1. Unit Three Enquiries and Replies

2. Learning Objectives  To identify general enquiry and specific enquiry  To learn writing skills for this kinds of letter

3. General View Enquiries are usually made by the buyers without engagement to get information about goods to be ordered, such as price, specification, quality, packing, shipment and other trade terms. Enquiries are of two types:  General Enquiry  Specific Enquiry

4. General View General Enquiry is sent to acquire some general information about products, such as asking for a catalogue, or price list, a sample, terms of payment. Specific Enquiry expresses a definite wish to purchase a specific product if conditions are met and it requires more detailed information such as price terms, quantity, port of destination, packing.

5. Guidelines for Writing 1.How to write an enquiry letter (1) Be specific and state clearly what you want, the goods needed, a catalogue, a price list, a sample, a quotation or an offer, etc, so that the seller can offer what you need. (2)Keep the enquiry concise and to the point.

6. Guidelines for Writing (3)If it is a first enquiry, start your letter by informing how you obtained their name and address. Meanwhile, you can give a brief introduction of your own business. Some details about what you would like to get from the exporter would be mentioned in the end. (4)The tactic often used in order to invite better terms is to give the seller some hope of substantial orders or continued business by saying “Should your prices be competitive, we shall place an order…” or “If your quotation is favorable, we’ll place regular order with you.”

7. Guidelines for Writing (5)In an enquiry letter, the following structures are often used instead of the term ”enquiry” : Please advise~~~ Interested in~~~,please~~~ Pleased quote~~~

8. Guidelines for Writing  A letter of enquiry is usually composed of three main parts: Opening paragraph/sentences, with mention of how you get the name and address, the items you are interested in, brief introduction to your company if necessary and your initial intention or the purpose of writing. Second part/message part, with details about your specific requirements. Close part, where you express thanks in advance and hopes of receiving an early reply.

9. Guidelines for Writing 2. How to reply an enquiry (1). Express thanks to the inquirer for his or her interest in your products. (2). Answer the questions asked and provide other relevant and necessary information.

10. Guidelines for Writing (3). State briefly to first enquirers the strengths and advantages of your products. (4). If you are unable to supply the products required, give a reason or explanation in addition to expressing regret. Always end your letter positively by offering other products as substitutes so as to create a good impression, which hopefully result in more business.

11. Specimen Letter-1 (General Enquiry and Reply) Messrs. Smith & Co. 153 Third Avenue, New York NY 10017, U.S.A Tel: (415) 543-0028 Fax: (415)543-0030 E-mail: smith@msn.com smith@msn.com February 3, 2012 Fujian Provincial Arts and Crafts I/E Corporation 12-11/F, Zhongshan Mansion 123 Hudong Road, Fuzhou, China Dear Mr. Wang, We have seen your advertisement at http:// www. Made- in-China. com and are particularly interested in your bamboo and straw articles. We would like to have details of your various types, including sizes, materials and prices.

12. We are large dealers in arts and crafts, having over 15 years experience in this particular line of business. Provided quality and prices are satisfactory, there are prospects of good sales in our market. When replying, please state terms of payment and discounts you would allow on purchase of quantities of over 100 dozen of individual items. We look forward to your early reply. Sincerely yours Henry Taylor

13. Specimen Letter-2 （ Reply to Importer’s Enquiry ） Fujian Provincial Arts and Craft I/E Corporation 12-11/F, Zhongshan Mansion, 123 Hudong Road, Fuzhou, China Tel:86-591-66664444 Fax: 86-591-66664422 E-mail: artsfujian@alibaba.comartsfujian@alibaba.com February 4, 2012 Messrs, Smith & Co. 153 Third Avenue New York NY10017, U.S.A Dear Mr. Taylor, We are very glad to receive your enquiry of February 3 and thank you for your interest in our products. We are sending you our quotation sheet and a copy of our latest catalogue giving the details you asked for, and hope that some of our products will be suitable for your market.

14. On regular purchase of over 100 dozen of individual items, we would give a discount of 3%. As to payment, we usually accept payment by sight L/C. We assure our clients of delivery within 20 days after receipt of L/C. In addition to bamboo and straw articles, we also deal in carvings, porcelains, wooden products and a wide range of Christmas gift items, details of which you will find in the catalogue. If you need any further information, please let us know. We look forward to welcoming you as our customer. Yours sincerely, Mr. Wang Sales Manager

15. Specimen Letter-3 (Specific Enquiry) Dear Miss Huang, Thank you for your letter of January 28 introducing to us some of your new products. We are interested in your radio-controlled toy car with musical IC and would like to receive from you by airmail catalogues and all necessary information regarding the captioned goods. Meanwhile please quote us your lowest price CIF Singapore, inclusive of our 3% commission, together with your terms of payment and state whether you would be able to effect delivery within one month after receiving our order. Should your price be found competitive and delivery date acceptable, we will place regular orders with you. We are looking forward to hear from you soon. Yours faithfully, John Brown Manager

16. Specimen Letter-4 (Reply to the specific enquiry) Shanghai New Century Import & Export Corporation 1830 Central Boulevard, Pudong 201206, China Tel: 86-21-56782133 E-mail:ncie@163.com February 14, 2012 The Arial Trade Company No. 1 Warehouse, West India Quay, Canary Wharf, London, E14 4AL Dear Mr. Brown, Thank you for your letter of February 12 inquiring about our radio-controlled toy car. Enclosed is our latest catalogue which we hope will give the details you want. We are a specialized manufacturer and exporter of radio-controlled toy cars and have been in this line for more than 10 years with ISO 9002(1994) approved.

17. Compared with similar products in the international market, our toy cars are of competitive price and high quality. Our factory produces 30,000 pcs each month and delivery can be made within 30 days after receipt of payment for order. Meanwhile, we can accept orders on OEM basis. We look forward to doing business with you. Best regards, Simon Huang

18. Specimen Letter-5 (Enquiry for Textiles) MASTERS & CO Fabric and Furnishings 70-71 Cook Street, Brookvale, P. O. Box E.128 Warring Mail 2100, Sydney, Australia Tel: 61- 938- 3000 Fax: 61- 938-3001 E-mail: masters@sohu.commasters@sohu.com 5 December 2012 Dear Sir, It is a pleasure for us to introduce ourselves to you as a commission agent for Chinese Commodities. We’ve been engaged with this post for over 7 years now. We should appreciate it very much if you could send us catalogues and samples for the following items. (1)Bed sheets; (2)Towels;

19. (3) Sleeping Bags; (4) Shower-bath; (5) Synthetic fabrics; (6) Underwear for men, women and children. Prefer to receive the following information by 31 December ： (1) FOB Prices; (2) Minimum order quantity; (3) Delivery time. We are looking forward to your early reply, Yours faithfully, John Purchase Manager

20. Specimen Letter-6 （ Enquiry for Cosmetics ） March 28, 2012 Dear Sirs, Re: COSMETICS We are one of the leading importers of Daily Chemicals in this city and shall be pleased to enter into business relations with your corporation. At present we take an interest in your cosmetics, details as per our Enquiry Note No. 1288 attached, and shall be grateful if you could send your lowest quotation as soon as possible. We would like to mention that should your price is attractive and delivery date acceptable, we shall place an order with you immediately. Faithfully yours, Celia Clemens Enclosure

21. Specimen Letter-7 （ Enquiry for Digital Cameras ） 13 November 2012 Dear Sirs, We intend to import Sony Digital Camera you displayed at the Trade Fair. Therefore, please inform us of CIF London price, discount, time of shipment and other details. Could you possibly send us some booklets and catalogues for our reference? Should there be any items new to the U.K. market, kindly let us know and send us samples if available. We hope this will be a good start of mutually beneficial business relations and we assure you of our close attention to your offers. Yours faithfully, Gary Zhang

22. Further Refinement Called the “ Seven Cs ”, the principles for business communication put forward by professor Emeritus Herta A. Murphy, University of Washington, and her two colleagues in University of Michigan are completeness, correctness, clarity, conciseness, concreteness, courtesy, consideration. “ Seven Cs ” refer to the evaluation of foreign letters in the word choice, sentence structure, content, tone, attitudes and other aspects of business letter writing. Effective application of the “ Seven Cs ” principles can create a miracle in business communication.

23. Further Refinement To ensure the correctness of grammar, punctuation, and spelling of words is merely the basic quality of a business letter writer. Much more efforts have to be made in order to achieve high efficiency and keep the customers, which turn out to be the ultimate goal of business writing. Study two of the following mails and find out why the mails can have different effects on the customers.

24. Further Refinement The original mail Dear Sirs: We regret to inform you that the Lightning Mountain bicycle about which you inquired is temporarily out of stock until the end of February. This means that you will not be able to purchase this model by Christmas. However, you might be interested in one of the bicycles in the enclosed brochure which we can deliver immediately. If so, please feel free to contact us. Sincerely,

25. Further Refinement As for the “7C” writing principles in business writing, consideration can not be ignored. The principle of “Consideration” requires the business writers always to focus on the positive side rather than on the negative. To take one example, an experienced seller prefers to say that the glass is “half full” instead of “half empty”. Although the two mails have given the basically identical information, but it seems that they have taken different attitudes. In this case, the original mail is not positive enough, while the refined one highlights what the seller can do for the customer and introduces more information to the customers so that the customer can make the right choice instead of being frustrated only. Thus, how to express one’s ideas appropriately in a letter may decide the success of the business deal.

26. Further Refinement The refined mail Dear Sirs: Thank you for asking about our bicycles. Unfortunately this model is temporarily out of stock because of the Christmas rush, but we could deliver one to you by the end of February. We also have other models that could be delivered immediately. The WX model, for instance, is becoming one of our most popular bicycles because it is lightweight (only 20 pounds) but very strong. Though the cost is a little more than the Lightning, if you would like to receive Christmas delivery of this or any other bicycle in the enclosed brochure, please let us know. In the meantime, we send you our best wishes for a happy holiday season! Sincerely yours, …

27. KEY TO UNIT THREE

28. I. Translate the following sentences into English. 1. Should your price be found competitive, we intend to place with you an order for 5,000 sets of Washing machines. 2. Please quote us your most favorable price CIF New York, stating the earliest date of shipment and the discount you will allow. 3. We shall be glad to have your specific enquiry. 4. If your quality is good and the price is suitable for our market, we would consider signing a long-term contract with you. 5. To enable you to have a better understanding of our textile products, we are sending you by air our latest catalogue for your reference.

29. II. Correct one mistake in each of the following sentences. 1. an offer for 2. at this end 3. of which 4. as enquired for 5. A t regular intervals

30. III. Refine the following business letter to achieve better effect. Dear Sir, We are a newly established firm seeking information from manufacturers of auto body repair tools and related equipment. Would you please send us your spray gun catalogues and prices? Very truly yours, …

31. IV. Write a specific enquiry for Briefcase and handbags. Dear Mr. Kwan: During the Chinese Export Commodity Fair held in October, 2007, we had the pleasure of visiting your booth and are impressed by your brief cases and bag made in a variety of artificial leathers. We are considering placing an order with you. Please send us as soon as possible your most favorable prices CIF Singapore for the following items: Art. No. B13 B16 B18 B20 Color white red black brown In your reply, please inform us of the terms of payment and the discount you offer for purchase of no less than 500 of each Article Number listed above. Your prompt reply is appreciated. Yours sincerely,