like to know more details about your prices, discounts and terms of payment. 5. We look forward to doing business with your company in the future. 6. Please do not hesitate to contact me if I can be of further assistance. 7. We sell various kinds of furniture in the Philippines. Please quote best price CFR Hong Kong for your furniture and tell us the earliest possible date of delivery. 8. We would also like to know the minimum export quantities per colour and per design.

9. We would appreciate it if you let us know what discount you may grant us if we place an order for 20,000 pieces. 10. We are in the market for bathroom mirror cabinet and we should be pleased if you would send us your best quotations. 11. We should find it most helpful if you could also supply samples of your products. 12. We are interested in the sideboards demonstrated at the recent Guangzhou Trade Fair and should be glad to have details of your export terms. 13. Please send us information about your products range and prices. 14. We can assure you that any information you may give us will be treated in absolute confidence. 15. We want to know the financial and credit standing of the above-mentioned company. 16. We want to buy the product you are selling on Alibaba.com.

Specimen Letters Letter 1 Making a general enquiry

Letter 2 Making a general enquiry

Letter 3 Making a general enquiry

Letter 4 Making a specific enquiry

Letter 5 Making a status enquiry

Task 2 Replies to Enquiries Task After received the letter from Guangdong Homestar Electric Appliances Co., Ltd. in project 3, Sunny Trading Pty. Ltd. made an enquiry as follows, please reply to the letter on January 9, 2013.

Writing Skills The following are points to note about replying to enquiries: At the beginning, the writer expresses his thanks for the enquiry. Then explain action taken as a consequence of the enquiry, for example, tell the enquirer that the catalogue, price list or sample have been sent to him as requested. Be polite and offer to supply further information if required. Give the enquirer terms of payment and shipment date that are more competitive than that of other companies. Never let the enquirer has the impression that you are having some difficulties in promoting the sales of your products. If you have to decline an enquiry, explain the reason politely. Finally, establish goodwill and suggest contact. Keep in mind that you cover all the information the enquirer asked for.

Useful Expressions 1. Thank you for your of 25 February asking for information about our leather metal stainless steel chair. 2. We hope that this information will help you to make decisions on your order. 3. There is a steady demand here for living room sofas of high quality at moderate prices. 4. We regret that the goods you inquired about are not available. 5. We have much pleasure in enclosing a quotation sheet for our products and trust that their high quality will induce you to place an order. 6. Thank you for your of 14 March inquiring about our products. 7. We regret that the goods you inquire about are not available. 8. We feel confident that our goods are both excellent in quality and reasonable in price. 9. We regret to say that we cannot give the technical information to you. 10. Samples are free of charge, but according to our company’s policy, the customer must pay the shipping cost. 11. From other suppliers, we get a higher commission rate for the business in this line.

Specimen Letter Letter 6 A reply to letter 1

Letter 7 A reply to letter 4

Letter 8 Making a reply

Letter 9 Making a reply

Letter 10 Making a reply

Task Fulfillment Now, it is time for you to write the reply letter to Sunny Trading Pty. Ltd. When you write the letter, you should make sure that you give all information the Sunny Trading Pty. Ltd. asked for. Please write your letter in the following box.

After you finish the letter, please compare your letter with the following sample letter. Letter 11

Practice I. Translate the following terms. 信用状况 __________________ 零售 __________________________ 附有插图的目录 ____________ 财务状况 ______________________ 询盘 ______________________ 支付方式 ______________________ 床垫 ______________________ 运费 __________________________ 优惠的报价 ________________ 不可撤销信用证 ________________ 即期汇票 __________________ 装运期 ________________________ 订单的最低起订量 __________ 即装 __________________________ 赊账 ______________________ 样品 __________________________ II. Translate the following sentences into English. 1. 请报你方最优惠的上海到岸价，并说明折扣、支付方式、可供数量和最早交 货日期。 ____________________________________________________________________ 2. 按照你方 2 月 3 号的询价，我们随函附上最新的价格单和附有插图的目录以供 参考。 ____________________________________________________________________ 3. 对这些质量优良的电视架，本地区有大量需求。 ____________________________________________________________________

4. 我们另邮一批寄样品，深信你们有机会查看后，定会相信该产品价廉物美。 ____________________________________________________________________ 5. 我方在上月的广交会上参观了贵公司的摊位，现特致函向贵方询问有关折叠 椅的相关情况。 ____________________________________________________________________ 6. 有关我们的资信情况，请向中国银行上海分行查询。 ____________________________________________________________________ 7. 样品是免费的，但是根据公司规定，客户必须提供公司营业执照。 ____________________________________________________________________ 8. 我们向陈经理询问了红茶的品种、质量、价格等。 ____________________________________________________________________

III. In each blank write a word that fits naturally. Dear Sir, ____________ reference to your letter of September 12, 2013, we are glad to learn that you wish to ____________trade relations _____________ our corporation in the __________ of computers. __________ requested, we are sending you ___________ separate post a catalogue together with a range of pamphlets __________ your reference. We feel confident that when you have examined them you will agree that the goods are both excellent in __________ and ___________ in price. If any of the items listed in the catalogue ___________ your requirement, please let us have your ___________ enquiry, and we will send our quotation to you as soon as possible. We are looking forward to your _____________. Yours faithfully

IV. Fill in the blank. Fill in each blank with confident; confidently; confidential; confidence; confidentially. Translate them into Chinese and compare the different meaning of them. 1. We can assure you that any information you may give us will be kept in absolute ______________. 2. A doctor who gives away ______________ information about patients is not behaving professionally. 3. We have ____________ in your products. 4. This letter is private and ______________. 5. This credit standing of the firm is given in ____________ and without any responsibility on our part. 6. He told me _____________ that he’s thinking of resigning next year. 7. We need a __________ leader to overcome these difficulties. 8. Any information provided by banks will be treated _______________. 9. I can _____________ promise that this year is going to be very different.

V. Write a specific enquiry according to the following instruction. 假设你是一名进口商，你在环球资源网（ ）上 看到 Zhejiang Banna Furniture Manufacture Co., Ltd 的咖啡台（ coffee table ），非 常感兴趣。所以你在 2013 年 7 月 3 日向 Zhejiang Banna Furniture Manufacture Co., Ltd 进行具体询盘，想了解详细的信息：产品价格、支付方式、折扣、装运日 期等。并要求对方提供样品。咖啡台的基本信息如下： VI. Write a reply letter to the above specific enquiry.

Thanks For your attention