Requests: Enquiries and Orders
Reasons for writing request letters <ul><li>To obtain information </li></ul><ul><li>To receive printed matters </li></ul><...
When writing request letter <ul><li>Be specific and complete </li></ul><ul><li>Be reasonable </li></ul><ul><li>Provide com...
Major types of request letters <ul><li>Enquiries : </li></ul><ul><li>Asking for information about something </li></ul><ul>...
Major types of request letters <ul><li>Example of Enquiry letter </li></ul>Dear Sir/Madam Please send me a copy of your pr...
Major types of request letters <ul><li>Useful requests expressions </li></ul><ul><li>Please send me ….. </li></ul><ul><li>...
Major types of request letters <ul><li>Orders : </li></ul><ul><li>When writing an order, include all of the following info...
Major types of request letters <ul><li>Orders : </li></ul><ul><ul><li>Total price </li></ul></ul><ul><ul><li>Method of pay...
Major types of request letters Example of Order letter
Replies of Enquiries
Different categories of replies <ul><li>Acknowledgments </li></ul><ul><li>Follow-ups </li></ul><ul><li>Confirmations </li>...
Different categories of replies <ul><li>Acknowledgments </li></ul><ul><li>Should be written when you receive information, ...
Different categories of replies <ul><li>Example of acknowledgements </li></ul>
Different categories of replies <ul><li>Follow-ups </li></ul><ul><li>After an agreement has been made, it is wise to send ...
Different categories of replies <ul><li>Example of follow-ups </li></ul>
Different categories of replies <ul><li>Confirmations </li></ul><ul><li>After hotel booking or flight reservation, a confi...
Different categories of replies <ul><li>Example of confirmations </li></ul>
Different categories of replies <ul><li>Remittance </li></ul><ul><li>when paying for goods or services by checks, a cover ...
Different categories of replies <ul><li>Example of Remittance letter </li></ul>
Different categories of replies <ul><li>Order acknowledgments </li></ul><ul><li>Orders should be acknowledged in order to ...
Different categories of replies <ul><li>Example of Order acknowledgments </li></ul>
Different categories of replies <ul><li>Stopgap letters </li></ul><ul><li>Stopgap letters inform customer that his enquiry...
Different categories of replies <ul><li>Enquiry replies </li></ul><ul><li>All enquiries should be replied even if you can ...
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Business communication ch03

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Business communication ch03

  1. 1. Requests: Enquiries and Orders
  2. 2. Reasons for writing request letters <ul><li>To obtain information </li></ul><ul><li>To receive printed matters </li></ul><ul><li>To receive sample products </li></ul><ul><li>To order goods or services </li></ul><ul><li>To make reservations </li></ul>
  3. 3. When writing request letter <ul><li>Be specific and complete </li></ul><ul><li>Be reasonable </li></ul><ul><li>Provide complete, accurate information </li></ul>
  4. 4. Major types of request letters <ul><li>Enquiries : </li></ul><ul><li>Asking for information about something </li></ul><ul><li>Orders : </li></ul><ul><li>Usually, buying something </li></ul>
  5. 5. Major types of request letters <ul><li>Example of Enquiry letter </li></ul>Dear Sir/Madam Please send me a copy of your products catalogue and price list, together with any descriptive factsheets of these products. Yours faithfully <ul><li>Enquiries : </li></ul>
  6. 6. Major types of request letters <ul><li>Useful requests expressions </li></ul><ul><li>Please send me ….. </li></ul><ul><li>We are interested in ….. As advertised recently in …. </li></ul><ul><li>As per your advertisement in …….. </li></ul><ul><li>Kindly, send me ….. </li></ul><ul><li>Enquiries : </li></ul>
  7. 7. Major types of request letters <ul><li>Orders : </li></ul><ul><li>When writing an order, include all of the following information : </li></ul><ul><ul><li>Name of the item being ordered </li></ul></ul><ul><ul><li>Items number </li></ul></ul><ul><ul><li>Quantity desired </li></ul></ul><ul><ul><li>Description </li></ul></ul><ul><ul><li>Unit price </li></ul></ul><ul><ul><li>Applicable discount </li></ul></ul>
  8. 8. Major types of request letters <ul><li>Orders : </li></ul><ul><ul><li>Total price </li></ul></ul><ul><ul><li>Method of payment </li></ul></ul><ul><ul><li>Desired delivery date </li></ul></ul><ul><ul><li>Method of shipment </li></ul></ul><ul><ul><li>Delivery address </li></ul></ul><ul><ul><li>Authorized signature </li></ul></ul>
  9. 9. Major types of request letters Example of Order letter
  10. 10. Replies of Enquiries
  11. 11. Different categories of replies <ul><li>Acknowledgments </li></ul><ul><li>Follow-ups </li></ul><ul><li>Confirmations </li></ul><ul><li>Remittance </li></ul><ul><li>Order acknowledgments </li></ul><ul><li>Stopgap letters </li></ul><ul><li>Enquiry replies </li></ul><ul><li>Referrals </li></ul><ul><li>Refusals </li></ul>
  12. 12. Different categories of replies <ul><li>Acknowledgments </li></ul><ul><li>Should be written when you receive information, goods, services or money. </li></ul>
  13. 13. Different categories of replies <ul><li>Example of acknowledgements </li></ul>
  14. 14. Different categories of replies <ul><li>Follow-ups </li></ul><ul><li>After an agreement has been made, it is wise to send a follow-up letter to establish a written record of transaction </li></ul>
  15. 15. Different categories of replies <ul><li>Example of follow-ups </li></ul>
  16. 16. Different categories of replies <ul><li>Confirmations </li></ul><ul><li>After hotel booking or flight reservation, a confirmation letter should be sent to customers in order to confirm their booking. </li></ul>
  17. 17. Different categories of replies <ul><li>Example of confirmations </li></ul>
  18. 18. Different categories of replies <ul><li>Remittance </li></ul><ul><li>when paying for goods or services by checks, a cover letter is required to explain what your enclosed check is for. </li></ul>
  19. 19. Different categories of replies <ul><li>Example of Remittance letter </li></ul>
  20. 20. Different categories of replies <ul><li>Order acknowledgments </li></ul><ul><li>Orders should be acknowledged in order to welcome customers and encourage further business. </li></ul><ul><li>Order acknowledgement should contain : </li></ul><ul><ul><li>Order number and date </li></ul></ul><ul><ul><li>Invoice number </li></ul></ul><ul><ul><li>Shipping date </li></ul></ul><ul><ul><li>Acknowledging method of payment </li></ul></ul>
  21. 21. Different categories of replies <ul><li>Example of Order acknowledgments </li></ul>
  22. 22. Different categories of replies <ul><li>Stopgap letters </li></ul><ul><li>Stopgap letters inform customer that his enquiry or order has not been ignored and will be answered as soon as possible. </li></ul>
  23. 23. Different categories of replies <ul><li>Enquiry replies </li></ul><ul><li>All enquiries should be replied even if you can not provide enquirer with information. Enquiry replies usually begin with thanking enquirer for her/his letter and end by offering further assistance. </li></ul><ul><li>Referrals </li></ul><ul><li>Refusals </li></ul>
  24. 24. Q&A
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