Inquiry Letter询问信.ppt

1、1,Inquiry Letter-a kind of business letter,2,Contents,Definition Structure of an inquiry letter Tips Sample Useful Expressions Reply to Inquiry Letter Assignment,3,Inquiries,An inquiry letter asks the reader for specific information. For example, you might write such a letter to a business to ask ab

2、out their products, discount, payment terms, prices and so forth. Since an inquiry letter requires a response, it is essential to make the letter specific, clear, concise and friendly so that the reader understands it easily and provides the information you need.An inquiry must be easy and convenien

3、t to answer.,4,Structure of an inquiry letter,Gernerally,we should follow the following format: The introductory paragraph introduces yourself and, if appropriate, the institution or firm you are working for. The middle paragraphs briefly explain why you are writing and how you will use the requeste

4、d information.The specific information you need is then listed.The requests may be phrased as questions or as a list of specific items or information.In either case,make each item clear and concrete.,5,The concluding paragraph offers the reader some incentive for responding, expressing gratitude for

5、 the readers attention to the letter, or acknowledging the inconvenience of the request. In some cases, you can also indicate further business, or other products you would be interested in if you think they could be supplied.,6,Tips,When writing an inquiry, state a source where you learned about the

6、 item; show you are interested in one model or state what you are looking for; request information about catalogs, cost, discount, stock, payment, delivery,etc; suggest a way in which you can reward when there is no prospect for a potential sale.,7,Sample 1,Inquiry based on an advertisement for cass

7、ettes Disc SA 251 rue des Raimon F-8600 Ploitiers Cedex Tel:(33)999999 Fax:(33)102166 May 12,2006 The Sales Dept. R.G.Electronics AG Havmart 601 D-5000 Koln 1,Adress of Requirer,Adress of the Adressee,8,Dear sir: We learned about your Model H-217 pocket computer in the July 3, 2009 issue of Computer

8、 World and are considering placing an order. Before deciding, would you please tell us how much it costs and how soon you could deliver? What is the delivery charge? Also,if we order ten of them and pay C.O.D., could you give us a discount? Please send your reply to this address: Sincerely yours, An

9、dy Lu,Item,Source,Information Requested,9,Sample 2,(Inquiry from a retailer to a foreign manufacturer.) F.lynch&Co.Ltd Head Office,Nesson House,Newell Street,Birmingham B3 3EL Telephone No.:021 2366671 Fax:021 2368892 Telex:341641 Satex S.p.A Via Di Pietra Papa 00146 Roma February 6,2005 Italy Dear

10、Sirs: We were impressed by the selection of sweaters that were displayed on your stand at the Mens Wear Exhibition that was held in Hamburg last month.,10,We were a large chain of retailers and are looking for a manufacturer who could supply us with a wide range of sweaters for the teenage market. A

11、s we usually place very large order,we would expect a quantity discount in addition to a 20% trade discount off net list prices, and our terms of payment are normally 30-day bill of exchange, documents against acceptance.,11,If these conditions interest you, and you can meet orders of over 500 garme

12、nts at one time, please send us your current catalogue and price list.We hope to hear from you soon. Yours faithfully, L.Crane Chief Buyer,12,Useful Expressions,Start your inquiry with the following patterns: I learned/ heard/read about yourfrom/through/in Your name was referred/recommended to me by

13、 I am interested in your,13,Useful Expressions,Our company is a subsidiary of and we specialize in We are one of the main producers of in Wuhan, and we are interested in your products. The British Embassy in Beijing told us that you were looking for an agent in China. We were impressed by the select

14、ion of Washing machines that were displayed on your stand at this years Guangzhou Trade Fairs. We were given your name by the Trade Promotion Association of Hubei Province. We were advised by that you are the leading manufacturer of in Europe. Could you please send your current catalogue and price-l

15、ist for exhibition stands?We are particularly interested in furniture displaystands. .,14,Sample questions Would you please send me a catalog/brochure? Would you please tell me how much the unit price is and how soon would you deliver? How many do you have in stock? Could you offer us a discount of

16、10% if we order a dozen?,15,Reply to Inquiry Letter,Structure of a reply,The introductory paragraph opens with appreciation to the inquirer for his/her inquiry,acknowledgement of his/her letter and quoting any other references that appear.,The middle paragraphs focus on giving detailed information a

17、bout what has been inquired by the inquirer,for example,prices,samples,discounts and payment terms.,The concluding paragraph expresses thanks for the inquirers writing the inquiry letter if you have not done so in the beginning of the letter and encourage further inquiries or future cooperation.,16,

18、Tips,Here are the contents of an inquiry reply: Thank the inquirer and acknowledge the interest in your company. Supply the specific facts requested./Give an explanation if you can not supply the item and,if possible,suggest an alternative. Enclose a brochure.Call attention to the particulars of the

19、 brochure to encourage a sale.,17,Sample 1,Dear Mr.Lu: Thank you for asking about our Model-217 pocket computer.This new model is the best seller in this season because of its excellent performance and reasonable price. The unit price for this model is RMB5,500,but if you order 10 of this model,we m

20、ight give you a 10% discount.We could deliver within 3 to 5 days of your order, and the delivery charge would be RMB200. If you need more information,please let us know. Sincerely yours, Susan Chang,Thanks,Supply all the requested information,18,Sample 2,Dear Mr.Lu: Thank you for your interest in ou

21、r Model-217 pocket computer.Unfortunately,this model is temporarily out of stock,but we could deliver to you by the end of March. However,may we recommend Model-218,which can be delivered immediately?This newly developed model outperforms Model-217 and only costs RMB300 more.Moreover,it is lighter.T

22、he unit price is RMB5,800.If you order 10 of them,we could reduce the unit price to RMB5,650.We could deliver within a week of your order,and the delivery charge would be RMB200. If you need more information,please let us know.In the meantime,we send you our best wishes! Sincerely yours, Susan Chang

23、,Unable to supply the item and explain,Suggest an alternative.Susan suggested an alternative and its advantages by comparing the two models.Writing in a positive tone will always leave a good impression on the reader.,19,Useful Expressions,You may first thank your reader with the sentences below: Th

24、ank you for your request for./Thank you for inquiring about. Thank you for your interest in./We appreciate your interest in. If you cannot supply the requested information,you may use the sentences below: I am afraid I cannot supply you with the information you requested,because. Your request for in

25、formation regarding.can best be answered by. I am therefore referring your letter to Mr.,20,If you enclose something,you can use the sentences below: We are enclosing our new fall catalog. Enclosed,for your reference,is a list of our dealers in your community. The enclosed brochure describes.,and yo

26、u will find.of particular interest.,21,Assignment,根据下面中文信息写一封询问信。 发信人：Mark Zhang 收信人：Mr. Smith 发信日期：2010年5月1日 内容：1. Mark在最近的广交会上认识了Smith先生； 2. Mark对Smith先生所在公司展出的新款手机很感兴趣； 3. 询问产品的详细信息，包括产品的规格、颜色、价格和功能等； 4. 说明该款手机市场销售前景看好； 5. 希望和对方建立长远的关系。 Words for references: 广交会 Guangzhou Trade Fair 规格 specificat

27、ions,22,Directions: As part of a student social survey project, you are leading a group to visit an exhibition in a small town. Write a letter: 1） ask for information regarding such things as the contents of the exhibition, 2） the dates of its opening and closing, 3） any discounts.,23,Dear Mr.Smith, Im Mark Zhang. I met you for the first time during Guangzhou Trade Fair recently. Im interested in your new mobile. Could you please give me some information about the new product that produced by your firm? Please tell me the specifications as we