Unit 4
Skills for Writing Inquiries and Replies
Section 1: How to Write Letters Making Inquiries and Replies
What to Write in Inquiries and Replies
Inquiries are usually made by the buyers to invite a quotation and/or an offer for the goods he wishes to buy or simply to ask for some general information about these goods. Generally a detailed inquiry includes: the name and descriptions of the commodity, quality, quantity, terms of price, terms of payment, terms of shipment, packing methods, etc. When making a simple inquiry, keep it short, brief, reasonable and to the point. Sometimes you need to mention the size of your order, as large orders may obtain a more favorable quotation.
Replies to inquiries need to be prompt and courteous. To an old client, say how much you appreciate it. To a new customer, say you are pleased to receive it and express your hope of a lasting friendly business relationship.
The Main Content of Inquiry Letters
1) Making a brief self-introduction or a brief statement of your purpose for writing
2) Making your specific inquiry
3) Expressing your hope for a reply
Sample 1: Inquiry about Embroidered Linen Products
Dear Sirs,
We are interested in obtaining catalogues and price-lists of your embroidered linen products. In particular, we are interested in table linens of various types, such as tablecloths, napkins, and towels.
Our company, a diversified international business house, is just about to start a new marketing and distribution system in America with embroidered linen products, particularly with customer designed products. To develop this business, we need to know the following items of information:
1. Is it possible to order custom-made goods with our customer logo or name?
2. What is the minimum number of pieces for such an order?
3. How can we see the quality of your products? Can you send us some samples of different designs? If we have to purchase the samples, please let us know of it before you send them to us.
Please also let us know of any questions you may have about this project or our company.
We thank you in advance for all your cooperation in this matter. We greatly appreciate your help in providing answers to our inquiries.
Yours faithfully,
Note
1. Our company, a diversified international business house, is just about to start a new marketing and distribution system in America with embroidered linen products, particularly with customer designed products. 本公司是多种经营国际商业公司，正要在美国启动一项新的营销和销售系统，推销亚麻刺绣产品，特别是客户指定产品。a diversified international business house是our company的同位语。
Answer the Following Questions
1. What does the writer write the letter for?
2. How does the writer close this letter?
Words and Expressions
1. business house: business company
e.g. Our company is a very big business house in China.
2. distribution system: selling system
e.g. Their company has built a complete distribution system in our country.
3. designed product: goods designated by customers
e.g. This is their designed product for the Olympic Games.
4. custom-made: made according to customers’ request
e.g. This pair of shoes are custom-made.
5. logo: logotype (标识)
e.g. This letter carries the company’s logo.
The Main Content of Replies to Inquiry Letters
1) Acknowledging receipt of the inquiry letter
2) Giving answer to the specific inquiries or instructing where to find the needed information
3) Giving reasonable explanation if refusing to give an answer to the inquiry
4) Making courteous remarks about keeping good relationship
Sample 2: Reply to Inquiry about Agricultural Cars
March 2, 2000
Dear Sirs,
We have received with pleasure your letter dated March 12, knowing that you are interested in our products and market for agricultural cars. Being in this line of business for many years, we can assure you that our products are of best quality. To acquaint you with the products we handle, we are sending you a copy of our export list showing the main items not mentioned on the list, please don’t hesitate to let us know. We shall do what we can, upon receipt of your detailed requirements, to get the said items for you. We are looking forward to your early reply.
Yours faithfully,
Note
1. We have received with pleasure...我们很高兴地收到......(礼貌用语)
2. Being in this line of business for many years, (adverbial) 从事这一行业多年
Answer the Following Questions
1. In what tone is the letter written?
2. Which sentence in the letter gives an introduction to the writer?
Words and Expressions
1. of best quality: of superior quality (质量上乘)
e.g. You’ll find that our goods are of best quality.
2. handle: deal in...
e.g. We handle various kinds of goods throughout China.
3. export list: list of export goods (出口产品目录)
e.g. Now we are sending you our export list for your reference.
4. item: a single article or class of articles in a list
e.g. If you are interested in any of the items listed in the list, please let us know.
5. upon receipt of...: when receiving...
e.g. Upon receipt of your order, we will make prompt shipment.
Section 2: Skills for Writing Inquiries and Replies
How to Write Enquiries and Replies
Enquiries should be brief, specific, courteous and reasonable. In return, the answers to enquiries should be prompt, courteous and helpful. In case the goods enquired for are currently out of stock, the supplier should inform the enquirer when they will be available and, by taking this opportunity, introduce some other products as substitutes so as to create a good impression, which hopefully will result in more business.
I. Conventionalities for Writing Inquiries
1. Thank you very much for your extensive cooperation with us.
2. Thanks for the good relation. We want to hear more information from you.
3. Thanks. We have heard from you about the price of the goods.
4. Glad to inform you we are in demand of the goods.
5. We want to know the varieties and prices of the commodities you’re ready to export. 我们也想知道你方拟出口的商品的种类和价格。
6. We are interested in your men’s shirts displayed in your showroom. 我们对贵方样品展览室里陈列的男式衬衫很感兴趣。
7. Your advertisement in this month’s issue of China Foreign Trade interests us, and we should like to receive full details of your commodities. 我们对贵方在本月?中国对外贸易?上刊登的广告很感兴趣，现请告知该商品的详细情况。
8. Please send us 5 copies of your latest catalogues at your earliest convenience. 请尽早寄来最新目录五份。
9. We should like to know your terms of trade. 我们想了解贵方各类商品的交易条件。
10. If terms and delivery date are satisfactory, we should expect to place regular orders with you. 如果交易条件和交货日期合意的话，相信我们回定期向贵方定货。
11. The captioned goods are urgently needed, so we wish to receive your proforma invoice by return. 我们急需标题所提到的商品，因此希望尽快收到贵方的形式发票。
12. You are kindly requested to update on the prices and availability for the following products. 敬请将下列产品价格及供货近况告诉我们。
13. Please advise if you are able to offer this product and include lead time, packaging and price FOB China port and CIF Chicago. 请告知贵方是否能供应这种产品，包括订货至交货之间的时间、包装、中国港口离岸价和芝加哥到岸价。
14. As the matter is urgent, we should like to have the reply within this week. 由于情况紧急，我们希望本周内收到回信。
15. We shall be obliged if you will send us some samples with the best terms at your earliest convenience. 如果贵方尽早寄来交易条件优惠的样品，我们将不胜感激。
16. We thank you in advance for all your cooperation in this matter. We greatly appreciate your help in providing answers to our inquiries. 对于贵方对此事的合作，我们预先加以感谢。如果能对我们询价给予答复，我们不胜感激。
17. We should find it most helpful if you could supply samples of the various leather of which the gloves are made. 如果贵方能提供手套制作的皮料样品，我们将不胜感激。
II. Conventionalities for Writing Replies to Inquiries
1. We thank you for your letter offering your services and should like to discuss the possibility of expanding trade with you. 谢谢你方来函表示愿提供服务，我方愿与你方就扩大贸易的可能性进行讨论。
2. Your enquiry of March 27th has been referred to us for attention as we are the exporters of the articles you require. 贵方一月二十七日的询价函已交给我们处理，因为我们是你们所要货物的出口商。
