TOPIC 4
LETTER OF ENQUIRY
1. INTRODUCTION:
A letter of enquiry is a request for information that the writer believes the
reader can provide. Regardless of its subject, the objective is to get the reader to
respond with an action that satisfies the enquiry. The action taken can benefit either
the writer or the reader, and sometimes both. That being the case, the scope must
include enough information to help the reader determine how best to respond.
2. OBJECTIVES:
After the lesson, students are able to
1. identify letter of enquiry
2. write opening of enquiry
3. write closing of enquiry
4. write body of enquiry
2. recognise language functions/expressions used in letter of enquiry
3. make a letter of enquiry of different items.
3.PRESENTATION:
Methods for making enquiries include:
a. Telex
b. Cables
c. Postcards
d. Letters
Three factors determining the contents of letters of enquiries :
a. How well you know your supplier.
b. Whether your supplier is at home or abroad.
c. The type of goods you are enquiring about.
61 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
Parts of letters to be used in letters of enquiries.
a. Telex :
Answer 194387 FL NT Q
back
Representative repeat representative
Massage within two weeks.
Sender’s name R.Cliff London
Collatio Representative
n
b. Cable / Telegram :
Receiver’s
HOMEMAKERS
Telegraphic
Address
Send a prospectus, fees details, and
Massage accommodation information period July-
December
Sender’s
Telegraphic YASCO’s Bank Kuala Lumpur
Address
c. Postcard :
CHARLES INCORPORATION
Sender’s Bay avenue,
Address San Francisco
Date September 29, 19..
Referenc Your ref : Box 4213
e
Could you please send me details of the
Massage refrigerators advertised in yesterday’s evening
post?
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d. Letters.
WEMBUN & NOKO LTD.
Import and Export, (London Office),
Planner House, Princes Street, London
ECT 7 DQ
Telp. No. : 04-543-1915 Cable : Sanlow
Telex : 928537
Your ref : …Our ref : … Date : 7 – 7 19…
The Sales Manager
Glaston Potteries Ltd.
Clayfield
Burnley BB 10 1RQ
Dear Sir,
We are writing to you on behalf of our principles in
Opening Canada who are interested in importing Chinaware
from England.
Could you send us your latest catalogue and prices-
Massage
list, qouting your most competitive prices?
Our principles are a large chain store in North
Closing America 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,
L.W. Meulaboh (Mrs.)
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e. E-mail
From: Harry.Lim@yahoo.com
Date: 25:7:03 16:06:29
To: shirley@shirleytaylor.com
CC
Subject: Book signing in Malaysia
Dear Shirley
I hope things are well with you.
I have read the adverstiesemt about the book you published in
Kualalumpur Post. I am interested in children book since it is quite
high deman in Kualalumpur.
Would send me catalogue and the price list?.
I look forward to hearing from you soon.
Best regards
Dato M. Zainudin
1. Examples of openings:
a. We are one of the main producers of industrial chemicals in Germany, and
we are interested in ……….
b. Our associates in the packaging industry speak highly of your Zeta packing
machines and we would like to have more information about them. Could you
send us ………
c. The Spanish consulate in London told us that you were looking for an agent
in England to represent you.
d. We were impressed by the selection of sweaters that were displayed on your
stand at the “Menswear Exhibition” held in Hamburg last month.
2. Examples of closings:
a. Thank you for your attention, we hope to hear from you in the near future.
b. Finally, we would like to point out that delivery before Christmas is essential
and hope that you can offer us that guarantee.
c. If the product is satisfactory, we will place further orders with you in the
future.
64 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
d. If the prices quoted are competitive, and the quality is up to standard, we will
order on a regular basis.
e. As building contractors, we erect about a hundred houses and two or three
blocks of flats a year. If your equipment is of good quality, and we receive a
favorable offer, we may able to place large orders with you.
Body of Letters of Enquiry
1. Asking for catalogue and price list
XXXXXXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXX,
Would you please send us your spring catalogue and price list quoting c.i.f.
Bombay?
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
2. Asking for a prospectus
XXXXXXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXX,
I would like some information about your Profiency Courses English beginning this
July 1987.
Please send me a prospectus and about accommodation in an standard of living in
London for the period of July – December. I would appreciate if you could contact
an English family to live in.
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
65 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
3. Asking for details
XXXXXXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXX,
Could you please give me more details about The University Communication
which you are advertising on language learning news 7 May 1987.
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
4. Asking for samples
XXXXXXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXX,
We are XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXX.
We would also appreciate it if you could send us some samples of the material so
that we can examine the texture and quality.
XXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
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5. Suggesting terms, methods of payment
XXXXXXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXX,
We are a large retailer XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXX.
As we usually place very large orders, we would expect extra discount in addition
to the 20% trade discount off net list price and our terms of payment are normally
30-day bill of exchange.
If this condition interest you, and you can meet orders of over 1000 garments at
one time.
XXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
6. Asking for goods on approval
XXXXXXXXXXXXXXXX
XXXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXX
XXXXXXXXXXX,
Thank you for your last delivery. You will be pleased to hear that the dressing are
selling well.
A number of my customers have been asking about your book case and coffee
table assembly kits which are listed in your Summer Catalogue under KT 31, and
we would like to test the demand for them. Would it be possible for me to have,
say, half a dozen units of each kit, on approval, before placing a firm order?
XXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXX
XXXXXXXXXXXXXX
67 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
4. STRUCTURE OF AN ENQUIRY LETTER: EXPRESSIONS
Subject Heading
This should inform the reader that this is an enquiry or request; e.g.
• Enquiry about textbooks.
• Request for brochure, price list.
• Query about website.
• Question regarding product components, etc.
First Paragraph
This should tell the reader what you want; e.g.
• Please send me... (for things that the organization offers to send).
• I would be grateful if you could tell me... (for things that are not
• normally offered).
• I am writing to enquire whether... (to see if something is possible).
• I would especially like to know... ( + a more detailed request).
• Could you also... ( + an additional enquiry or request).
Second Paragraph
This paragraph tells the reader why you are contacting his or her organization,
and gives further details of the enquiry. There are two reasons why you may contact
an organization:
1. You have contacted this organisation before, and want to again.
2. You have not contacted this organisation before, but you have heard about them.
You should describe from where, such as from an advertor a recommendation; e.g.
• I saw your advert in the HK Daily on Tuesday, 20 October 2009.
• Your company was recommended to me by Ms. Elsie Wong of Far Eastern
Logistics.
Final Paragraph
This paragraph should contain a polite expression and/or an expression of
thanks to the reader. The degree of politeness (and therefore the length), depends on
how unusual or difficult your request is. Possible language includes:
• Thanks. (For a very informal and normal enquiry or request).
68 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
• I look forward to hearing from you.
• I am looking forward to hearing from you.
• Thank you for your assistance.
• Thank you very much for your kind assistance.
• I appreciate that this is an unusual request, but I would be very
• grateful for any help you could provide. I look forward to hearing from
you.
If you think the reader might have further questions, you can suggest that he or she
contact you; e.g.
"If you have any questions, please do not
hesitate to contact me".
Content of replies:
Acknowledging receipt of an enquiry/request
- Thank you for your letter of … regarding / concerning / in connection with …
- I refer to your enquiry about / relating to …
- I have received your letter of … requesting information about …
Explaining action taken as a consequence of the enquiry
- I have (reviewed our available stock) …
- We held a meeting on 21 January to discuss possible solutions.
- I have checked/looked into/investigated (the possible approaches) …
Making suggestions / justifying recommendations / pointing out pros and cons /
hedging
- The best choice would be … since …
- I highly recommend … as / due to the fact that …
- … would probably be more suitable because …
- … seems to suit you better although …
- Perhaps you should choose … even though …
- I suggest that you (should) choose …
- I recommend this item since …
- In view of the fact that …, I would strongly recommend … as …
69 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
Apologising and rejecting proposals
- While I appreciate your firm’s need for this information, I regret that …
- It will not be possible to … for legal reasons. We are bound to …
- Your proposal is of interest to us, and we have had consultations about it.
- However, we feel that it will not be in our interests to … for reasons of (privacy).
- We are concerned that …
Stipulating action requested or to be taken
- We shall arrange for … by …at the latest.
- I shall see to it that …
- Our company will arrange for …
Establishing goodwill and suggesting contact
- I hope this suggestion/information will be useful to you.
- I hope this information will prove useful to you.
- I hope that this information will help you to make decisions on your order.
- I look forward to hearing from you.
- I look forward to receiving your confirmation of …
- I look forward to doing business with your company in the future …
- Please feel free to contact me again if you have any further queries on …
- Do contact me on 27615432 if you need further information.
- Please do not hesitate to contact me on 27615432 if I can be of further assistance.
5. PRACTICES:
T a s k-1: Match the phrases in column I with the meanings given in column II
No. Phrases (I) Meanings (II)
1 We hope to hear from you soon What are your best trade
terms?
2 How much less need I pay if I What are your delivery dates?
send you large order every
three months?
70 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
3 How long will it take you to What are your terms of
send the goods I order? business?
4 My firm distributes telephone We are looking forward to
receivers. How much less need I hearing from you soon.
pay than a member of general
public?
5 This is the second letter in my What is your best discounts
correspondence with Jean for repeated large orders?
Gallier
6 How much less need I pay if I
pay within one month?
T a s k-2: Match the functions with appropriate phrases.
Functions to match Phrases to move
1 Acknowledging receipt of an enquiry This is because it would be the
cheapest option.
2 Explaining action taken as a Although this is slightly more
consequence of the enquiry expensive, the quality is higher.
3 Making suggestions I hope that these details will assist
you in your decision.
4 Justifying recommendations I'm afraid that we do not feel that
this is in the best interests of our
organisation.
5 Pointing out pros and cons We would be delighted to comply
with your request.
6 Hedging Please do not hesitate to get in touch
if there is anything I can do.
7 Apologising and rejecting proposals I have reviewed our product range
and found a suitable model for you.
8 Stipulating action requested or to be Thank you for your letter asking
taken about our products.
9 Establishing goodwill This may be the most suitable
choice for your company.
10 Suggesting contact I would advise you to...
71 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
Ta s k-3. Below you will see parts of three letters of enquiry. Put the correct word or
phrase in each blank. Choose from the following list. Use each item once only:
a) advertisement; b) discount; c) latest catalogue; d) price list; e) advise; f. faithfully;
g) model; h) price range; i) current issue; j) forward; k) particularly; l) reference; m)
Dear; n) information; o) payment; p) still available.
A
..................... Sir
I have seen your ..................... in the ...................... of "Office Weekly" and am
interested in your range of office stationery. Could you please send me your
......................... and ........................... .
I look........................ to hearing from you.
Yours ...................... .
В
With .................... to your advertisement in today's "Times", could you please send me
..................... about your office furniture. I am ......................... interested in your
adjustable typist's chairs.
С
Some time ago we purchased from you some JF72 solar-powered pocket calculators.
As this ....................... was so popular with our customers, we would like to know if it
is.................... . If so, would you kindly ..................... us of your terms of
........................ and any quantity .................... available. Could you also include details
of any new models in the same ....................... .
T a s k-4. Study the following letter of enquiry and fill in the missing prepositions: in,
on, about, for, to.
Golden Gate Engineering
Prince Square, PrinceStreet, Kowloon
22 October, 2009
ProSkills Training Centre
72 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
Jubilee Building
Silver Road
Wan Chai
Dear Sir or Madam,
Enquiry (1) ____________ Quality Control Course I am writing to enquire whether
your company could offer a course (2) _________ Quality Control (3) ________ our
managers. I saw your advert (4) _______ the HK Daily on Tuesday, 20 October 2009,
and the Quality Control Training Course (Ref.: QC 101) mentioned in the advert
might be suitable (5) _______ us. I would like to know if it is possible for you to offer
a 3-month training course starting before or, at the latest, (6) _______ Monday, 9
November 2009, for a group of 20.
Could you send us some information (7) ________the teaching staff and the possible
schedule for this course? I am looking forward (8) __________ receiving your reply.
Yours faithfully,
Chapmen Au
Managing Director
T a s k-5. Read the following letter. Make the necessary improvements to sound it
businesslike.
Rich Lucky Trading Company
345, Nathan Rd, Kowloon, H.K.
26 October, 2009
Hi-fashion Garment Ltd
Unit 398 Shek Kip Mei Industrial Estate
Dear Friends:
REQUEST FOR CATALOGUE
Please send me your current catalogue. Ms. Elsie Wong of Far Eastern Logistics,
whom I’ve known for ages says that you are a great company. Our African customer
wants to import a range of printed 100% cotton cloth. I can’t wait to hear from you.
Yours
K.K. Chan
Merchandiser
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T a s k-6. Choose parts of the letter from the Contents column to build the letter of
enquiry in the Letter column.
Contents Letter
Paragraph 1, Sentence 1:
a) I would be grateful if you could give me details of the local tours your company
provides.
b) I am writing to enquire whether you could send me details of the local tours your
company provides.
c) Please send me details of the local tours your company provides.
Paragraph 1, Sentence 2:
a) I would also be very grateful if you would be able to send me information
about your one-day tours.
b) I am especially interested in one-day tours.
c) Send me information about your oneday tours.
Paragraph 2, Sentence 1:
a) My friend recommended you.
b) Mr. K.K. Chan of Fortune Trading says your tours are good.
c) Your tours were recommended by Mr. K.K. Chan of Fortune Trading.
Paragraph 2, Sentence 2:
a) This is for a staff outing.
b) Like him, I am planning a social outing for my staff members.
c) Mr. Chan used your company to organise a staff outing for his staff, and I would
like to do the same.
Final Paragraph:
a) Thanks.
b) I look forward to hearing from you.
c) Thank you very much for your kind assistance.
74 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
MAPVERTISE
171, Choi Hung Road, Hung Hom, Hong Kong
Tel/Fax 22352449
www.mapvertise.com.hk
24 October, 2009
Mr. J. Wong
Fortune Tours
317, Canton Road, Tsim Sha Tsui
Kowloon
Dear Mr Wong
Enquiry about Local Tours
Yours sincerely
David Choi
General Manager
T a s k-7. Complete this letter of enquiry. Decide whether to use: a, the, or no article
at all, in the blank spaces.
Thank you for your letter giving us (1) .............. details of (2) .............. products
we enquired about. (3) .................... main item we are interested in is (4)
...................... kitchen unit listed in (5) ................... catalogue under (6) ....................
heading CM214. As we are building (7) .................. large block of apartments, we
think (8) .................. unit like (9) ............... one listed , might be (10) .................... best
installation for our purposes. Please let us know what your terms of (11) ....................
trade are. Could you also tell us if you are able to offer (12) ................... trade and
(13) ................ quantity discounts on (14) ................ price for (15) ............... large
order? We would also be grateful for (16) .................. samples of all materials used in
(17) ................... manufacture of your units. I'm including (18) ................... plan of
our apartments, and (19) ................. dimensions we would need.
T a s k-8. Make four types of sentence asking for :
a. A brochure for typewriter type TW 37.
75 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
b. More information about office desk.
c. Latest catalogue reference.
d. Samples of wallpaper.
T a s k-9. Write the body of enquiry letter, using the following words and phrases.
Complete these sentence.
a. Please send / catalogue / price-list / all small cameras you have got. We’d like
/ enclosed / detailed information / the “ultramatic” model / the model / best
seller.
b. We would appreciate / could send / examples of materials / we can examine /
and / ……
T a s k-10. Asking for catalogues, price-list or prospectuses.
• State briefly the particular items you are interested in.
• Write four sentences asking for the items using these cues :
1. Could you please ……………………………
2. Would you let us have ………………………
3. I would appreciate if you could …………….
4. Please send us ……………………………….
T a s k-11. Asking for details.
• Specify and state clearly what you want.
• If replying to an advertisement, mention the mass media, the date, etc.
• Write sentences asking for details using these cues :
1. I am replying to ……………………………..
2. I am interested in …………………………...
I would appreciate ………………………….
Could you …………………………………..
76 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
T a s k-12. Read the letter below and fill in the missing word1.
Dear Mr Stephen Ong
We have read your advertisement in Singapore Times of November 2004
concerning various product of computers and peripherals. As a leading
computers distributors in Indonesia, we are (1) ----------- in importing
modern computers to update our staffs.
We would be (2) ---------- to receive your recent catalogue, price list and
discount for bulk orders. Please also let us know your (4) ---------- trade
terms. If your prices are competitive and your terms are satisfactory we
may establish a (5) ---------- profitable business with you.
Thank you for your kind attention and we are looking forward you prompt
reply.
Your sincerely
Missing Words
1. ……….
2. Iwan Prasetya
……….
3. ……….
President Director.
4. ……….
(Pernik-pernik Korespondensi Bahasa Inggris by F.X. Nader, Graha Ilmu, 2004)
5. ……….
T a s k-13. Write a letter of enquiry to a firm in England asking for information about
a product you would be interested in importing for resale in your country.
T a s k-14. Write a letter to Allwood and Sons Ltd (22 Highland Way, Ashford, Kent)
asking for full details and prices of their radios and televisions. Also ask whether they can
arrange for their instruction booklets to be translated into the language used in your country.
Task-15: Pair Work
1. Write a small advertisement for a travel agent or an international five-star hotel in
Bali.
1
F.X. Nader, Pernik-pernik Korespondensi Bahasa Inggris (Graha Ilmu, 2004).
77 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
2. Take your partner’s advertisement and write a letter asking for pieces and specific
details.
Task-16:
You are J. Allen, the director of A & C Record Ltd., 41-43 Broadway, Manchester
M2 5BP, telephone : 061 8324397, Cable : ACREC MANCHESTER.
Write a letter of enquiry to the Sales Department of Ramaco Record Production, Dane
Street, Northam, Southamton S09 4YQ. The manufacturer produces records and
cassettes. You are asking for catalogues and price-lists of their products as advertised
in this month’s edition of “Hi Fi News.”
Task-17: You are R. Hughes, the director of R. Hughes & Son Ltd., 21 Mead Road,
Swansea, Glamorgan 3ST 1DR, telephone : Swansea 68511, Cable : 21173, telex :
881281.
Write a letter of enquiry asking for goods on approval to Mr. R Cliff, Homemakers
Ltd., 54-59 Riverside, Cardiff CF 1JW.
You are asking for the bookcases and coffee tables which are listed in the summer
catalogue No. KT 31 and you are asking for half a dozen units of each kit on approval,
the order No. B1463 is enclosed.
Task-18: You are L. Crane, the chief Buyer of F. Lynch & Co. Ltd., Nesson House,
Newell Street, Birmingham B3 3EL, telephone : 012-2366571, cable : MENFINCH
Birmingham, telex : 341641.
You were impressed by the sweaters displayed on Satex S.p.a’s stand at “Menswear
Exhibition” held in Hamburg.
As a large chain of retailers you are looking for a manufacturer who could supply a
wide range of sweaters.
Write a letter of enquiry to Satex S.p.a, Via de Pietra Papa, 00146 Roma, Italy.
Propose that your terms of payment would be 30 day / 20% and this would persuade
you to order 1000 garments at one time.
Task-19: You are D. Panton, The Manager of Three Stars Electronic Shop, 183-9
Kent Street, Sydney, NSW 2000.
78 E n g l i s h f o r B u s i n e s s C o r r e s p o n d e n c e
Write a reply to the advertisement enclosed asking for details of all the products as
advertised.
NEMCO
CCTV EQUIPMENT & TELEPHONE SETS
We are the Manufacturer and Exporter of Excellent Quality Surveillance
CCTV Equipment and Telephone set
Products
• General use CCTV camera
• Low light CCTV Camera
• Video Monitor
• Video Distributor
• Video Switcher
• Interchangeable Lens
• PAN & TILT Head
• Camera Housing
• Time Lapse Video recorder
• Wall Bracket
NAGATA ELECTRIC CO., LTD
3-22, Daikoku-Cho 1-Chome, Toyonaka, Osaka 561, Japan.
Tel : 06-332-7801 TELEX: NEMCO J65189
Cable : NAGATA NEMCO, OSAKA FAX : 06-333-6863
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6. VOCABULARY:
Advertisement
Brochure
Catalogue
Demonstration
Discount
Enquiry
Information
Price list
Request
Sample
Terms and condition
A brochure
f.o.r. (free on rail) A prospectus
The price quoted covers the cost to the A price list
nearest railway station.
A demonstration
f.a.s. (free alongside ship)
There are no extra charge up to taking Samples
the goods to the side of the ship. Pattern
f.o.b. (free on board) To offer concessions
Loading on to the ship is included in the To quote price
price quoted . To suggest / to state terms
c.i.f. (cost, insurance and freight) Cash discount
As the term indicates the price includes Trade discount
all cost up to the named destination. To place an order
e.g. £ 5000.000 c.i.f. Bombay. Goods on approval
c.&.f. (cost and freight) Goods on sale or return
In this case the price included cost and asap = as soon as possible
shipping to the destination named. cc = carbon copy (when you send a copy
e.g. £ 300.00. c.&.f. Hongkong, but note of a letter to more than one
that insurance is not included. person, you use this abbreviation to let
c.p. them know)
Charges will be paid by the sender, e.g. enc. = enclosure (when you include
we are replacing the damaged goods and other papers with your letter)
will send replacement carriage paid. pp = per procurationem (A Latin phrase
c.o.d. (cash on delivery) meaning that you are signing
The Post Office offers a service by the letter on somebody else's behalf; if
which they will deliver goods and accept they are not there to sign it
payment on behalf of the supplier. To themselves, etc)
make an enquiry about a product ps = postscript (when you want to add
To enquiry about a product something after you've
A customer finished and signed it)
A catalogue
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pto (informal) = please turn over (to RSVP = please reply
make sure that the other
person knows the letter continues on the
other side of the page)
***
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