LETTERS-INQUIRIES AND REPLIES
I. Direct Inquiry Letters
Letters that ask for information are among the common ones written in business. Because the exchange of information is routine, the people involved are likely to conclude at such requests are reasonable, and they probably will grant them. Thus, when you are involved in such a situation, your analysis of the likely effects of your objective on the reader will probably lead you to conclude that a direct plan is in order. You should make exceptions, of course, when your request is negative or when it requires explanation or conditioning. As we shall see, you can handle such problems better with an indirect plan.
Therefore, letters of inquiry are requests for information. The enquiry could be of product or the service or person’s credibility or general information. This is the part of routine business transactions.
You should shift to developing the specific plan. You should organize your letter in your mind from beginning to end. And, as you did in reaching your decision to use the direct approach, you should base your letter’s organization on your analysis of your reader’s likely reactions to your message. Your analysis generally will lead you to proceed as follows.
A Question Beginning
As we have decided to use the direct approach, we shall begin the routine inquiry with words that get right to the main objective. More specifically, since our objective is to ask for information, we start with a question. Such directness is appreciating, for it moves quickly—just as most business people want their work to move. Also, a question is provocative. Because it stands out from other sentences, it commands extra attention in the mind. Thus, it is likely to communicate better than other sentence forms.
- First, we can begin with a question that addresses a part or all of the letter's objective. For example, in a problem in which the objective is to get answers to five questions about a company's product, the evening question could be one of the five: "Will you please send me test results showing how Duro-Press withstands high temperatures and long exposure to sunlight?"
- Second, if you feel that such a beginning sentence will produce a startling effect, you may use a general question covering the more specific one example: Will please answer the following questions about your new Duro-Press products?"
This general-question approach is less direct and timesaving than the other, for you must still ask all the specific questions.
Adequate Explanation
We need to explain enough somewhere in the letter to enable the reader to answer, because our reader is likely to need information to assist in answering our questions. Before we attempt to question, we must know how much or how little knowledge about our situation our reader already has and how much he or she needs to have in order to answer. An inquiry about a certain product, for example, might go to a person who knows all the answers to our questions.
Where and how we include the necessary explanatory information depend on the nature of our letter. Usually general explanatory material that fits the entire letter is best placed following the direct opening sentence. Therefore, place the information anywhere it fits logically.
Structured Questions
The structure of question depends on the amount inquiry we need from the reader. The position of question can be decided on objective. For example, an inquiry involving just one question will be achieved by incorporating it into the initial sentence. If we need to ask a number of questions, however, we will need to give some thought to their organization.
Hence, if tit involves more than one question, make each stand out: Place each question in a separate sentence. Structure the sentence in separate paragraphs. We must number the question and use the question form of sentence.
The "It would be nice if you would tell me……or "I would like to know . . ." forms really are not questions. They do not ask; they merely suggest. Questions that stand out are those written in question form—those using question words such as "Will you please tell me ..?", "How much would one be able to save ...?", "How many contract problems have you had ...?", and the like.
Goodwill in the Ending
Because it is the natural thing for friendly people to do, we should end direct-inquiry letters with some appropriate, friendly comment. This is how we would end a face-to-face communication with the reader. We must avoid abrupt ending as it will give negative information about us. Our letter will receive a more positive reaction in your reader's mind if we use words selected specifically for the one case. The general "A prompt reply will be appreciated" or "Thank you in advance for your answer" varieties do little to create a feeling of personal attention in the reader's mind. A much more positive reaction would result from something like "If you will get this refrigeration data to me by Friday, I will be most grateful."
Types and Contexts
There are two types of inquiry letters: solicited and unsolicited.
You write a solicited letter of inquiry when a business or agency advertises its products or services. For example, if a software manufacturer advertises some new package it has developed and you can't inspect it locally, write a solicited letter to that manufacturer asking specific questions. If you cannot find any information on a technical subject, an inquiry letter to a company involved in that subject may put you on the right track. In fact, that company may supply much more help than you had expected (provided of course that you write a good inquiry letter). If you need to find the names and addresses of businesses related to your report project, see the section on finding information in libraries.
Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry. For example, if you read an article by an expert, you may have further questions or want more information. You seek help from these people in a slightly different form of inquiry letter. As the steps and guidelines for both types of inquiry letters show, you must construct the unsolicited type more carefully, because recipients of unsolicited letters of inquiry are not ordinarily prepared to handle such inquiries.
Contents and Organization
Early in the letter, identify the purpose — to obtain help or information (if it's a solicited letter, information about an advertised product, service, or program).
In an unsolicited letter, identify who you are, what you are working on, and why you need the requested information, and how you found out about the individual. In an unsolicited letter, also identify the source that prompted your inquiry, for example, a magazine advertisement.
In the letter, list questions or information needed in a clear, specific, and easy-to-read format. If you have quite a number of questions, consider making a questionnaire and including a stamped, self-addressed envelope.
In an unsolicited letter, try to find some way to compensate the recipient for the trouble, for example, by offering to pay copying and mailing costs, to accept a collect call, to acknowledge the recipient in your report, or to send him or her a copy of your report. In a solicited letter, suggest that the recipient send brochures or catalogs.
In closing an unsolicited letter, express gratitude for any help that the recipient can provide you, acknowledge the inconvenience of your request, but do not thank the recipient "in advance." In an unsolicited letter, tactfully suggest to the recipient will benefit by helping you (for example, through future purchases from the recipient's company).
How to write an inquiry letter
Be courteous. Remember, by making this request you are imposing on the reader’s time and/or resources.
Don’t send an inquiry letter for information that you could easily find out by other means, such as with a quick search on the Internet.
Your letter can be fairly short, but it should be long enough to adequately explain what it is that you are inquiring about and what you want the reader to do in response to your letter.
Generally, give at least a couple of weeks for the person, company, or organization to respond to your inquiry before sending a follow-up letter or making a follow-up phone call.
If appropriate, you may want to mention that you will keep any information provided confidential. (This may increase the likelihood that the reader will respond to your inquiry.)
Make it as easy as possible for the person to respond to your request. This might mean offering to pay for any needed photocopies or mailing costs, or perhaps including a self-addressed, stamped envelope; necessary forms, questionnaires, or other documents; and so forth.
Make sure to include contact information so that the person can easily get in touch with you if necessary, such as your cell or home phone number or e-mail address.
When the person responds to your inquiry, it is a good idea to send a quick note of thanks expressing your appreciation and telling how the information helped (or can help) you. If appropriate, you may want to offer to return the favor in the future.
Tips for writing an inquiry letter:
Begin your letter by stating who you are and giving your status or position (such as student, researcher, interested consumer, etc.), and tell how you found out about the individual or entity that you are writing to.
Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible.
You might want to briefly explain the purpose of your letter or what you hope to accomplish. Such an explanation may prompt the recipient of your letter to act more quickly.
If appropriate, consider mentioning the letter recipient’s qualifications for responding to your inquiry (this may prompt him/her to act when he/she might otherwise be hesitant to do so). For example, you could explain that you are writing to the reader because she is a leader in her field and the accepted authority on the subject you are interested in.
Include the date by which you need the information, services, etc. that you are requesting, and indicate that you await the reader’s response.
Thank the person for his/her time.
Tips for responding to an inquiry letter:
Specifically indicate the inquiry that was made, as you understand it.
Express your appreciation for the person’s interest.
If possible, personally respond to the inquiry. You might want to include with your response letter any brochures, catalogs, reports, or other helpful information available.
If appropriate, clearly describe any action you feel the person should take and the reason(s) for such a recommendation. (However, you may want to use caution because of any possible liability you might incur for offering such advice.)
If you can not personally answer the person’s question, let him/her know that you have contacted the person who can and that he/she will shortly be in touch with the reader. If this is not possible, express your regret for being unable to help the reader, and try to find out for him/her the contact information for someone who can help.
If appropriate, you might want to include additional information about your organization, the products or services you sell, or the subject matter of the inquiry, beyond the scope of the original inquiry.
Close by saying that you would be happy to help the reader in the future if he/she needs further assistance or by wishing him/her well in his/her endeavor or project, etc.
Inquiry Letters are written:
To ask for personal advice
To answer a request for information on a product or service
To give general advice
To copy of an official document
To survey or questionnaire
To explain for a denial of credit
To request application materials for admission to college
To confirm of receipt of earlier mailings
To estimate or bids
To seek information
To seek information about an applicant
To seek information from a government agency
To seek samples or information about products or services
To inquire about products or services
To thank someone for an inquiry
To thank someone for information
To use networking in a job search
To write a letter in a job search
Examples of Inquiry Letter
1. This first letter is about a real estate broker enquiring.
Dear Mr. Vilasrao Patil,
Will you please tell me whether the 120-acre tract you advertised in the September 1 Indian Express has deep frontage on the river (20 feet minimum)?
We are seeking such a site for a new plant, and it appears that your property could meet our requirements. But we need answers to specific questions before we can decide about the property.
Is the land reasonably level and well drained? A written description of the tract terrain should answer this question. In your description, please include minimum and maximum elevations.
Can the property be reached by an existing all-weather road? If the answer is yes, what is the composition of this road'? What is its condition?
If your answers indicate that the site meets our needs, we shall want to inspect the property. As we must move fast on the building project, may I have your answer by July 15?
Sincerely,
2. Request for information about hotel accommodations for a meeting.
Dear Miss S. Kadam,
Will you please help the Marathe Management Forum to decide whether it can meet at the Maratha Grand Sheraton?
The Forum has selected your city for its annual meeting, which will be held August 16, 17, and 18. In addition to the Maratha Grand Sheraton, we of the convention committee are considering the Taj Land
Can you accommodate a group such as ours on these dates? Probably about 600 delegates will attend, and they will need about 400 rooms.
What are your convention rates? We want assurance of having available a minimum of 450 rooms, and we would be willing to guarantee 400. Would you be willing to reserve for us the rooms we shall require?
What are your charges for conference rooms? We shall need eight for each of the three days, and each should have a minimum capacity of 60. On the 18th, for the one-half-hour business meeting, we shall need a large assembly room with a capacity of 500. Can you meet these requirements?
Also, will you please send me your menu selections and prices for group dinners? On the 17th we plan our presidential dinner. About 500 can be expected for this event.
As convention plans must be announced in the next issue of our bulletin, may we have your response right away? We look forward to the possibility of being with you in 2006.
Sincerely,
3. Letter of Inquiry
April 1, 2008
Mr. Gangadhar Khare
CEO
Community Help Foundation
Mumbai, Maharashtra , IINDIA
Re: Letter of Inquiry
Dear Mr. Godbole,
Thank you for our recent meeting at the Community-Based Organization Conference where you were kind enough to visit with our staff and take the time to learn about our mission and current projects. We thoroughly enjoyed your visit with us, and sincerely appreciate your thoughtful attention to Neighborhood Improvement Association, Inc. (NIA)
Your interest in NIA is a significant acknowledgment of our successful track record of delivering superior community improvement projects for nearly 15 years.
We are aware that the Community Help Foundation distributes a number of grants for community improvement and development purposes. We wish to apply for one of the Foundation's grants.
NIA has enjoyed a significant growth within the last ten years. Last year, NIA launched five new programs, including a community day care center, computer training center, substance abuse program, and an alternative learning program for high school drop-outs. We delivered a total of Rs.15 million in community improvement projects in one year alone; an outstanding record of achievement. Our staff has doubled in an effort to effectively administer our new programs as well as keep pace with our organization's growing administrative responsibilities.
I am pleased to write to you about a project that I believe will be of interest to the Foundation. The NIA is seeking Rs.550, 000 over three years to expand its very successful Tech Ed (Technical Education) program to provide aggressive, hands-on computer training and alternative education programs in our inner-city neighborhoods.
Tech Ed is a highly effective five-year-old academic enrichment program for inner-city junior high and high school students. Formed through a partnership between NIA, the local college and the city's school district, the program currently has a total enrollment of 500 students, and is funded by the school district and matching AICTE funds which are administered by the city.
We critically need funds to launch this sorely needed computer training program, fund the equipment, software, and the resources of two teachers to oversee and assist the volunteer student educators. These equipment and support resources will constructively assist the 2,500 undereducated minority residents to be served by our new community service program. The ethnic composition is approximately 49% Hindu, 39% Muslim, 9% Christian, and 2% other.
NIA has already raised an initial investment of more than Rs.50, 000 in absolutely necessary computer equipment toward a computer systems, training and services budget of more than Rs.1 million. We have worked hard to bridge the gap and anticipate receiving grants and donations totaling Rs.300, 000 from private sector sources, banks, foundations and private donors.
Despite our general fundraising efforts, our program budget is far from balanced. Cuts in government financing continue, with more expected, especially those affecting our clients with incomes below poverty level.
The challenge at this stage is to seize the opportunity, to take the risk, to realize an innovative, new, rewarding and productive future. With the strength which has made NIA and the Tech Ed program what it is today, the choice is an easy one -- help our community meet the challenges of the 21st Century.
Thank you for your support and assistance to NIA, and the community residents it serves. We look forward to your consideration of our request and the opportunity to submit a formal proposal for your review. We will be pleased to submit additional information at your request. Please do not hesitate to contact me at (telephone number).
Sincerely,
Mr. Gangadhar Khare
Executive Director
Attachments: audited financial statement for the fiscal year ending March 31, 2008, IRS 501(c) (3) designation, and 2008 annual report.
4. Letter of inquiry about internship opportunities
Mumbai-2
StacyLeeGimble@vt.edu
January 12, 2006
Ms. Savita Rege
Special Programs Assistant
Mumbai County Family
Dear Miss D Thorat,
I am a junior at Veer Jijamata Tech, working toward my bachelor's degree in family and child development. I am seeking an internship for this summer 2009, and while researching opportunities in the field of criminal justice and law, I found that your program works with juvenile delinquents. I am writing to inquire about possible internship opportunities with the Mumbai County Family Court Wilderness Challenge.
My work background and coursework have supplied me with many skills and an understanding of dealing with the adolescent community; for example:
I worked as a hotline assistant for a local intervention center. I counseled teenagers about personal concerns and referred them, when necessary, to appropriate professional services for additional help.
I have been active at my university as a resident hall assistant, which requires me to establish rapport with fifty residents and advise them on personal matters, as well as university policies. In addition, I develop social and educational programs and activities each semester for up to 200 participants.
My enclosed resume provides additional details about my background.
I will be in the Mumbai area during my Diwali Break, November 6 - November 10. I will call you next week to see if it would be possible to meet with you in early March to discuss your program.
Thank you for your consideration.
Sincerely,
(Handwritten signature)
Ms. Savita Rege
Encl.
5. Information seeking letter
Pune, Maharashtra , India
kwalke@vt.edu
October 23, 2008
Mr. Ramrao Ghadge,
Diwakar Hanegave & Associates
Dear Mr. Ramrao Ghadge,
I will be graduating from Veer Jijamata College of Commerce with a Bachelor’s degree in Financial Management and Accounting in May 2009, and am researching employment opportunities in the Mumbai area. I obtained your name from VT Career Link, Career Services' Alumni database. I very much appreciate your volunteering to help students with job search information, and I hope that your schedule will permit you to provide me with some advice. I am particularly interested in and understand that your firm does work in this area. I am also interested in learning how the accountants in your firm began their careers. My resume is enclosed simply to give you some information about my background and project work.
I will call you in two weeks to arrange a time to speak to you by telephone or perhaps visit your office if that would be convenient. I will be in the Mumbai area during the week of November 21. I very much appreciate your time and consideration of my request, and I look forward to talking with you.
Sincerely,
(Handwritten signature)
Kristen Walker
Encl.
6. Follow-up letter to information seeking meeting
November 01, 2008
Mr. Ramrao Ghadge,
Diwakar Hanegave & Associates
ghadgeramrao@diwakarh.com
Dear Mr. Ramrao Ghadge,
Thank you so much for taking time from your busy schedule to meet with me last Tuesday. It was very helpful to me to learn so much about the current projects of Diwakar Hanegave & Associates and the career paths of several of your staff. I appreciate your reviewing my portfolio and encouraging my career plans. I also enjoyed meeting Swati Hanegave, and am glad to have her suggestions on how I can make the most productive use of my last semester in college.
Based on what I learned from my visit to your firm and other research I have done, I am very interested in being considered for employment with your firm in the future. I will be available to begin work after I graduate in May 2009. As you saw from my portfolio, I have developed strong skills in the area of historical documentation and this is a good match for the types of projects in which your firm specializes. I have enclosed a copy of my resume to serve as a reminder of my background, some of which I discussed with you when we met.
During the next few months I will stay in contact with you in hopes that there may be an opportunity to join your firm. Thank you again for your generous help.
Sincerely,
Pune, Maharashtra , India
kwalke@vt.edu
ORDER LETTERS
Introduction
An order letter, also known as a purchase order or PO , begins the paper trail of a specific purchase. The objective is to provide the vendor with detailed instructions for fulfilling an order. It also serves as a legal record of the transaction and, consequently, should be written with care.
Your intentions need to be clear and concise. Attention to detail is crucial. The reader will fill your order only according to your instructions; your satisfaction will depend largely upon their accuracy.
The scope should include only the information needed to fulfill the order. The vendor does not need to know why you are placing the order, what it is going to be used for or for whom it is intended. The vendor only needs to know when you expect delivery and how you intend to pay the bill.
Letters that order goods are written less often nowadays then they once were. Most orders today are either placed verbally or made on standard order forms. Nevertheless, some orders must be made by letter.
Clear and Forthright Authorization
Order letters carry good news to the reader, for they mean business and, profits. Thus, you should use the direct approach appropriate for any good-news letter. Your first main words should authorize shipment—in clear, specific language. Your words should say, in effect, "Please send me. . .” Any wording that merely hints or suggests ("I am in need of . . ." or "I should like………) will fall short of the ideal. They are not clear authorizations.
Specific Coverage of the Sale
The remainder of your letter is an exercise in clear and orderly coverage of the details your reader needs to know. Your letter is likely to contain many facts, and unless these facts are arranged in logical order, they may overwhelm or confuse your reader. As we have noted, the mind can receive only a limited number of facts in one message. So you must work to keep the facts in the best possible order for quick understanding.
There is no one best arrangement for the descriptive information needed in an order. You would be wise, however, to begin with the numbers and units you need. Then, in the following sequence, you may list these descriptive parts:
Catalog number
Basic name (including trade names and brands when helpful) Points of description (color, size, weight, etc.)
Unit price
Total price
When finished, a description might read like this:
3 dozen No. 712AC, Woolsey claw hammer,
drop-forged head, hickory handle, 13 inches overall length,
16 Tolas, at Rs.528/- per dozen Rs.1584/-
For quick and easy communication, you will need to arrange this information in an orderly fashion. There is no one best form, although the accompanying illustration letter gives one good arrangement. Most acceptable arrangements put the quantities and units in a separate column to the left. The remaining description is set off to the right, with run over lines aligned as in the illustration. Price extensions are set off in a separate column to the right of the listing.
In addition to describing the items ordered, you will need to include other vital information, such as shipping instructions and method of payment (charge, cash, c.o.d.). You may work some of this information into the beginning of the letter after the initial authorization statement. The remainder you may include with your closing remarks. The essential point is that you include all the reader needs to know to fill your order.
Identify Your Reader
An order letter does not necessarily need a clearly identified reader. In fact, most first-time and one-time-only orders are simply addressed to the attention of a sales department.
In such cases, the inside heading of the letter will contain just the name and address of the company to whom the order is being sent, and the salutation will be replaced by a simple attention getting device such as that shown in the sample order letter.
Establishing an account with a company will announce that your intention is to have an ongoing business relationship. At that time you will be assigned a specific contact person, to whom all future orders can be directed.
Establish Your Objective
The objective of an order letter is to clearly indicate to the recipient that you are making a purchase. You should be brief.
In the body of the sample order letter, the writer begins by saying that he is placing an order. He concludes his order with some specific instructions.
Determine Your Scope
The scope of an order letter should provide only that information relevant to accomplishing the objective of making a purchase: what the item is, the terms of the purchase and any specific shipping instructions. It provides the reader with an exact description of what is expected.
In the body of the sample order letter the writer has formatted his list of purchases in a table and provided a brief instruction linking his payment instructions to his shipping instructions. He has also included a phone number at which he can be reached should there be any difficulties fulfilling the order.
Organize Your Letter
Organizing your order letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter.
A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your order. These points will become the backbone of your draft; your outline will become a checklist.
Draft Your Letter
Working from an outline is the simplest way to draft an order letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea.
In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list.
Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, and sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.
Close Your Letter
An order letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name.
If you are writing in conjunction with an official duty, place your title below the printed name as in the sample order letter. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.
You should end the order letter with a short, friendly comment relating to the order and, if important, when it is needed. As mentioned earlier, it could even include some of the shipping instructions not covered previously. It should not demand, command, or talk down. But it would be appropriate to request early action, as in this example:
Because we have promised to make our first delivery on the 17th, will you please get the supplies to us by the 13th at the latest? We shall sincerely appreciate your promptness.
Review and Revise Your Order Letter
Reviewing and revising your order letter is the final step in the writing process. You will check your draft in this step, making sure that your objective is clear and your scope is concise. Put yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you are able to comprehend the request quickly and if enough information has been included to enable a timely response.
Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes. Remember that a passive voice is not as commanding as an active one. You want your order to be strong, so write with an active voice.
The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text.
Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, clichés and trite language serve no real purpose and will obscure your objective. You want to help your reader understand exactly what it is that you want, so remove all that is not helpful.
And finally, if you have not written an opening or a conclusion now is the time. The introduction should lead into the letter with a firm statement about the details of your order. The conclusion should reiterate your objective and, when appropriate, contain any explicit instructions.
As shown in the sample order letter, the actual details are formatted into a table bracketed by very short opening and closing paragraphs.
1. Sample Order Letter
Biju and Sons Manufacturing, Inc.
February 3, 2008
Better Widget Makers, Inc.
Attention: Sales Department
I’d like to order the Widgets listed in the table below. The reference numbers are from your 2003 catalogue. Please include a new catalogue with my order.
Quantity Ref. # Description Price Total
100 AB045 Tiny Blue Widget Rs.92.38 Rs.9238.00
300 XT111 Deluxe Yellow Widget Rs.434.56 Rs.130368.00
50 NT066 Super Deluxe Red Widget Rs.2436.15 Rs.121807.50
Total Rs.261413.50
I would like this order to ship COD complete. If you cannot ship the complete order within 10 days, please notify me immediately. I can be reached at +91 22 27715535.
Thank you,
Jivan Dandappa, Jr.
General Manager
2. Order Letter
10 EA. AMMONIUM HYDROXIDE 55 GAL. @212.50 2125.00
3 EA. CHAMBERS INDUST. SOLVENT.
HI-CONCENTRATE 55 GAL. 122.00 1220.00
Dear
Please ship as soon as possible. Payment terms shall be standard 2%-10/NET 30. Method of shipment: UPS.
Any questions regarding this order should be directed to MIKE CHAMBERS AT 813-521-1668 EXT. 243 in the Florida
Thank you for your prompt and expeditious handling of this order.
3. Order Letter
February 14, 19XX
Lindsay Office Products
Subject: Furniture and equipment order
Please ship the following items from your sales catalog dated January 31, 19XX:
| ITEM | CATALOG # | COLOR | QTY | PRICE |
| Conference Desk | HN-33080-WB | Sandalwood | 2 | Rs.4780.60 ps |
| Credenza | HN-36887-WK | Sandalwood | 2 | Rs.4314.40 ps |
| Executive Chair | HP-56563-SE | Toasted Tan | 4 | Rs.4226.00 ps |
| File Cabinet | HN-5344C-K | Beige | 2 | Rs.1358.90 ps |
| Letter Tray | K5-299907-A | Black | 6 | Rs.162.95 ps |
The items ordered above should be shipped C.O.D. to this address:
CLAIMS DIVISION,
LAW DEPARTMENT
City of Austin
The costs above reflect a discount of 50/10, with net due in 30 days after the invoice date. The merchandised is to be shipped by your company's own truck line at a rate of 7 percent of the total net cost.
We are remodeling our offices and have a target completion date of March 30, 19XX. If there is any reason you see that you can keep your part of this schedule, please let me know immediately.
Sincerely,
Berenice Chamala
Supervisor, Clerical Services
BKC: amm
Dear Ms. Green,
Please send me the office supplies listed below by prepaid-motor freight. I am ordering from your September 7 price list.
1. 5 cartons No. L5-15701, Universal white printout paper, 9j x 11inches, 18 weight, @$39.95 $199.75
2. 3 boxes No. L5-19920-8, Watermarked bond paper, 91 x 11 inches,
20 lb. bond, 500 per box, @ 15.95 47.85
3. 7 boxes No. 02-1136653, IBM Ribbon Cartridges, Key 62, Nylon
Matrix, 2 pack, (J* 21.90 153.30
4. 6 each No. A9-1100, Standard Module Printer Stands, 24w x 71h
X 171d, high-impact plastic, @ 34.95 “209.70 $610.60
Please charge this amount to me, plus shipping costs and taxes, on the usual 2/10, n/60 terms. As our supplies of these items are nearly depleted, I shall appreciate any rush service you can give this order.
Sincerely,
Letter placing the first (Trial) Order
HARSHA BHONGLE & COMPANY
(Dealers in Tea and Coffee)
25, Ranade Road
Ref. No. HB/EITC/ORD/306/2008-2009. 5th January, 2008.
The Sales Manager,
The South West India Tea Co.,
54, Kuvenmpu Lane
Dear Sir,
In confirmation of our telephone call conversation this morning, we are pleased to enclose our trial order No. 306 for 1000 Kgs. of your Red Label tea at Rs. 128.00 per Kg. If the quality meets our expectations, we shall please to issue you further orders in future.
Your prompt consideration to this order will be appreciated.
Yours faithfully,
HARSHA BHONGLE & COMPANY
Jyoti, Bhongle
Encl :
Acknowledging the First Order
MONSOON WEAR PRIVATE LIMITED
Ref. No. MWPL/KAN/ACK/50/2008-2009 15th April, 2009.
M/s. K.R. Narayan Rane & Sons
Margao
GOA-403 601
Dear Sir,
Thank you for your trial order No. 306 of February 10, for 3 dozen WELL Gents' raincoats and 5 dozen DOVE Ladies' raincoats. Both the items are in stock and we can guarantee delivery to your Panaji storehouse well before April 30th. The consignment will be packed in bags which will be secured in strong wooden cases and should, therefore, reach you in perfect condition. The best quality material for manufacturing has been utilised and will conform your expectations.
We appreciate your expression of confidence in the form of this order. We shall most willingly, replace any of the goods you consider to be of inferior quality. As requested, we will advise you about the date of dispatch. You may rely on us for prompt attention at all times.
Sincerely,
Akshay Khobragade
Sales Manager
Acknowledging an order and offering a substitute
92, Gokhale Road
Ref. No. MEA/CRC/ACK/81/2008-2009. 5th November, 2008,
The Mirchi Radio Corporation,
15, S.A. Dr. Annie Bessant Road
Mumbai- 400 001
Dear Sirs,
It was a pleasure to receive your first order for EVERREADY dry cells. However, at present we cannot execute your order as our local stock is completely exhausted and we shall be able to receive our next consignment by the end of November, 2008.
You might have come to know that we have recently introduced EVERREADY+ dry cells. You will find from the enclosed price list that EVERREADY+ are excellent in quality, durable and cheap in price. They are proving popular.
As a result of the favourable supply position, we are able to offer you immediate delivery of EVERREADY, six samples of which are sent by a separate post parcel on approval. We look forward to the pleasure of hearing from you soon.
Yours faithfully,
For Maharashtra Electrical Appliances Ltd.,
Ajay Jamadar
Sales Manager
Encl : Price List
Exercise:
Letters of Inquiry
Exercise I
1. What are the tips that one should be keep in mind while writing a letter of inquiry?
2. Differentiate between the 'solicited' and 'unsolicited' letters of Inquiry?
3. Explain the terms:
a) Loan
b) Carriage Paid
c) C.W.O.
d) C.I.f.
e) Ex-stock
f) Debit Note
g) Credit Note
h) Advice Note
i) Solicited letters of Inquiry
j) Unsolicited letters of Inquiry
k) Documents against payment
l) A Debit Note
m) A Credit Note Substitute offer
n) A Firm Offer
o) Bargaining letters.
p) A Firm Offer
q) A Substitute Offer?
r) Quantity discount.
s) Ready discount.
t) Quotation.
u) Net prices.
v) C.O.D.
w) Firm offer.
4. How do you reply to a Letter of Inquiry?
5. Do you think the inquiry letters and replies to it will help to retain the customers? How?
6. Discuss briefly, the three stages involved in writing a letter of inquiry.
7. Justify how replies to letters of inquiry function as instruments of public relations and as sales letters.
Exercise II
8. In reply to an inquiry from Ramdas & Sons, the Popular Nutrients Co., Nagpur
9. As the Manager of Maharashtra Handloom House, Mumbai, write a quotation in reply to an inquiry of the Maharaja Art Center , Udaipur
10. You have received an inquiry from the Reliance Digital Stores, Vashi Navi Mumbai, for a certain brand of leak-proof transistor battery cells. On behalf of the Pune Electrical Emporium, Bhosari, Pune, write a letter regretting your inability to supply the inquired brand and offering the other optional brands you have in stock. Explain the quality of the other identical products.
11. The Abhinav Computer Institute, Ratnagiri, wants to purchase ten Compaque Computers, based on your old price list. The present prices are 10% higher. Write a reply making a firm offer at the old prices on certain conditions which should make the bargain worthwhile for your institute.
12. You have received an inquiry for a Sony LCD screen Television set. Your store of the brand is out of stock and hence unable to supply the same sets immediately; but you have ready stock of other brand. Reply to this enquiry offering the brand in stock or request for time to deliver.
13. The Manager, Hotel Taj, Mumbai, has inquired about plain ground coffee in 1000 gm tins. "Brook bond" instant coffee tins are readily available. Write a reply to the inquiry.
14. You have received an inquiry from the Principal, K J Somaiya College of Arts and Commerce, Vidyavihar, Ghatkoper(E), Mumbai- 400 077 for workshop articles. You find that the discount asked for and other conditions are rather unreasonable. Write a persuasive reply with a view to making him a regular customer.
15. Write a letter of inquiry to the Mehta Wholesale Cloth Mart asking if they can supply 1000 ready made Allen Solly ex-stock shirts. Ask for a pricelist and other literature
16. Draft a reply as from the Mehta Wholesale Cloth Mart regretting their inability a supply Allen Solly ex-stock shirts. Make a substitute offer and try to persuade inquirer to accept your offer.
17. The managers of the branches of your company are coming 10 the Head Office for a conference. They have to stay for three days- at the same hotel; at-least 15 rooms required for their stay and a conference hall for 5 days and six nights. Write a letter of inquiry to the hotel manager to give full details.
18. Write an inquiry letter for Calculating asking all the details. Mention the number of machines required and the details of service condition and duration.
19. Draft a letter to Patil & Sons asking for an estimate for installing electric lights in your office.
20. The Center One Stores are holding their annual Diwali sale. Write
a) A letter asking for their catalogue and their price list.
b) A reply to the, above.
21. As a wholesale merchant of toilet and sanitary articles write' a letter m a retailer offering certain products at an unusually low price. Explain how this does not reflect on the quality of the goods.
22. As the proprietor of an air conditioned theatre write to a firm of interior decorators inviting their quotation for a complete renovation of your theater.
23. One of the firms has manufactured a new cleaning powder with disinfectant ingredients. Write a letter of inquiry.
24. You propose to start business as dealers in mobile hand sets. Write a letter to the Nokia India Inc a Manufacturing Company for a catalogue and trade terms.
25. Write down the imaginary telephonic conversation that might take place while making inquiries about the following :
(a) purchase of new curtains for your establishment,
(b) award of service contract for pest control
(c) purchase of office furniture
(d) estimate for painting and retiling office building.
26. Write a letter to Sundaram Paper Co., 29-B, Bazaar Gate, Fort, Mumbai - 400 001, inquiring for a quotation for a supply of notebooks, graph paper, and registers on a monthly basis for your office.
27. Write a letter on behalf of Arwa Provision Stores to Jolly Baker Patton Road, Crawford Market, Mumbai - 400 001 asking thQm quote the price for their boxes of assorted cookies and cre biscuits. Also mention that you will require at least 300 boxes with special gift wrapping in time, for the festival season.
28. A manufacturer of cotton furnishings has received an inquiry for (Product No. 700) printed table napkins as given in the company's catalogue. As the design is no longer printed, write to the inquirer offering an alternate design, the terms of payment and also enclose a sample of the design.
29. Write a reply to a prospective customer offering a 12% rebate on an alternative product due to non-availability of the product asked for in the letter of inquiry.
30. Write a reply to an inquiry from an out-of-station customer asking for quotation of terms for a bulk order of provisions like spices, tea, sugar etc. on a fortnightly basis.
Letters of Order
Exercise I
a. What points must be covered by a letter containing an order?
b. Is an order the same as a Contracts W hat is the difference?
c. What is meant by:
a. Trial order
b. Repeat and Routine order
c. Substitute order
d. On approval order
e. Conditional order P Time bound order?
d. What are the possible reasons for the supplier or manufacturer cancelling an' order?
e. Why are acknowledgements of letters considered as statements of good news?
f. On what grounds can an order be cancelled?How should an order be acknowledged?
Exercise II
1. As a retail - merchant of winter wears write a letter to the Winter Garments Co. Ltd. Mumbai, placing an urgent order with them for woollen' clothing which is immediately required for the forthcoming cold season.
2. Place an order with the Rishabh Publishers and Writers, Mumbai, for 40 typewriters 41 different varieties. Specify the time within which delivery is expected and suggest a mode of payment.
3. The Maharashtra Construction Co. thanks the Marbonite Bricklayer Company Ltd. for the latest quotation and encloses an order for 50,000 bricks to be delivered in lots of 2,000 each at intervals of 7 days from the 1st June. Specify the mode of transport and suggest a way of payment.
4. Place an order with a Pen manufacturing company for 5,000- fountain pens & give suitable inducements to make the seller give you a concession or substantial discount.
5. Order a large quantity of dry fruits for your retail shop to provide for the Diwali rush. Ask for amount and specify packing and mode of transport.
6. Write a letter of regret to the Sugnani Furniture Depot explaining your inability to supply the 30 folding tables ordered by them. Give a suitable reason and offer substitutes for Relating to Orders.
7. As a cloth manufacturer write a letter of regret to a retail merchant and explain your inability to provide a particular type of shirting material. Request him to wait till fresh stocks arrive or offer suitable substitutes.
8. Unexpected labour trouble prevents you from executing an-order for a large number of office files. Write a letter explaining your inability to execute the order to a highly valued customer and ask for an extension of time.
9. As a retail merchant send a Trial Order to Pawar and Sons Co., who have just advertised their new Water Coolers?
10. Place an urgent order with the Raincoat Manufacturing Co., for the forthcoming rainy season. Incorporate in your letter a 'rejection clause' if the goods are not delivered promptly.
11. Confirm in letter form a quotation sent by email. Explain the quotation and make the offer firm.
12. A customer who has placed an order for goods now wishes to cancel the order on account of lack of demand of the particular goods. Draft a suitable reply.
13. Send an acknowledgement to a customer who has ordered goods "On Approval". You have received an order to supply goods which you no longer stock.
14. Write to the customer offering a good substitute.
15. ‘Summer wears which you had ordered in February have been delivered, in May. Write a letter rejecting the consignment. Suggest that you are prepared to accept the consignment if additional discount is given.
16. Express your regret at being unable to execute an order by the due date and point why the delay is unavoidable. Ask your customers to wait till a certain date by which you could guarantee delivery. Express the hope that it will not cause them undue inconvenience to allow extension.
17. A customer has placed an order with you for certain items of stationery on the basis of a quotation you had sent him a month ago and now the price of the products have been changed. Write a reply explaining him why you cannot accept his order and send him a fresh quotation making him a firm offer.
18. On account of a strike in your factory, you are unable to dispatch to the Rhyme Radio Corporation, Mumbai, 100 pieces of Samsung Television sets by the due date. As the sales manager of M/s Raosaheb and Sivasaheb (Pvt) Ltd., Lonavala, write a letter to them requesting an extension of time.
19. You have received a quotation from Lux Hosiery Works, Kolkatta. As the Secretary of the Navi Mumbai Consumers Society Ltd., Mumbai, place a trial order for banyans, handkerchiefs and readymade garments for children.
20. Midas Holiday Resort at Alibag requires a regular supply of fresh fruits and vegetables for their kitchen. As the manager of the resort draft a letter placing an order with Amaya Farm at Panvel giving details about the kind of vegetables and fruits, place of delivery, payments and mode of transport.
21. Write a letter to Rado Watch Co. ordering 25 gold plated quartz watches with specially designed watchcases. Mention that watches have to be delivered within 25 days of placing the order as they have to send as gifts to clients of your company.
22. Draft a letter on behalf of Rado Watch Co. acknowledging the above order and expressing hope of future orders by enclosing a catalogue of their latest designs.
23. As the manager.of Mercury Footwear Company write to M/s. Dana Shoe Shop requesting for extension of time to complete their order of black school shoes. Mention certain technical difficulties which prevent your company from completing the order before 14 of December.
24. Eight Star Distributors have placed an order of 30 Crystal cooking stoves (model no.34) with Pagare Stove Co. Due to non-availability of certain parts of the stove the order cannot met for another four weeks. Write a reply on behalf of Pagare Stove Co. explaining the situation and suggesting a different model available in your stock with special features like:
(a) Advanced burners with a grill attachment
(b) Stainless steel exterior
(c) Free gas lighter on purchase of a stove.
25. Write a letter to Henley enterprises informing about an increase in price for the printer paper regularly ordered by them. Request them to consider this increase in price and also ask for a confirmation of their next order.
26. Inform M/s Raghu and Rai about the completion of their order of 20 office cabinets.
27. As proprietor of a company write a reply to an order stating your inability to complete it due to (a) Failure to conform to company requirements of minimum 200 pieces. Or (b) An incomplete order with no information on colour or flavour of the product or (c) Non-availability of the product in the stock.
28. Notify Dr.Kiran Berde about the sudden increase in price of American medical journals ordered by him. As he has placed an order with your bookshop for the first time, try to persuade him to retain the order by promising him 10% discount on future orders.
29. The proprietor of Stellar Gift Shop is interested in several items described in a sales brochure sent by Big Ben Traders .Write a letter ordering rechargeable torches, neon t-shirts, gift bags and CDs. Provide instructions regarding shipment, payment and ask for delivery of goods within two weeks of placement of order.
30. Place an order for minimum of seven items from a catalogue of a garment company. All information needed to complete the sale such as size, colour, number, price, mode of payment, delivery of goods and so on can be entered in an order form Use the sample given to draft a order form to be enclosed with the covering letter.
31. The Titan Clock Co., Mumbai have received an order from a customer for one dozen electric clocks. The order did not specify colour or design. Draft a letter on behalf of the Company, acknowledging the order. Enclose an illustrated folder and ask tactfully for the additional information you need to execute the order promptly.
32. In continuation of their order, the Rain wear. Private Ltd., Sholapur
33. You have received an order for six steel cabinets, based on an old price-list. Since then, prices have increased by 15%. Write a reply pointing out the fact and yet showing willingness to execute the order at the old prices if the order is increased to a dozen cabinets. Mention that this special offer should not be treated as a precedent.
34. A customer, who has placed an order for certain goods, now wishes to cancel it owing to lack of storage facilities. Draft a suitable reply.
35. Your order for carpets and bed-sheet covers has not been executed within the agreed time by the manufacturers, although they had promised to do so. Write a letter asking them the reasons for delays and stating that you will be compelled to cancel the order if immediate delivery is not affected.
36. Write a suitable reply to the above.
37. As the Sales Manager of Royal Umbrella Works Private Ltd., write a letter to Messrs Pranlal & Sons, regarding your inability to accept their order for Ten Dozen umbrellas at the price quoted by you for orders of twenty-five dozens and above. State your terms for accepting the order in the present form.
38. For certain unforeseen reasons, you are unable to deliver, by the stipulated date, the ordered office airconditioners to a big commercial establishment which is scheduled to start shortly. Write a letter to your customer explaining the circumstances which compel you to ask for extension of time.
39. Advise your customer that the goods they urgently need will be dispatched within three days. Point out tactfully the difficulty of making such hurried deliveries and ask for more time in future.
40. Write to a firm which has given you a contract for the supply of official stationary over a period of 6 months, informing them the execution of their first consignment.
41. You have received an order from a customer after the expiry of the period of the firm offer. Reply regretting your inability to execute the order.
42. Write a letter to M/s. Raosaheb & Bros., Latur, intimating dispatch of certain goods and informing them that you have drawn on them for the value of goods through Bank of Maharashtra.
43. On account of strike in your factory, you are unable to deliver to Messrs Jadhav Patil & Sons, Nagpur
44. Write a letter to the Oriental Trading Company, Calcutta
45. Write to the CIDCO Ltd. Konkan Bhavan CBD Belapur, Navi Mumbai, informing them that the fans and water heaters ordered by them have been duly sent.
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