Transcript For making the first enquiry

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
1.To know the
essential
principles of
enquiry
3.To know the basic
requirements of
writing enquiries as
well as the reply
Teaching focus
Typical words and
sentences of
inquiry
Sample letters’
study
Analysis the
structure of
inquiry letters
Bargaining in the processing of
enquiry
Writing a letter of enquiry as well as the reply
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 ...
3. 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 ...
6. We understand from your advertisement in
“Electric” that you are exporting ...
7. 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 opening 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.
III． For buyer’s request for catalogue /price
list /sample /quotation
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.
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
LETTER-1
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
LETTER -2 ELECTRIC HEATERS
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,
LETTER ANALYSIS
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 pricelist, 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
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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 30.01.08 to 07.02.08. 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
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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: 92 21 4546513
92 21 2417950
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
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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 25th 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
demand
n. 需求
 growing demand
 be in demand
 meet the demand
 demand exceeds supply / supply
exceeds demand
offer
 to make an offer for  to entertain offer考虑
报盘
 对...报盘（报价）
 to offer for
 to renew offer 恢复报
 对...报价
盘
 to accept offer接受报  to reinstate offer 恢复
盘
 to confirm offer确认
报盘
报盘
 to submit offer 提交报
盘
 to decline offer拒绝报  to extend offer 延长报
盘
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 bedsheets 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