Unit 7
Letters of enquiry
Replies to enquiries
I. Business Letter Writing: Enquiries - Asking for Information..........................52
II. Business Letter Writing: Responding to Enquiries and Requests for
Information............................................................................................................55
III. Exercises.................................................................................................................58
I. Business Letter Writing: Enquiries - Asking for
Information
We write an enquiry when we want to ask for more information concerning a product,
service or other information about a product or service that interests us. These letters are
often written in response to an advertisement that we have seen in the paper, a magazine, a
commercial on television when we are interested in purchasing a product, but would like
more information before making a decision.
Remember to place your or your company's address at the top of the letter (or use your
company's letterhead) followed by the address of the company you are writing to. The date
can either be placed double spaced down or to the right.
Important Language to Remember
The Start: Dear Sir or Madam
To Whom It May Concern - (very formal as you do not know the person to whom
you are writing)
Giving Reference: With reference to your advertisement (ad) in...
Regarding your advertisement (ad) in ...
Requesting a Catalogue, Brochure, Etc.: After the reference, add a comma and
continue - ... , would (Could) you please send me ...
Requesting Further Information: I would also like to know ...
Could you tell me whether ...
Signature: Yours faithfully - (very formal as you do not know the person to whom
you are writing)
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An example letter
Kenneth Beare
2520 Visita Avenue
Olympia, WA 98501
Jackson Brothers
3487 23rd Street
New York, NY 12009
September 12, 2000
To Whom It May Concern:
With reference to your advertisement in yesterday's New York Times, could you please
send me a copy of your latest catalogue. I would also like to know if it is possible to make
purchases online.
Yours faithfully
(Signature)
Kenneth Beare
Administrative Director
English Learners & Company
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Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mr. Hutton:
The majority of our employees hold personal accounts with your bank and have been
inquiring about direct deposit of their monthly paychecks. Please send us more information
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concerning your direct deposit option. Specifically, we are interested in determining your
fees, if any, to the depositor, as well as the stipulations and monthly paperwork required to
release funds for direct deposit.
We look forward to receiving the information, as we are anxious to provide this convenient
service to our employees. Your prompt response would be greatly appreciated.
Sincerely,
-------------------------------------------------
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Dr. Crispin:
Our business office is interested in applying the latest technology to become more effective
and efficient. However, we do not have the expertise to manage a variety of new software
on one common structure. In addition to the initial set-up, we need employee workshops
to ensure effective use of the software. Please send us more information about your
computer consulting services. A list of services, fees, and references would be appreciated.
Thank you for your time.
Sincerely,
-----------------------------------------------------
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Alexander:
We are in the process of setting up a new office in Hyattsville and would like to compare
prices from the local office furniture companies.
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We will need 12 desks and 24 chairs, six metal filing cabinets, a 2.5’ x 4’ dry erase board,
and a conference table that seats eight. The conference table and eight of the chairs should
be high quality wood. As the office is opening on February 15, we would need the
furniture delivered by the 13th. We are looking to spend no more than $4000.00.
If you would like to offer a quote or discuss our needs in more detail, please call me. We
hope to have all our quotes by next Friday.
Sincerely,
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II. Business Letter Writing: Responding to Enquiries
and Requests for Information
It is very important to make a good impression when responding to enquiries from
potential customers. Of course, the best impression will be made by providing the
materials or information that the perspective client has asked for, this positive impression
will be improved by a well written response.
Remember to place your or your company's address at the top of the letter (or use your
company's letterhead) followed by the address of the company you are writing to. The date
can either be placed double spaced down or to the right. You can also include a reference
number for correspondence.
Important Language to Remember
The Start:
Dear Mr, Ms (Mrs, Miss VERY IMPORTANT use Ms for women unless asked to
use Mrs or Miss)
Thanking the Potential Customer for His/Her Interest:
Thank you for your letter of ... enquiring (asking for information) about ...
We would like to thank you for your letter of ... enquiring (asking for information)
about ...
Providing Requested Materials:
We are pleased to enclose ...
Enclosed you will find ...
We enclose ...
Providing Additional Information:
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We would also like to inform you ...
Regarding your question about ...
In answer to your question (enquiry) about ...
Closing a Letter Hoping for Future Business:
We look forward to ... hearing from you / receiving your order / welcoming you as
our client (customer).
Signature:
Yours sincerely (remember use 'Yours faithfully' when you don't know the name of
the person you are writing and 'Yours sincerely' when you do.
An example letter
Jackson Brothers
3487 23rd Street
New York, NY 12009
Kenneth Beare
Administrative Director
English Learners & Company
2520 Visita Avenue
Olympia, WA 98501
September 12, 2000
Dear Mr Beare
Thank you for your enquiry of 12 September asking for the latest edition of our catalogue.
We are pleased to enclose our latest brochure. We would also like to inform you that it is
possible to make purchases online at http:\\jacksonbros.com.
We look forward to welcoming you as our customer.
Yours sincerely
(Signature)
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Dennis Jackson
Marketing Director
Jackson Brothers
--------------------------------------------------
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Ms. Allyson:
Thank you for your interest in our gravel prices.
As of January 16 our prices for gravel are the following:
Grade Price Per Ton
Fine $210.99
Medium $185.99
Coarse $170.99
Orders over 7 tons receive a 5 percent bulk-rate discount.
Please be aware that our prices often fluctuate as mining, processing, and transportation
costs change. You should request a price update before making purchases, either by calling
Bruce Coglin at 555-3711 or e-mailing us at sandandgravel@unionsuppliers.com.
Sincerely,
--------------------------------------------------
Company Name or Letterhead
Address
City, State Zip
Date
Addressee
Address
City, State Zip
Dear Mrs. Mueller:
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Thank you for inquiring about our advertising rates. You will find that the Lakewood
Herald's advertising rates are the most reasonable in Nashua:
Size and Color Daily Rate
1.5’’ x 3’’ b & w $16.00
(business card size)
1.5’’ x 3’’ color $19.00
4’’ x 4’’ b & w $25.00
4’’ x 4’’ color $30.00
12’’ x 13.5’’ b & w $150.00
(full page)
12’’ x 13.5 ‘‘ color $175.00
Every seventh day we run your ad is free. Our in-house graphic designers would be happy
to create your eye-catching advertisement for a reasonable fee.
Please call us if you have any other questions or would like to place an ad.
Sincerely,
III. Exercises
1. Write a letter of first enquiry, using the following words and phrases:
Date, 17th April, 2005
Dear Sirs,
We / see / display / Leipzig Trade Fair / 12th April.
We / interest / range / small cameras. We / wish / supply / customers / the / Sony model
Please / send / catalogue /price-list /all small cameras. Enclose / detailed information / the
“Sony” model, /as / this / the camera / our customers / most interested.
Yours faithfully,
2. Write a letter of reply to the letter in exercise 1, using the following words and
phrases
Date 24th April, 2005
Dear Sirs,
Thank /………./you requested / a catalogue……………….
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We enclose/………………………………………………………………….
All prices / quote / F.O.B London.
We / look forward / received / your order. If/ require / additional information, / please /
inform. We / send / an experienced salesman / you wish.
Yours faithfully
3. You work for a company which supplies computers. You receive a letter of
enquiry asking for details of your new ‘Apple” model.
Send a letter of reply to the correspondent, A Franco, Purchasing Dept., Office System
Ltd., 237 Wincester Road, Bristol, providing details of prices, and enclosing a brochure.
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