3 Enquiries and Replies dg.ppt

Unit 3Enquiries and Replies 1.Introduction An inquiry is a request for information. As a routine part of their jobs, buyers must often write letters to request brochures, samples, prices, or other information that will help them decide whether to buy a particular product. In a General Enquiry(一般询价), a businessman states clearly all the information he needs---- general information, a catalogue, or price list, a sample or sample book, etc. In a Specific Enquiry(具体询价), he points out what product(s) he wants. He may ask for a catalogue, a price list, sample, etc., or ask for an offer. 2. Writing Principles of Enquiry Letters In order to receive the information you want as quickly as possible, you should make certain that your request is reasonable, specific, brief, and polite. Your first step is to define exactly what it is that you need or want to know. Then you must provide the necessary details that your reader will need in order to answer your questions completely. (1)To tell where you learned the company and its products. (2) To describe your specific needs but with no promise of booking the proposed products. (3) To stress the importance of your needed information and try to flatter your receiver for getting more information. (4) In any queries, ask the reader to give you a definite reply. (5) If an unfamiliar reader, try to personalize your letter like the one between friends. (6) Use courtesy words. 3. Writing Principles of Responding Letters Any business should be happy to respond to a direct inquiry. The writer is a potential customer, and his or her questions should be answered promptly, completely, and courteously. (1) If you can meet all the requirements of the buyer, let him know ASAP. (2) If you can only meet part of the requirements, tell him first what you can do for him and then explain why you fail do. (3) If you can not meet any of the requirements, first, express your thanks for the inquiry and then your regret. (4) Try your best to please your po