Letter of enquiry

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Letter of enquiry

  1. 1. Letters of Enquiry www.moodle.waw.pl XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 1
  2. 2. Business Letter Writing: Enquiries Characteristics: • to ask for more information concerning a product, post, place of study, or service • often in response to an advertisement • pretty simple ones (one single question) vs. rather complex ones XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 2
  3. 3. The content Depends on 3 main issues: how well you know the person you are writing to based in your country or abroad type of goods/ services enquired XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 3
  4. 4. Enquiry - opening Opening: 1) What sort of organization/ person you are e.g. Our company is a subsidiary of Universal Business Machines and we specialize in … 2) Giving Reference – How did you hear about the company/ institution? e.g. You were recommended to us … We were given your name by … We were advised by … that … XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 4
  5. 5. Enquiry – body - asking for sth. 1) Catalogues 2) Price lists 3) Details - be as specific as possible and state exactly what you want - replying to an advertisement – quote the reference (journal and its date, reference number in a catalogue) XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 5
  6. 6. Enquiry – body - asking for sth. 4)Samples, patterns, demonstrations (to see the kind of material before placing an order; to arrange a visit in a showroom) 5)Suggesting terms of trade, terms and methods of payment, discounts … Suggest it but be ready to get a counter-offer and to negotiate. 6)Goods on approval, sale or return To see how a line will sell before placing a fixed order. 7) Estimate (quotation), tender Etc., etc. XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 6
  7. 7. Enquiry - closing - Polite, rather formal! - You may indicate further business … - Assure of your interest in the matter. XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 7
  8. 8. Letter of Enquiry - layout Of course, there are many formats of writing. The one below is, I suppose, the most frequent. 1. Return address of the letter writer. 1600 Main Street Springfield, Kansas 12345 2. The date of the letter. This is usually typed in one of two ways: (Begin with day, no comma) 15 January 2008 or (Begin with month; use a comma) December 1, 2008 XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 8
  9. 9. 3. Complete name, title, and address of the recipient. Use "Mr." for a male recipient. (Mrs. for female) If you do not know how a female recipient prefers to be addressed, it is best to use "Ms.„ • Ms. Anna Brown, Chair Department of Linguistics Right State University 1415 University Drive Felicity, OH 45434 • 4. Salutation with a colon. Dear Ms. Brown, XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 9
  10. 10. 5. Body of the letter. • It is best to keep an initial business letter short. Business people are busy and do not have time to read long letters! In a one-page letter, you will usually only need three or four paragraphs, single spaced. Use a double space in between paragraphs. • The easiest way to write the body of the business letter is to use a prewritten business letter. 6. Closing. • The most common closing is ‘Faithfully’ – if you don’t know the person, ‘Sincerely’ if you know them. Follow this with a comma. Skip four single lines after the closing and type your name. Sign your name in the space above your name. XXVII LO im T. Czackiego w Warszawie / Marcin Stanowski / www.moodle.waw.pl 10

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