PEPLIES TO ENQUIRIES - раздел Образование, UNIT 1 First impressions count! A Reply To An Enquiry From A Regular Customer Is Normally Fairly Brief, And D...
A reply to an enquiry from a regular customer is normally fairly brief, and does not need to be more than polite and direct. Provided the supplier is in a position to meet his correspondent’s requirements, his reply will generally:
1. Opening. Thank the writer of the letter of enquiry for the letter in question. Mention the date of his or her letter and quote any other references.
2. Confirming that you can help. Let the enquirer know near the start of your reply if you have the product or can provide the service he or she is asking about. It is irritating to read a long letter only to find that the supplier cannot help.
3. Supply all the information requested, and refer both to enclosures and to samples, catalogues and other items being sent by separate post.
· ‘Selling’ your product. Encourage or persuade your prospective customer to do business with you. A simple answer that you have the goods in stock is not enough. Your customer might have made ten other enquiries, so remember it is not only in sales letters that you need to persuade. Mention one or two selling points of your product, including any guarantees, special offers, and discounts.
· Suggesting alternatives. If you do not have what the enquirer has asked for, but have an alternative, offer that. But do not criticize the product he or she originally asked for.
· Sending catalogues, price-lists, prospectuses, and samples. Remember to enclose current catalogues and price lists with your reply. If you are attaching catalogues, price lists, etc. to an email message, make sure you compress them to save your recipient’s time when they download the material. If prices are subject to change, let your customer know. It is bad policy suddenly to send a letter telling a customer that prices have been increased by ten per cent after you have quoted a firm price. And if you are sending samples under separate cover, let your customer know when they are likely to arrive.
4. Provide additional information, not specifically requested by the customer, so long as it is relevant.
· Referring the customer to another place. You may not be able to handle the order or answer the enquiry. If this is the case, tell the enquirer and, if possible, refer them to another company which can help them. Even if you can handle the enquiry, you may still have to refer the enquirer elsewhere.
· Arranging demonstrations and visits. Certain products, e.g. heavy equipment, machinery, and computer installations, may need demonstrating. In these cases the supplier will either send a representative or adviser, or suggest that the customer visits their showroom.
5. Conclude with one or two lines encouraging the customer to place orders and assuring him of good service. Always thank the customer for contacting you. Ifyou have not done so at the beginning of the letter or email, you can do so at the end. You should also encourage further enquiries.
Figure 21
Quotation of terms
This is a reply to a general enquiry in which Mr Crane, Chief Buyer at F. Lynch & Co. Ltd, asked for certain concessions (see Figure 19).
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PEPLIES TO ENQUIRIES
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HEADED NOTEPAPER
Nearly all businesses, and many private individuals, have a printed letterheading on their paper. Like all other parts of the letter, the heading should present a suitable image, and give all the n
SETTING OUT YOUR LETTER
It is important to achieve a good balance between the size of the sheet of paper and what is to be written on it. It will detract from the overall appearance if the first sheet is closely spaced, a
Figure 2
1 Sender’s address Bredgade 51
DK 1260
Copenhagen K
DENMARK
2Date 26 May 20—
3 Inside address
SURNAME KNOWN
As a guide to use of first names and/or initials, follow the recipient’s preferred style as indicated by past correspondence. Always use a courtesy title, and copy the spelling of names carefully.
DEPARTMENT KNOWN
Alternatively, you can address your letter to a particular department of the company, e.g. The Sales Department, The Accounts Department.
In both these cases an organisation name s
ORDER OF INSIDE ADDRESS
This should be copied carefully from the previous correspondence if available and should be the same as the address to be used on the envelope. Avoid using abbreviations for road or town names, alt
BODY OF THR LETTER
Sometimes it is difficult to think of suitable words with which to start the letter. In general, you should always refer to any previous correspondence in the first paragraph and also try to get to
Table 1
TITLE
STATUS
COMPLIMENTARY CLOSE
Mr
married or unmarried male
Yours sincerely
SIGNATURE
Letters will usually bear the signature of the writer. Always type your name and, if relevant, your job title, below your handwritten signature. This is known as the signature block. Even th
Figure 3
1 Letterhead Compuvision Ltd Warwick House
Warwick Street
Forest Hill
London
SE23 1JF
Telephone +44(0)20 8
PER PRO
The abbreviation p.p. sometimes appears in signature blocks. It means per pro, i.e. for and on behalf of, and is used by administrators or personal assistants when signing lett
DESPATCH METHOD
Sometimes it may be useful to indicate the despatch method to be used, such as: Recorded Delivery, Registered Post, Airmail, or Courier Delivery. Type this in capitals a
Figure 4
Compuvision Ltd Warwick House
Warwick Street
Forest Hill
London
SE23 1JF
Telephone +44(0)20 8566 1861
Facsim
Figure 6
42 Botley Close,
Colebourn,
RIPON,
Yorks,
R18 7QS.
Your Rcf: 5/12A
17th May 2000
Messrs Brown &
Figure 7
42 Botlcy Close,
Colebourn,
RIPON,
Yorks,
R18 7QS
Your ref: 5/12A
17th May 2000
Messrs Brown & Page (Bu
ADDRESSING ENVELOPES
Envelope addresses are written in a similar way to inside addresses. But in the case of letters within or for the UK, the name of the town and the country are written in capital letters, and the po
Figure 11
Dear Sir
Thank you for your enquiry. We have a wide selection of watches which we are sure you will like. We will be sending a catalogue
Figure 13
Dear Sir / Madam
We are interested in your security systems. We would like to know more about the prices and discounts you offer.
A bus
SIMPLICITY
Check that all the words you have used mean what you intend them to mean. Think carefully whether they will be understood by the reader, and whether they are suitable for the type of letter you are
Figure 15
Dear Sir/Madam
I beg to acknowledge receipt of your letter of the 15th inst. in connection with our not clearing our account, which was o
Figure 17
Dear Mr Rohn
I've already written to you concerning your debt of £1,994. This should have been cleared three months
Table 2
INAPPROPRIATE FORM
PREFERRED ALTERNATIVE
you’ve probably guessed
you are probably aware
you’ll ge
ABBREVIATIONS AND INITIALS
Abbreviations can be useful because they are quick to write and easy to read. But both correspondents need to know what the abbreviations stand for.
The abbreviations CIF and FOB
TYPES OF ORGANIZATIONS
Industry, in a general sense, the production of goods and services in an economy. The term industry also refers to a group of enterprises (private businesses or government-operated corporations) th
Catalogues and samples
M. Gerard wrote to R.G. Electronics to enquire about CDs (see Figure 20). He implied that his store was a large one, that he was only interested in high-quality products, and that
MARKING
There are 3 principal types of marking which may have to he done on export packages:
1. The consignees’ own distinctive marks.
2. Any official mark required by authorities.
Specimens of marks
1 K R LTV
Durban X
Brisbane
FOREIGN PRODUCE OF SOUTH AFRICA
Net weight 100 kg. Dimensions
Gr
Figure 30
Exporter informs prospective customer of packing and marking procedures.
The buyer (
Figure 31
The buyer sends the instructions for packing and marking.
TYPES OF ORGANIZATIONS
Exercise 17.Classify the following industries as primary, secondary, or tertiary.
Agriculture; commercial fishing; government activity; hotel industries; mass media;
LANGUAGE PRACTICE
1. Note the use of ‘With the exception of …’, and ‘which …’ ‘ We can join these three sentences using them. The merchandise seems to be in good order. No. 9 is not.
Discrepancy negligence quantity up to standard
Complaints are often received by companies who ship consignments overseas. These complaints are sometimes about the (1) …… of goods received. Perhaps not enough goods were sent, perhaps too many. A
LANGUAGE PRACTICE
1. Notice how these sentences express regret:
We are very/extremely sorry to hear that two filing cabinets of the wr
Due to prompt short-shipped
Letters of adjustment should always be (1) … , or polite. You should express regret for any (2) … caused by your mistake, and it is a good idea to (3) … the buyer that you will correct the mistake,
In advance up-to-date
Exercise 94. The text of a letter replying to a complaint is given. Complete it, choosing from the alternativ
Column open submit
An invoice is a (1) …… , that is, a demand for payment. It can also be a (2) ……, a regular notice of a buyer’s account with a seller. The statement invoice is for buyers who have an (3) …… account
Talking about letters of credit
When an exporter and importer have done business for several years and there is a high degree oftrust(1) … between them security of payment is not an important issue. With a new cl
Dispatch v., n. (dispatch method)
38. DIY (Do It Yourself)
39. Doctor (Dr)
40. ea. (each)
41. enclose
42. enclosure (Enc./ Encl./ Enc/ Encs)
43. Esquire (Esq.)
44. etc. (et cete
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