Writing Inquiry Letter | How To Write Inquiry Letter |
You may write letters
to organizations and individuals on a number of subjects, but perhaps the most common
of all will be the 'letter of inquiry' in which you ask them to quote their
rates and terms of payments for the goods your firms or company wishes to buy
from them.
It is customary for a
business organization to invite quotations from several sellers before placing
an order. The purpose of inviting quotations is to find out the cheapest and
best source of supply of goods required. There is a saying "goods well bought
are half sold". So, much care should be taken in drafting such a letter so
that you can quickly get the information you wish to collect and also locate the
right seller.
To achieve these
objectives you should proceed in a systematic manner as follows:
(i) Describe your
needs clearly and precisely. Give detailed specifications such as the shape,
size, quality, make, etc. of the goods you require.
(ii) Request the
seller to quote his prices and terms of payment.
(iii) Ask him for a
sample, if necessary.
(iv) Give an idea of
the quantity you intend to buy.
(v) Indicate the time
by which you would like the goods to be supplied. This will help the seller determine
whether during the period available he will be able to meet your demand or not.
(vi) Ask if the goods
are guaranteed and if so, for what period. Also ask the seller to give an idea of
the normal expected life of these goods.
(vii) Ask what
accessories and spares, if any, would be supplied and how much would they cost.
(viii) If the goods
you are ordering need installation, ask the seller the cost of doing so and
also the repair facilities offered by him.
(ix) As the
processing of a purchase proposal takes some time, ask the seller to indicate
the period for which his quotations will be valid.
Helpful Hints
The nature of inquiry
will determine how you open and close your letter. However, examples of a few
opening and closing sentences are given below to help you.
Opening
Sentences
(i) Please quote your
lowest rate for the following items.
(ii) We should be
grateful if you would kindly inform us of the terms and conditions for the
supply of............
(iii) We intend to
buy the following items next month for our new branch in .......I should be
grateful if you would kindly quote your lowest rate for them. The detailed
specifications are as follows:
(iv) May we request
you to let us have your lowest rates for the following items which we require
in 30 September, 2014.
(v) Please let us
know your lowest rates as early as possible for the supply of.......
Closing
Sentences
(i) We look forward to
hearing from you soon. If your quotation meets our expectation, we shall be
happy to buy all our requirements for this season from you.
(ii) On hearing from
you, we shall place a firm order with you.
(iii) We hope the
terms and conditions you quote will be satisfactory. We shall, of course, be
happy to order all our requirements from you.
(iv) As we urgently need
the goods mentioned above, we shall be grateful for an early reply.
(v) We look forward
to placing an order with you.
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