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A reply to an enquiry from a regular customer is normally fairly brief, and does not need to be more than polite and direct. If the supplier is in a position to meet his correspondent’s requirement, his reply will generally:
Thank the writer of the letter of enquiry for the letter in question (it is necessary to mention the date of the letter and quote any other references that appear).
Confirm that he can help.
Supply all the information requested, and refer both to enclosures and to samples, catalogues and other items being sent by separate post.
Provide additional information, not specifically requested by the customer, so long as it is relevant.
Conclude with one or two lines encouraging the customer to place orders and assuring him of good service.
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SHORT REPLY TO LETTER 1.1
| J.White & Co. Ltd.
254 Smuts Avenue Cape Town
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Our ref. Your ref.
18 May 200__
WEATHERPROOF LTD.
Newtown
Liverpool L30 7KE
Dear Sirs,
Thank you for your enquiry of 14 May 20… You will find enclosed our current catalogue giving detailed information about our programmable calculators and price-list.
We would like to draw your attention to our Special Purchases section pp.21-30 in which you can find details of our trade and quantity discounts.
We will be pleased to supply any further information you may require.
Yours faithfully,
R.Moon
R.Moon
Sales Department
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3.2. REPLY FROM AN ESTABLISHED SUPPLIER TO
LETTER 2.2.
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STEEL ACCESSORIES LTD.
13 Crescent Grove London NW3 J24 United Kingdom
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Our ref. GB/4 Your ref. 75/G
26 March 200__
Mr.A.Gomonov
AO Technoservice
Russia
126523, Moscow
Leningradsky av., 98
Dear Alexander,
Thank you for your letter of 25 March. We are glad to inform you that we can deliver all the items listed in your enquiry from stock. Details of our current prices are enclosed.
The items can be shipped within 2 days of receiving your order. As you need them urgently we suggest airfreight delivery.
Our payment terms are cash with order. Prices as quoted are ex-warehouse London.
We hope to hear from you soon.
Yours sincerely,
Graham Blunkett
Graham Blunkett
Commercial Manager
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LEAD-IN 4
Certain products, e.g. heavy equipment, machinery, installations, may need demonstrating. In these cases the company might send a representative, or advise if equipment is to be installed. They could, however, suggest that the customer visit their agent in his own country with a showroom.
4.1. REPLY FROM A FOREIGN MANUFACTURER TO LETTER 2.1.
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THUNDERBOLT COMPUTERS LTD.
18 Chesholm Rd London N17 ZB2 United Kingdom
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Our ref. our ref. ET C341
20 October 200__
The Chief Buyer
AO Electronica-Trade
119511 Moscow
Lesnaya st., 8
Russia
Dear Mr.Mishin,
We thank you for your enquiry of 17 October, and appreciate your interest in our products.
We enclose with this letter details of our export prices and terms of payment together with a booklet explaining technical characteristics of our latest Model Thunderbolt Pro 350X. We have arranged for a copy of our catalogue to be sent to you today. We can assure you that this model is one of the most outstanding computers on the market today, and our confidence is supported by our two-year guarantee.
The enclosed booklet will give you an idea of the type of personal computers we produce but may we suggest that you visit our agents’ showroom in Moscow where you can see a wide range of units and obtain information about our after-sale service. The address is Osennaya st., 25.
We hope you will be able to accept our offer and look forward to the opportunity of doing business with you.
Yours faithfully,
P.Adler
P.Adler
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LEAD-IN 5
Firms may be keen to increase sales, or may be putting a new product on the market. A great deal of time, know-how and money has been spent on promoting the product or products concerned, and the task of actually selling the goods begins with answering the enquiries. It is important to encourage or persuade your prospective customer to do business with you. A simple answer that you have the goods in stock is not enough. Mention one or two selling points of your product, including any guarantee you can offer.
