enquiry is the act of asking a general question and is written by the buyer at the beginning of the correspondence. A simple enquiry can be made by email, fax, or cable. The contents of an enquiry will depend on three things: how well you know the supplier, whether the supplier is based in your country or abroad, and the type of goods or services you are enquiring about. There is a difference between asking a computer company about the cost of installing a complex computer network and asking a publisher about the price of a book.
Opening
Tell your supplier what sort of organization you are.
—We are a co-operative wholesale society based in Zurich.
—Our company is a subsidiary of Universal Business Machines and we specialize in…
—We are one of the main producers of industrial chemicals in Germany, and we are interested in…
How did you hear about the company you are contacting? It might be useful to point out that you know their associates, or that they were recommended to you by a consulate or trade association.
—We were given your name by the Hoteliers’ Association in Paris.
—You were recommended to us by Mr John King, of Lawsom & Davies, Merchant Bankers.
—We were advised by Spett. Marco Gennovisa of Milan that you are interested in supplying…
—The British Consulate in Madrid has told us that you are looking for an agent in Spain to represent you.
It is possible to use other references.
—We were impressed by the selection of gardening tools displayed on your stand at this year’s Hamburg Gardening Exhibition.
—Our associates in the packaging industry speak highly of your Zeta packing machines, and we would like to have more information about them. Could you send us…
asking for catalogs, price lists, etc.
It’s not necessary to give a lot of information about yourself when asking for CATALOGUES,
price lists, etc. This can be done by letter fax, or email, but remember to give your postal address. It is also helpful to point out briefly any particular items you are interested in
—Could you please send your current catalog and price list for exhibition stands? We are particularly interested in stands suitable for displaying furniture.
—We have heard about your latest equipment 3 in laser surgery and would like more details. Please send us any information you can supply, marking the letter For the Attention of Professor Kazuhiro’ Tokyo General Hospital, Kinuta-Setagayaku, Tokyo, Japan.
—I am planning to come and study in London next autumn and would be grateful if you could send me a prospectus and details of your fees. I am particularly interested in courses in computing.
—Please would you send me an up-to-date price list for your building materials.
Asking for details
When asking for goods OF services you should be specific and state exactly what you want. If replying to an advertisement, you should mention the journal or newspaper and its date, and quote any BOX NUMBER or department number given, e.g. Box No. 341; Dept 4/128. And if ordering from, or referring to, a catalogue. BROCHURE, OF PROSPECTUS, always quote the
reference, e.g. Cat. no. a149; Item no. 351, Course Bl 362.
—I am replying to your advertisement in the June edition of Tailor and Cutter’. I would like to know more about the steam presses which you are offering at cost price.
—I will be attending the auction to be held at Turner House on 16 February, and am particularly interested in the job lot listed as Item No. 351.
—Could you please give me more information about course BL 362, which appears in the language-learning section of your summer prospectus?
—I would appreciate more details about the ‘University Communications System’ which you are currently advertising on your website.
Asking for samples, patterns, and demonstrations
You might want to see what a material or item looks like before placing an order. Most suppliers are willing to provide samples or patterns so that you can make a selection. However, few would send a complex piece of machinery for you to look at. Instead, you would probably be invited to visit a showroom, or the supplier would offer to send a representative. In any case, if it is practical, ask to see an example of the article you want to buy.
—When replying, could you please enclose a pattern card?
—We would also appreciate it if you could send some samples of the material so that we can examine the texture and quality.
—Before selling toys we prefer to test them for safety. Could you therefore send us at least two examples of the ‘Sprite’ range?
—I would like to discuss the problem of maintenance before deciding which model to install in my factory. Therefore I would be grateful if you could arrange for one of your representatives to call on me within the next two weeks.
—Where can I see a demonstration of this system?
Suggesting terms, methods of payment, and discounts
Companies sometimes state prices and conditions in their advertisements or literature and may not like prospective customers making additional demands. However, even if conditions are quoted, you can mention that you usually expect certain concessions and politely suggest that, if your terms were met, you would be more likely to place an order.
—We usually deal on a 30% trade discount basis with an additional quantity discount for orders over 1,000 units.
—As a rule, our suppliers allow us to settle by monthly statement and we can offer the usual references if necessary.
—We would also like to point out that we usually settle our accounts on a D/a basis with payment by 30-day bill of exchange.
—Could you let us know if you allow cash discounts?
—As we intend to place a substantial order, we would like to know what quantity discounts you allow.
asking for goods on approval, or on sale or return
Sometimes retailers and wholesalers want to see how a LINE will sell before placing a firm order with a supplier. Two ways of doing this are by getting goods on approval or on a SALE OR RETURN basis. In either case the supplier would have to know the customer well, or would want TRADE REFERENCES. The supplier would also place a time limit on when the goods must be returned or paid for.
—The leaflet advertising your latest hobby magazines interested us, and we would like to stock a selection of them. However, we would only consider placing an order if it was on the usual basis of sale or return. If this is acceptable, we will send you a firm order.
—In the catalogue we received from you last week, we saw that you are introducing a new line in synthetic furs. While we appreciate that increasing pressure from wildlife protection societies is reducing the demand for real furs, we are not sure how our customers would react to synthetic alternatives. However, we would like to try a selection of designs. Would it be possible for you to supply us with a range on an approval basis to see if we can encourage a demand? Three months would probably be enough to establish a market if there is one.
Asking for an estimate or tender,
ESTIMATES are quotations to complete a job, e.g. putting a new roof on a factory or installing machinery. TENDERS are similar quotations, but in written form. They are often used when the job is a large one, e.g. building a complete factory. When the work is for a government, or is a large undertaking, there are often newspaper advertisements inviting tenders.
— ADVERTISEMENT:
The Irish Tourist Organization invites tenders from building contractors to erect seating for 10,000 people for the Dublin Summer Festival. Tenders should be in by 1 March 20—, and will be assessed on price and suitability of construction plans.
— ADVERTISEMENT:
The Zena Chemical Company invites tenders from private contractors for the disposal of chemical waste. Only those licensed to deal with toxic substances should apply. Further details from…
A company may write CIRCULAR LETTERS to several suppliers, inviting offers to complete a construction job, or to do repairs or decorating.
—We are a large chain of theatres, and would be interested in receiving estimates from upholsterers to re-cover the seats in our two main theatres in Manchester.
—We are writing to a number of building contractors to invite estimates for the conversion of Northborough Airfield into a sports and leisure center. The work will include erecting buildings and providing facilities such as ski slopes and parachute jumps. The deadline for completion is the end of December 20—. If you can provide a competitive estimate please contact us at…
—As you may be aware from recent press reports, we have taken over International Motors plc and are in the process of automating their Hamburg factory. We are writing to several engineering designers, including yourselves, who we think may be interested in converting the plant to a fully automated production unit. Enclosed you will find the specifications. We would welcome ha inspection of the site by your surveyors, wit. view to supplying an estimate for the reconstruction.
Closing
Usually a simple ‘thank you’ is sufficient to close an enquiry. However, you could mention that a prompt reply would be appreciated, or that certain terms or guarantees would be necessary.
—We hope to hear from you in the near ‘future.
—We would be grateful for an early reply,
—Finally, we would like to point out that delivery before Christmas is essential, and hope that you can offer us that guarantee.
—If you can agree to the concessions we have asked for, we will place a substantial order. —Prompt delivery would be necessary as we have a rapid turnover. We would therefore need your assurance that you could meet all delivery dates.
You can also indicate further business or other lines you would be interested in. If a supplier thinks that you may become a regular customer, they will be more inclined to quote competitive terms and offer concessions.
—If the product is satisfactory, we will place further orders with you in the future. If the prices quoted are competitive and the quality up to standard, we will order on a regular basis,
—Provided you can offer favorable quotations and guarantee delivery within four weeks from receipt of order, we will place regular orders with you.
Points to remember
- Give details of your own company as well as asking for information from your prospective supplier.
- Be specific and state exactly what you want. If possible, quote box numbers, catalogue references, etc. to help your supplier identify the product/s.
- Ask for a sample if you are uncertain about a product.
- Suggest terms and discounts, but be prepared for the supplier to make a counteroffer
- Close with an expression such as I look forward to hearing from you and/or indicate the possibility of substantial orders or further business.