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Business English Correspondence
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Chapter Three
Enquiries
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Contents of Chapter 3
Section One Introduction
Section Two Useful Words & Expressions
Section Three Specimen Letters
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Section One: Introduction （P46）
What is an enquiry?
An inquiry is a request for information on goods. When a business intends to import, he may send out an enquiry to an exporter, inviting a quotation or an offer for the goods he wishes to buy or simply asking for some general information about these goods.
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The exporter, on receiving the enquiry, will make a reply to it. In this way, the negotiation is getting started An inquiry can be made by written correspondence, such as a letter, telegram, telex, fax, e-mail or verbally by talk in person.
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Inquiries from regular customers may be very simple in content, in which only the name and/or specifications of the commodity will be mentioned. Other inquiries may include great details such as the name of the commodity, quality, specifications, quantity, terms of price, terms of payment, time of shipment, packing method, etc. required by the buyer so as to enable the seller to make proper offers.
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2. The Reply to an Inquiry
An inquiry received from abroad must be answered fully and promptly.
The reply to an inquiry can be regarded as an OFFER if you state all the terms and conditions as requested.
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If there is no stock available for the time being, you should acknowledge the inquiry at once, explaining the situation and assuring that you will reply to it once a supply becomes available.
If the inquiry is from an old customer, express how much you appreciate it.
If it is from a new customer, say you are glad to receive it and express the hope of a future business relationship.
In a word, the reply to an inquiry should be prompt and courteous and cover all the information asked for.
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3. Categories of Inquiries
General Inquiries:
If the importers want to have a general idea of the commodity, which the exporter is in a position to supply, they may make a request for a pricelist, a catalogue, samples and other terms. This is a general inquiry. Generally, it is also a first inquiry without first writing a letter to establish business relations
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Specific Inquiries:
If the importers intend to purchase goods of a certain specification, they may ask the exporter to make an offer or a quotation for specific goods. That is an specific inquiry.
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