BUSINESS LETTER WRITING 1.4

 BUSINESS LETTER WRITING 1.4

[Various Types of Letters]

C. Product Enquiry Letters

We write an inquiry when we want to ask for more information concerning a product, service or other information about a product or service that interests us. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision.  

Important Language to Remember

The Start: Dear Sir or Madam 
To Whom It May Concern - (very formal as you do not know the person to whom you are writing)

Giving Reference: With reference to your advertisement (ad) in...
Regarding your advertisement (ad) in ...

Requesting a Catalog, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ...

Requesting Further Information: I would also like to know ...
Could you tell me whether ...

Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing) 

An Example Letter:

   

D. Reply to an Enquiry Letter

  Acknowledging receipt of an enquiry/request
- Thank you for your letter of … regarding / concerning / in connection with..
- I refer to your enquiry about / relating to …
- I have received your letter of … requesting information about … 

Explaining action taken as a consequence of the enquiry
- I have (reviewed our available stock) … 
- I have checked/looked into/investigated (the possible approaches) …

Making suggestions / justifying recommendations / pointing out pros and cons
- The best choice would be … since …
- I highly recommend … as / due to the fact that …
- … would probably be more suitable because …
- I suggest that you (should) choose …
- In view of the fact that …, I would strongly recommend … as …

Apologising and rejecting proposals
- While I appreciate your firm’s need for this information, I regret that …
- Your proposal is of interest to us, and we have had consultations about it. 
- However, we feel that it will not be in our interests to … for reasons of (privacy). 

Stipulating action requested or to be taken
- We shall arrange for … by …at the latest. 
- I shall see to it that …
- Our company will arrange for …

Establishing goodwill and suggesting contact
- I hope this suggestion/information will be useful to you.
- I hope this information will prove useful to you.
- I look forward to hearing from you.
- I look forward to receiving your confirmation of …
- I look forward to doing business with your company in the future …
- Please feel free to contact me again if you have any further queries on …
- Do contact me on XXXXXXXXX if I can be of further assistance. 

[to be continued...]