UNIT 3 ENQUIRIES |
3.1 Introduction |
Be sure you know all these words. Click to learn how each word or phrase is pronounced:
dimension [n] | : kích thước |
contraction [n] | : dạng rút gọn của từ |
quote [v] | : trích dẫn, nêu ra |
medium [n] (plural: media) | : phương tiện truyền thông |
prospectus [n] | : tờ quảng cáo |
enrolment [n] | : sự kết nạp |
reputable [adj] | : có danh tiếng tốt, đáng tin |
potential [adj] | : tiềm năng, có khả năng |
extensive [adj] | : có phạm vi rộng, lớn về số lượng |
consulate [n] | : lãnh sự quán |
principal [n] | : người đứng đầu, người uỷ nhiệm |
straightforward [adj] | : dễ hiểu, không phức tạp |
prompt [adj] | : nhanh chóng, ngay lập tức |
3.1.1 Factors for consideration:
When making a written enquiry, remind yourself of the advice in Unit 1 and ask:
• What is the purpose of my correspondence?
• What response would I like to receive?
• What response would I like to receive?
In order to answer these questions when making enquiries, there are a number of factors to consider, all of which relate to presentation and content. These include:
• Your relationship with your correspondent, i.e. whether you have had previous contact with the organisation or individual.
• The location of your correspondent, i.e. whether inVietnam
• Whether you are enquiring about goods or services.
• Whether your enquiry is simple or complicated.
• The location of your correspondent, i.e. whether in
• Whether you are enquiring about goods or services.
• Whether your enquiry is simple or complicated.
3.2 Content |
3.2.1 Opening paragraph: Asking for general information, catalogues, etc.
When requesting general information, there is no need to provide background information about your organisation, unless you think it might help. You may be interested in a specific product or service; if so, your enquiry should mention this fact. Here are some examples:
a) Would you please send me your latest catalogue of laptop accessories?
b) Would you kindly supply your current catalogue and price list of educational books? We are particularly interested in material suitable for teenage learners.c) I would like to know if you have brochure that gives technical information about the KWM food processor. I am particularly interested in the weight and dimensions of the ‘Supreme’ model.
d) I am enquiring about ‘English for Tourism’ courses in
Other useful phrases for an opening paragraph are:
a) I am writing to enquire about ....
b) We would like some information ....
c) I would appreciate some information ....
Do remember that contractions should be avoided in business correspondence.b) We would like some information ....
c) I would appreciate some information ....
Hot tip: If you send your enquiry by email, don’t forget to include your postal address in case the material requested has to be sent by post. |
3.2.2 Opening paragraph: Asking for more specific information or details
If you receive a catalogue or brochure, or see an advertisement, you may require more details about a particular item. When requesting specific information, you should always quote the supplier’s reference, which could be a catalogue number, a course reference, or some other form of reference. When responding to an advertisement, you should mention the medium and date.
Here are some examples:
a) I recently visited your website to check your luggage range. Could you please let me know whether the overnight bags, ref. L802, are available in any other colours than black?b) Thank you for your letter dated 27 March, with which you enclosed your current price list. We are particularly interested in the ‘Young Learners Pictorial Dictionary’, and would like to know about the quantity discount offered for orders of more than 100 copies.
c) I refer to your advertisement in the August edition of ‘The Business Journal’ for your new low-energy photocopiers. Could you tell me whether you have an office or a representative in
d) With reference to your 2007 prospectus, I note that you will be offering intermediate and upper intermediate ‘English for Tourism’ courses, ET114A and ET214B. I am not sure which course would be suitable for me, so would you please let me know if I can take a placement test before enrolment?
e) Thank you for sending us the samples of leather and the trade prices. If we place an order at the end of this month, could you guarantee delivery within 30 days?
3.2.3 Opening paragraph: Enquiring about a potential business relationship
i) If you have not previously been in contact with your correspondent, you should give a brief introduction to your organisation.
a) Bettafruit is a major producer of top quality canned fruit in Vietnam....
b) We are a leading textile manufacturer located in Binh Duong, Vietnam....
c) Vietpharm represents a number of reputable pharmaceutical manufacturers, and we are now seeking to expand our product line....
b) We are a leading textile manufacturer located in Binh Duong, Vietnam....
c) Vietpharm represents a number of reputable pharmaceutical manufacturers, and we are now seeking to expand our product line....
| Hot tip: Draw attention to your company’s status, or that of your correspondent. In the example openings (a) and (b), the writers use top quality and leading, and in (c) the writer acknowledges the addressee’s reputation (reputable). |
a) I attended the recent European Trade Conference in
b) We were advised by Mrs Kathy Kendall, of the
c) We recently learned from an article in the Saigon Times that your company wishes to develop its market in
d) We understand that you are the representatives for Excel Hotels International in
3.2.4 Middle paragraph
Examples of the structure and vocabulary of middle paragraphs follow in the correspondence models in this unit. However, some straightforward enquiries only need opening and closing paragraphs.
3.2.5. Closing paragraph It is usual to close an enquiry by making a reference to the addressee’s response. Here are some examples:
a) I look forward to hearing from you in the near future.
b) We would appreciate an early (or urgent) reply.
c) We hope to hear from you soon.
d) A prompt reply would be appreciated.
b) We would appreciate an early (or urgent) reply.
c) We hope to hear from you soon.
d) A prompt reply would be appreciated.
If you are sending an e-mail, you can close the enquiry more informally with a phrase such as Thank you, Many thanks or Thanking you in advance.
3.3 Models and examples of correspondence |
Be sure you know all these words. Click to learn how each word or phrase is pronounced:
ISBN | : International Standard Book Number |
: giá vốn, giá bán sỉ | |
competetive [adj] | : cạnh tranh |
distributor [n] | : người phân phối |
Incoterms
3.3.1 Simple requests for catalogues and/or general information
CORRESPONDENCE EXAMPLE 3/A
3/A i)Dear Sir or Madam Would you please send me your current catalogue and price list.I look forward to hearing from you. Yours faithfully Huynh Ngoc Vinh (Mr) Director |
Dear Sir or Madam We are particularly interested in lightweight plastic shelving, suitable for use in a hotel kitchen. We would appreciate your prompt reply. Yours faithfully Tai Ling Chun (Ms) Catering Manager |
Dear Sir or Madam I would also like some information about your ‘Homestay’ accommodation programme for students. My daughter is 20, and would prefer to stay with a family who have children of a similar age. Yours faithfully I hope to hear from you soon. Le Thi Minh Chi (Mrs) |
3.3.2 Asking for more specific information or details
CORRESPONDENCE EXAMPLE 3/B
3/B i) In this example, Professor Nam has already been in contact with Cavendish Publications, and obtained some of the information he requires. He suggests that an order is likely if the price of the books is acceptable. Read the correspondence and answer these questions:
a) Has Professor Nam used the correct salutation and complimentary close?
b) Where did he obtain the ISBNs of the books?
c) What does Professor Nam need to know before he places an order?
d) Which words or phrases in the letter have these meanings?
1. without delay | |
2. a lower price | |
3. sold without profit | |
4. a better price than other suppliers |
COLLEGE OF ARCHITECTURE 96 Pasteur Our ref. DOA/149/HVM Mr S. Lee Sales Manager Cavendish Publications Causeway Dear Mr Lee Thank you for sending your catalogue so promptly. We are interested in the following titles:
An early reply would be appreciated. Yours sincerely Prof Dept of Architecture |
Read the letter and answer these questions:
a) Where did Mr Loc see the advertisement?
b) What does ASEAN stand for?
c) What does Mr Loc want to know?
d) What is Mr Loc concerned about?
e) Which words or phrases in the letter have these meanings?
1. a supplier of goods | |||
2. in every part of | |||
3. providing help after purchase | |||
4. a written guarantee | |||
TLC Electronics Would you please let me know who the main distributor in 47 Ly Thuong Kiet st Tan Binh Dist. Ho Chi Minh City ShowMaster Electronics 12-14 Mihanma Chatan-Cho Kameda-Machi Niigata 950-01 Japan For the attention of the Sales Department 27th April 2006 Dear Sir or Madam According to your advertisement in the latest edition of ‘Super Sounds’, the ShowMaster home entertainment system will be available throughout the ASEAN region in June 2006. In the past I have encountered problems with technologically advanced electronics because of poor after-sales service. Could you please advise me of your company policy in this respect, especially where warranty repairs are involved? I look forward to hearing from you. Yours faithfully Nguyen Loc (Mr) Proprietor | |||
Read the email and answer these questions:
a) In which country is Mr Scarlatti located?
b) What two things does Mr Thanh need to know before he confirms the order?c) What does CIF mean?
d) What sort of terms are ex-works and CIF?
e) Which words or phrases in the letter have these meanings?
1. an example of something | |||
2. the price a company pays to a manufacturer | |||
3. the method of paying for the goods | |||
From: Vietbuild@hcm.vnn.vn Subject: Your ref. 19884/GS Date: 24 March, 2006 10:36:25 GMT+05:00 To: gscarlatti@franchini.co.it Dear Mr Scarlatti Thank you for sending the sample bathroom tiles and trade prices. The tiles have been tested and found to meet our cost and quality requirements, so an official order will be placed shortly. Your trade prices are shown as ex-works, but I need to know the I would appreciate an urgent reply, as delivery is required by 15 July. Yours sincerely Huynh Thanh | |||
Answer Key
3.3.3 Enquiring about a potential business relationship
CORRESPONDENCE EXAMPLE 3/C
3/C i) In this example, Mr Phuoc writes an introductory letter about the services his company can offer. Note that Mr Phuoc has obtained a person’s name rather than simply addressing his letter Dear Sir or Madam. At this early stage he takes care not to overload Mr Chatuchak with information. The letter is concise but positive, and encourages Mr Chatuchak to make contact.Read the letter and answer these questions:
a) Has Mr Phuoc been in contact with Mr Chatuchak before?
b) Is the correspondence about products or services?c) What has Mr Phuoc sent with his letter?
d) What are the two positive words or phrases that Mr Phuoc uses in the second paragraph?
e) Which words or phrases in the letter have these meanings?
1. a building that is difficult for people to enter or leave | |||
2. a place of entry | |||
3. benefits | |||
EXIM Distribution Company Our ref: TVP/D05/119 557 Le Loi st Danang www.exim.com Mr P Chatuchak Marketing Director Dateline Courier Services Unit 8, Don Dear Mr Chatuchak We operate a major distribution network from our secure facility at We know that Dateline currently uses We understand that you are a regular visitor to We look forward to hearing from you, and will gladly provide any further information you require. Yours sincerely Tien Phuoc (Mr) Managing Director | |||
Read the letter and answer these questions:
a) Have Ms Hoa and Ms Courtney been in contact previously?
b) Where did Ms Hoa hear about Modern Elegance?c) What phrase does Ms Hoa use to say that Vicotex wants to sell to Australian customers?
d) Is Stella Courtney married or single?
e) Which words or phrases in the letter have these meanings?
1. not long ago | |||
2. an event at which companies display their products | |||
3. considering other options | |||
4. a particular region or country that buys goods | |||
VICOTEX 422 Pasteur st HCM City www.vicotex.com.vn Ms Stella Courtney Modern Elegance Pty 48-54 Queen Street Sydney NSW 2020 Australia Dear Ms Courtney I recently met Mr Frank Dawson at a trade fair in Hanoi organised by the Australian Chamber of Commerce. He mentioned that Modern Elegance would shortly be reviewing their contracts with suppliers of finished clothing articles, and I am therefore writing to introduce my company. Vicotex operates three production plants, and supplies high quality articles of dress clothing to a number of fashion houses in I will be pleased to provide some samples of our finished goods for your approval, together with any other information you may require about Vicotex. You might also wish to visit our website. Please do not hesitate to contact me if I can be of further assistance. I look forward to hearing from you. Yours sincerely Le Dinh Hoa (Ms) Export Sales Manager | |||
3.4 Initials and abbreviations |
It is unlikely, however, that an overseas correspondent will understand the significance of some abbreviations or initials commonly used in
| Hot tip: If you receive correspondence that uses an abbreviation you don’t recognise, check with the sender. It could be important! |
3.5 Summary of some important points |
• Don’t overload your correspondence with information.
• Make it easy for your correspondent to reply by quoting references.
• Ask for samples.
• Don’t be afraid to ask for a discount, but ask politely.
• Make sure you understand any prices quoted.
• Use appropriate Incoterms.
• If use abbreviations or initials, make sure your correspondent understands them.
• Close your correspondence with a polite phrase.
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