商务写作(respondletters)回复函.docVIP

Response Letter Each request letter means a chance for you to expand your business. Therefore, you should give prompt, clear and polite replies to such inquiries. 1. Responding to requests for detailed information about a product 1) The basic elements in such letters A) a polite, thankful beginning, mentioning the receipt of the letter; B) a few words emphasizing the advantages of your product; C) a sincere and courteous conclusion to induce an action out of the potential customer; and D) necessary materials concerned if possible. 2) Often-used structure of such letters A) The letter may begin with one of the following sentences: a) Thank you very much for your inquiry. b) We are delighted to receive your letter of 12 May 2004. c) Thank you for your request for samples and prices quotations(报价单) on our products. B) The middle section of the response letter may elaborate on or explain in detail the positive points of your product. (You may recommend a specific model for the potential customer.) C) In the concluding paragraph, you need to express your sincere expectation of further contact or even an order courteously. This is the last chance to build goodwill and induce the reader to make a purchase. Examples: a) We are convinced that you won抰 miss the opportunity of joining us at the seminar(h研讨会), and look forward to meeting you there. b) I am looking forward to the pleasure of receiving your first order. c) May I hear from you again very soon? d) If you have any other questions, don’t hesitate to contact us. We are at your service all the time. 3) Sample letters 2. Responding to requests for detailed information about a service 1) Basic rules: You may follow the same rules as you do when responding to a request about a product.) 2) Sample letters 3. Responding to requests for the availability of a product or service 1) Basic rules A) If your reply is yes, you should tell the reader the good news quickly and clearly; B) When your answer is not satisfying, you n