Sample Enquiry Letter/Request Letter

R Piper and Sons 21 Med Rd, Swansea, Glamorgan 3ST 1DR VAT no. 216 3768 30 Tel. Swansea 58441 www.piper.com.uk Your ref.: Our ref.: 54/3 Ms J. Sears Dorith Inc. 54-59 Riverside Dublin DR 1 1JW Eire 12 September 2000 Dear Ms Sears, Thank you for your last delivery. Not only did we receive all goods in mint condition, we also managed to sell them in record time. You will be pleased to hear we will place a repeat order for the beds. In addition, we have had enquiries into matching bookcases and tables which are listed in last year's summer catalogue (p. 45). In view of these questions we would like to test the demand for them. We would therefore like to receive 10 units of each, on approval, before placing a firm order. I have enclosed an order (P 34-1) for the bookcases and tables and I look forward to hearing from you. Yours sincerely, Matthews B. Matthews Purchaser Encl. Order P 34-1

3. Frequently made mistakes!

1. • Grammar 1: Notice that “I look forward to…” is followed by the gerund or -ing form of the verb (“to” is a preposition, not part of the infinitive of the verb).

2. • Grammar 2: Notice that a writer uses the Past Simple tense in “we also managed to sell them” for an action that is no longer going on, but the Present Perfect for “we have had enquiries” for something that started in the past, but is still going on.

Tips!

1. • Style tip 1: Writers often use “I” as well as “we” in business letters in English. For example “I am writing to…”, is a very common way of starting a business letter.

Language Development

Exercise 1. Letters of request.

We often write asking for things. “Polite” forms are relevant to the verbs

will – would

can – could

shall – should

may – might

I.

I We	should would	appreciate welcome				your	early prompt speedy	advice answer assistance co-operation reply
		be	most very	grateful	for if
						you	would could	advise answer assist co-operate reply

II.

Your

early prompt

advice answer assistance co-operation reply

would be

appreciated welcomed helpful advisable

NOTE:

I. - is highly complimentary.

II. – implies the recipient is usually slow to respond.

Practice the above formulae using the following:

1. help (noun)

2. help (verb)

3. co-operate

4. co-operation

5. suggestion

6. suggest

7. inform

8. information

9. notification

10. notify

For ideas: market research of (the new product…), results of testing (the clock-television…), promotional campaign of (the new pump…), possible reduction in the price, extra supplies of manganese, development of the new models of tractors, sign a contract.

Kindly				write send return reply refer to reconsider
Please be (so)	good kind helpful obliging	enough	to
		as

e.g. Kindly inform us of your arrival.

Please be good enough to remit the money soon.

Please be so obliging as to let us have your new address.

Exercise 2. Polite requests

Use different formulation of “please” for each of the following,

e.g. by return of post.

1. the bill.

2. a stamped addressed envelope.

3. me of your arrival time.

4. notify the local police.

5. the damaged goods.

6. me at the office.

7. our agent in Frankfurt.

8. the outstanding amounts.

9. us on your mailing list.

10. before the next meeting.

Exercise 3. Asking for a reply

Rearrange (a) – (f) in order of politeness, from 1 (most) to 6 (least). Discuss.

1. I look forward to hearing from you as soon as possible.

2. Please give the matter your urgent attention.

3. Your prompt reply would be appreciated.

4. We look forward to hearing from you at your earliest convenience.

5. Kindly treat this as a matter of urgency.

6. We require your reply at once.

Task 1. Practice Writing Enquiry Letters

1. Write a letter of enquiry using the following instructions.

You are Phil Gerr, marketing manager of The Bod in Cologne. You are organizing a business trip for you and your two colleagues to a customer in Amsterdam in April. You write to a travel agency for information on hotel accommodation in Amsterdam from 7 till 8 April. You tell the agency what your plans are, and ask them whether they know of specific package deals on hotel, rental car and flight. You ask them to send you the particulars as soon as possible as you need to give a prompt reply to your customer in Amsterdam.

2. Write the following letter: you wish to spend a holiday abroad (decide where). Write a letter of about 1000 words to travel agency requesting the necessary information. Ask about:

• duration of a tour

• accommodations

• price

• nightlife activities

• additional activities

• tour cost