The Inquiry

The Inquiry

Most letter inquiry are short and simple, so much so that many firms have adopted the practice of sending printed inquiry forms. As a prospective buyer, the writer of an inquiry states briefly and clearly what he is interested in, and this is receiver of the letter needs to know. An inquiry is sent when a businessman wants some information (an act of asking for information), especially about:

- the supply of goods - delivery times and deadlines
- leaflets or catalogues - method of transport
- quotation or prices - insurance
- samples - terms and discounts

If a prospective costumer approaches suppliers for the first time, it is useful to tell them something about his own business, the kind of goods he needs and for what purpose they are required. In the case of costumers of long standing or repeat orders, the inquiry may be very simple.

A first inquiry- a letter sent to a supplier with whom you have previously done business should include:

• A brief mention of how you obtained your potential supplier’s name. Your source may be an embassy, consulate, or chamber of commerce; you may have seen the goods in question at an exhibition or trade fair, you may be writing as the result of a recommendation from a business associate, or on the basis of an advertisement in the daily, weekly or trade press.

• Some indication of the demand in your area for the goods which the supplier deals in.
• Details of what you would like your prospective supplier to send you. Normally you will be interested in a catalogue, a price list, discount methods of payment, delivery times, and where appropriate samples.
• A closing sentence to round off the inquiry.

Here are some suggestions for sentences which you might include in a routine inquiry:

• Your name has been given us by British Chamber of Commerce in Hamburg …
• The British Embassy in Copenhagen has advised us to get in touch with you concerning
• We are retailers/importers/wholesalers in the …… trade, and would like to get n touch with suppliers/manufactures of ….. (kami adalah pengecer/importir/grosir dalam perdagangan …. Dan ingin berhubungan dengan para pensuplai ……)
• We have heard of your products.
• Please send us prices and sample of ….
• Would you please let us have a firm offer for …./ your current catalogue showing ….(Sudilah menyampaikan pada kami mengenai tawaran untuk …./katalog anda yang berlaku untuk menunjukkan….)
• We read your advertisement.
• We require … for immediate delivery and are interested in buying and would like to have further details and would like to introduce these goods.
(kami memerlukan …. Untuk penyerahan segera dan berminat membeli serta ingin memperoleh keterangan lebih rinci dan informasi mengenai barang-barang itu sendiri)
• Would you like kindly quote your best prices and terms of payment for …..
• What qualities are you able to supply from stock?
• If your prices are competitive/ if the quality of the goods comes up to our expectations/ if the samples meet with our customers approval we can probably let you have regular orders.
• We look forward to receiving your quotation/price/reply/as soon as possible.
• Thank you in advance for any information you can give us.
• An early answer would be appreciated.
• We normally effect payment by letter of credit.
• Payment will be made by cheque/bank transfer.
• Thank you in advance for information you can give us.
• We would appreciate a prompt answer.
• We hope to hear from you shortly.

Replies to inquiries: Offers
A reply to an inquiry from a regular costumer is normally fairly brief, and does not need to be more than polite and direct. Provided the supplier is in a position to meet his correspondent’s requirements, his reply will generally:
• Thank the addresser of the letter of inquiry for the letter in question.
• Supply all the information requested and refer both to enclosure and to samples, catalogues, and other items being sent by separated post.
• Provide additional information, not specially requested by the costumer, so long as it is relevant.
• Conclude with one or two lines encouraging the costumer to place orders and assuring him of good service.
Replies to inquiries may begin in a number of ways. Here are some suggestions:
• Many thanks for your inquiry of 3 April …..
• Thank you for your inquiry about your interest in ….
• We are pleased to submit our lowest prices/to enclose our latest price list/for the goods you inquired about.
• Kindly remember: this offer expires on September 30th.
• We look forward to receiving a trial order from you.
• Please let us have you order as soon as possible, since supplies are limited.
• For a quantity of 60 or more, we can allow you a special discount of 20% on the prices quoted.
• The quantity discounts according to the size of the order.
Terms of Payment
• Cash in advance (tunai di muka)
• Cash with order (c.w.o) (tunai beserta pesanan) (t.b.p)
• Cash on delivery (c.o.d) (tunai waktu terima) (t.w.t)
• Payment quarterly/monthly/at sight (pembayaran suku tahunan/bulanan)
• Our usual terms are cash against documents (c.a.d) (syarat berdasarkan dokumen/faktur)
• We can allow you three months credit (pemberian kredit 3 bulan)
• c.i.f (cost, insurance, freight) (harga, asuransi, angkutan)
• c & f (cost and freight) (harga dan angkutan)
• f.o.b (free on board)(penyerahan diatas kapal)
• f.a.s (free alongside ship)(penyerhan disisi kapal)
• f.o.r (free on rail)(penyerhan di gerbong)
• These prices are ex warehouse (harga gudang)
• Freight and insurance to be paid by buyer/by you (angkutan dan asuransi dibayar oleh pembeli/anda)
• Delivery will be made within two months of receipt of your order (pengiriman akan dilakukan dalam masa dua bulan sesudah diterima pesanan anda)



Worldwide Dealers Ltd.
4 Mugadishu St. Hadda Road
PO BOX: 340 Sana’a
Republic of Yemen

The Victoria Cycle Works
PO BOX: 9271
Melbourne
June 14, 1999
Dear Sirs,
Our business agent in India has asked us for quotation for 10.000 brand new computers to be exported to Sri Lanka, India, Pakistan, and Nepal.
Please let us to know what quantities you are able to deliver at regular intervals, quoting your best terms f.o.b Brisbane.
We shall handle export formalities, but would ask you to calculate container transport to Brisbane for onward
shipment.
Yours faithfully,
P. King
Ass. Export Manager
Question on the letter 1:
• Who is the addresser?
• Who is the addressee?
• Who is P. King?
• Why do the Worldwide Dealers approach the Victoria Cycle Works?
• What do they ask for apart from prices?
• How should the brand new computers be transported?




13 Garstone Road
Bournemouth, Hants
2nd April, 2005
Mr. S. Hampshire
Hampshire’s Hardware Store
312 High Street
Bournemouth, Hants.

Dear Mr. Hampshire,
When I was in your shop this morning I looked in vain for a STIRTIP electric driver, similar to the one
I bought from you two years ago. I am so delighted with my own that I would have liked to buy another one for my nephew. However, your assistant told me that you do not stock this make anymore.
Would you please inquiry if the STIRTIP driver is still obtainable from the manufactures. I should be obliged to you for your assistance in this matter.
Yours sincerely,
Mrs. H. Marks
Question on the letter 2:
• Who is the addresser?
• Who is the addresse?
• Who is Mrs. H. Marks?
• Why is Mrs. Marks writing to Mr. Hampshire?
• What was Mrs. Marks told by Mr. Hampshire’ assistant?
• Who may be able to supply the driver?
• What is the different between letter number 1 and 2?