Enquiries and Replies – In a routine letter of enquiry state simply, clearly and concisely what you want—general information, a catalog or price list, a sample, a quotation, an estimate and so on—and How to Reply Enquiries? no more.
If there is a limit to the price at which you arc prepared to buy, don’t disclose it, otherwise your supplier may raise his quotation to the limit you mention. Since suppliers usually state their terms of payment when quoting, there is no need for you to ask for them unless you are seeking special concessions.
When making an enquiry observe the following rules.
- Begin with the question or questions you want to ask; your reader then knows at once what your enquiry is about.
- Put your request in the form of a question, not a statement. Don’t say, “I would like to know in what shades you can supply stockings.” Say instead, “In what shades can you supply the stockings?”
- Keep your enquiry short and to Say what needs to be said and then stop.
If the enquiry is very short, a postcard may be sufficient. You may then omit both salutation (Dear Sir) and complimentary close (Yours faithfully) without seeming impolite.
An enquiry must be acknowledged in terms that establish good will if an immediate sale is not possible. If it is from an old customer, say how much you appreciate it; if it is from a new customer, say you are glad to receive it and express the hope of a lasting and friendly business relationship.