enquires for all classes

1. Enquiries:
?

2. How to make an enquiry:
• Explain clearly what you need.
• Supply information.
• Give feedback.
• Explain the situation.

3. Writing a letter of enquiry:
• State your needs clearly.
• Supply enough background information to enable
the respondent to provide information.
• Determine if it’s a private or company letter (you
have to do this on a letterhead).
• Know why and what you want to know.
• Content of the letter should have these
paragraphs:
– Introduction: Supply background information.
– List your questions or write short paragraphs with the
requirements.
– Conclusion: Express the wish for a speedy response.

4. Example of a letter of enquiry:
• letter of enquiry.docx
• (Print this letter and add it to the printout of
this lecture)

5. TASK One:
• Write a letter of enquiry based on the
following:
– You want to go to Namibia in December.
– You can go for a week.
– You have a limited budget.
– You don’t have your own transport.
– You want to see everything that you can while you
are there.

6. How to reply to an enquiry:
• Positive reply – when you can give the
information.
• Negative reply – when you can’t give the
information.
• Acknowledge the enquiry.
• Express willingness to be available in the future.
• Respond immediately.
• Determine the client’s needs.
• Give full details and information.
• If you can’t help – refer them to someone who
can.

7. • When an enquiry is made by phone, take a
message and find the correct person to help them
first. Then call back and give their details.
• Follow up.
• Give client updates as new information arrives.
• Promote Goodwill.
• Express appreciation for the enquiry.
• Answer directly without being too apologetic.
• Explain why you are unable to supply the
necessary information.
• Suggest alternatives:
– solutions,
– addresses,
– resources.

8. Responding to a letter of enquiry:
• Positive – when you can supply the information.
• Negative – when you can’t supply the
information.
• You can always suggest other solutions or
indicate where the client can get the
information or assistance that they need.
• You have to follow the trend of the enquiry and
supply the needed information.

9. Example of a response to a letter of
enquiry:
• Positive letter of response to enquiry.docx
• negative letter of response to enquiry.docx

10. TASK Two:
• Write a response to a letter of enquiry based on
the following:
– The client: Mr. M. Watson called yesterday. His
telephone number: 0823456789. His address: 22
Long Street, Cape Town, 2304.
– He wants to come to Johannesburg for a week in
July.
– He can spend R30 000.00 while he’s here.
– He wants to know what he can see and do here.
– He wants five star accommodation.
– He wants to rent a vehicle.
– He wants to do adventurous sports while he is here.