Some useful phrases and word combinations

The request/ The enquiry/ The inquiry letter.

Unit 2. Letters That Ask.

Every business letter has its own special aim determined by the writer’s intention. In an asking letter the intention is not just to express a request; it is mostly to make the recipient respond. Asking letters often sound like “please send me” messages, for they contain a request to send brochures, materials, catalogues and other printed matter. An ordinary request turns into an enquiry if it deals with some commercial information. Asking letters may encourage the recipient to do many other things as well, for example they initiate:

- invitations,

- appointments,

- orders,

- reservations, etc.

When writing an asking letter use the following plan:

1) express your intention: requests, enquire, invite, order, etc;

2) give your reasons or perhaps offer some appropriate explanations;

3) thank your correspondent in advance.

Many business letters request something: a businessman writes to a supplier, asking for a catalogue, a hotel, asking for a reservation; asking for an appointment and so on.

The request can be made by telephone, telegram (cable), telex, fax, or postcard. If you use the postcard, it is not necessary to neither begin with a salutation nor end with a complimentary close. Your address, the date, and reference are sufficient.

If you need to give more information about yourself or ask the supplier for more information, you will need to write a letter.

When writing a request you should:

1) state the request;

2) state or imply your reasons;

3) express the appreciation for the expected cooperation.

a) To begin a request:

1) We are interested in … as advertised recently in …

2) We have received an enquiry for your …

3) I was interested to see your advertisement for …

4) I understand you are manufacturers of (dealers in) … and would like to receive your current catalogue.

b) To end a request:

1. When replying please also include delivery details.

2. Please also state whether you can supply the goods from stock as we need them urgently.

3. If you can supply suitable goods, we may place regular orders for large quantities.

Practice:

Exercise 1. Look at this letter. In it the customer is replying to an advertisement for cassettes which he saw in a trade journal. The advertiser gave little information, so the writer will have to ask for details.

  Disc SA __________________________________________________________ 251 rue des Rainmonieres F-86000 Poitiers Cedex Tel: [phone] Telecopie: (33) 102163 ____________________________________________________________________   Ref: PG/AL 13 May 2003   The sales Dept. R. G. Electronics AG Havmart 601 D-5000 Köln   Dear Sirs,   We are a large record store in the centre of Poitiers and would like to know more about the tapes and cassettes you advertised in this month’s edition of “Hi Fi News”.   Could tell us if the cassettes are leading brand names, or made by small independent companies, and whether they would be suitable for recording classical music or only dictations and messages? It would also be helpful if you could send us some samples and if they are of the standard we require, we will place a substantial order. We would also like to know if you are offering any trade discounts. Thank you.   Yours faithfully,   P. Gerard

Answer the questions:

1. Who send the letter?

2. Who is it sent to?

3. Why does P. Gerard say they are a “large” record store?

4. Is he interested in high-quality cassettes or low-quality cassettes?

5. What two things does he require before he places an order?

6. How did he hear about the advert?

7. If the letter began Dear Mr. … what would the complimentary close be?

8. Is Mr. Gerard asking about any special concessions?

9. Which words in the letter correspond to the following: publication; product’s name; vocal instructions; examples; large?

Exercise 2. Read the letter and answer the questions given below.

F. Lynch & Co. Ltd. (Head Office), Nesson House, Newell Street, Birmingham B3 3EL Telephone No.: 021 236 6571 Fax: [phone] Telex: 341641   Satex S. P. A Your ref: Gerardia di Pietra Papa Our ref: Inq. C351 00146 Roma Italy 6 February 2005   Dear Sirs,   We were impressed by the selection of sweaters that were displayed on your stand at the “Menswear Exhibition” that was held in Hamburg last month.   We are large chain of retailers and are looking for a manufacturer who could supply us with a wide range of sweaters for the teenage market.   As we usually place very large orders, 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.   If these conditions interest you, and you can meet orders of over 500 garments at one time, please send us your current catalogue and price-list. We hope to hear from you soon.   Yours faithfully,   L. Grane Chief Buyer

Answer the questions:

1. How did Lynch & Co. Get to know about Satex?

2. What market is Lynch & Co. Interested in?

3. How many sweaters are they likely to order?

4. What discounts are they asking for?

5. How will payment be made?

6. What expression does Mr. Grane use to show Lynch is a large firm?

7. Should any references be quoted in reply to this letter?

8. Which words in the letter correspond to the following: shown; group of shops; selection; less; present?

Exercise 3. Find in the letter the English equivalents to the following Russian phrases:

1. крупная цепь розничных продавцов

2. производитель, изготовитель, предприниматель

3. подростковый рынок товаров

4. широкий выбор

5. крупные заказы

6. скидка

7. чистые цены по прейскуранту

8. условия платежа

Exercise 4. Find the Russian equivalents:

1. inquiry for delivery

2. We ask you to inform us whether you are able to supply us with...

3. Please inform us of your possibility to provide us with...

4. Please send us an offer quoting your best prices and possible discounts.

5. We shall be very grateful if you could send us your quotation as soon as possible.

6. We are in the market for...

7. We would like to know the lead time of the goods and your payment terms.

8. We would like the delivery to be made not later than October of the current year.

А) запрос о поставке;

B) Просим выслать нам предложение, назначив наиболее выгодные условия и возможные скидки.

C) Мы намереваемся купить...

D) Просим Вас сообщить нам, можете ли Вы поставить нам...

E) Мы были бы очень признательны, если бы Вы направили нам Ваше предложение как можно скорее.

F) Мы хотели бы знать срок поставки товара и Ваши условия оплаты.

G) Желательно, чтобы поставка была осуществлена не позднее октября этого года.

H) Просим сообщить нам о возможности поставки...

Exercise 5. Write the inquiry letter of your own.

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