I. Inquiry from Canadian Importer to German Manufacturer of toys.

Gentlemen:

We have learned from our representative in New York that your Construction Kits for boys have proved very popular in the United States.

As they should also be of interest to Canadian customers, we would be glad to receive samples and quotations.

Please include in your quotation full information on packing, quantities and shipping weights, as well as prices, terms and probable delivery dates.

We are one of the leading importers of toys in this country and are therefore very much interested in learning if you are prepared to grant us the sole agency for your products in Canada. There is a considerable demand for German toys here, and we are convinced that good business could be developed.

Yours very truly,

 

II. Another Inquiry for German Toys

Dear Sirs,

We are looking for a reliable supplier of mechanical toys in Germany.

Your firm has been recommended to us as one of the leading manufacturers of these articles, and we should be glad if you would send us your catalogue together with quotations for large quantities. Please also state your terms of payment and the earliest delivery dates.

The following firms will be glad to furnish information as to our financial standing and reputation:

…

…

We hope that you will facilitate business by quoting your keenest prices.

Yours faithfully,

III. Inquiry for Air Compressors and Concrete Mixers

HENRY CHAPMAN & COMPANY LIMITED

NORTH CIRCULAR ROAD, LONDON, N.W.2

Telephone: GLAdstone 2266

Telegrams: Chapco, London 5th February, 19…

Your Ref.

Our A/. HE/NJ

Firma Greimel & Sohne

46 Dortmund

Ruhrstrasse 267

W. Germany

 

Dear Sirs,

We have received an inquiry from International Trading Company Tehran, Iran.

Their main activity is participation in government tenders and they enjoy good relations with most government purchasing organizations.

They would like to receive your offers and descriptive literature regarding the following:

15 two-wheel trailer unit air compressors providing approximately 60 bhp and controlled by pneumatic speed governor

20 tilting drum concrete mixers with a capacity of approximately 3 cu.ft.

Their local reference is the Iran Credit Bank, Tehran. Foreign references may be obtained from Messrs. Holmes Bros., 611 Theobald's Road, London W.C.I, and Corram Engineering Works Ltd., Edinburgh.

We trust that you will be able to quote these clients of ours and protect our interests by crediting us with any business which may be received from them.

Yours faithfully,

HENRY CHAPMAN & COMPANY LIMITED

Harold Ellison,

Sales Manager

II. Offers

Replies to Inquiries—Offers and Sales Letters

Replies to Inquiries

Every inquiry holds the promise of future business and should therefore be answered promptly. In his reply to an inquiry, the supplier gives the desired information, sends the price list, catalogue, etc. that the prospective customer asked for, or submits a detailed offer.

If a delay in answering the inquiry is inevitable, the seller should send a brief acknowledgment to inform the prospect that his inquiry is receiving attention. Sometimes the seller has to ask for additional information before he can answer the inquiry. Should it be necessary to refer the inquiry to an agent or distributor, both the inquirer and the agent or distributor are notified.

If the supplier is unable to quote, he should inform the inquirer immediately, suggesting, if possible, other sources of supply from which the latter is likely to obtain the goods he requires.

 

Offers

By submitting an offer, the seller declares his willingness to sell certain goods at certain prices and on certain terms. The price at which the seller offers the goods, and the offer containing the price, are called quotations. Quotations are sometimes made in the form of a pro-forma invoice.

Offers may be submitted in answer to an inquiry (solicited offers), or without an inquiry having been made (unsolicited or voluntary offers).

A complete offer should cover the following points:

1. Nature and quality of the goods offered.

2. Quantity.

3. Prices and discounts (if discounts are granted).

4. Delivery period.

5. Terms of delivery.

6. Terms of payment.

If necessary, the offer is supplemented by printed material, illustrations, samples or patterns. An order form may be enclosed for the customer's convenience in ordering. Should the offer fail to produce a response, follow-up letters may be sent.

Sales Letters

Sales letters are usually unsolicited. They do not necessarily ask for orders; their purpose may be to produce inquiries, to prepare the ground for the representative, or to build goodwill.

Sales letters may be personal letters or duplicated letters (circulars) distributed to a large number of private individuals or firms.

Specimen Letters

I. Reply to Inquiry for Belt Conveyors

G. HUNTER (LONDON) LIMITED.

 

DIRECTORS: DENNIS J. HUNTER - E. J. HUNTER - G. J. HUNTER

Makers Of Mechanical Handling Equipment

L. C. Morrow Ltd.,

399 Regent Street, Nottingham. MAIN WORKS

GUMLEY ROAD, GRAYS ESSEX

TELEPHONES: GRAYS THURROCK 5155 (10 lines)

TELEGRAMS: HUNTER GRAYS

` 4th August, 19…

 

Dear Sirs,

We thank you for your inquiry concerning our 'Europa' Belt Conveyors.

This new range of light portable Conveyors has been specifically designed by G. Hunter (London) Limited to meet the need for a simple and inexpensive Conveyor. Production costs have been kept to a minimum by limiting the range of sizes and by employing a novel, robust type of construction. The result is a Conveyor, called the 'Europa', which can be wheeled out into the yard by one man. The boom of the Conveyor consists basically of a rigid, rectangular, hollow section which also houses the self-lubricating ball bearings, thus achieving simple, strong construction with clean lines. These Conveyors can be used for very steep angles and are highly suitable for loading lorries with, say, parcels up to 50 Ibs. The 'Europa' is ideal for Grocers, Warehouses, Distributors and Retailers. It gives you speed, with positive grip, at the very reasonable price of £217.

In addition we are also manufacturing a stationary version of the 'Europa' mounted on adjustable legs, and a 'Low-Loader' model mounted on front and rear castors.

If you require any further information, please do not hesitate to contact us.

Yours faithfully,

G. HUNTER (LONDON) LIMITED,

 

Sales Department.

DJH/rw

 

II. Unsolicited Offer of Tools

Gentlemen:

The German Consul General in this city has given us your name as one of the leading importers of power tools. We understand that you are mainly interested in electric drills.

As export agents for the Standard Tool Company, we can make you a very favorable offer:

1/2-inch Drill, 1/2 HP—$23.00 each

1/4-inch Drill, 1/5 HP—$14.00 each

We enclose illustrated literature on these drills, which can also be used as sanders and polishers.

The prices stated above are net, C.I.F. Hamburg, and include export packing. Shipment can be effected within two to three weeks after receipt of order. Our terms are cash against documents, or 2 % discount if an irrevocable letter of credit is opened through a New York bank.

This offer is subject to confirmation.

Under separate cover we are sending you our latest catalogue, which will give you full information on the complete range of power tools handled by us.

We look forward to the pleasure of serving you and assure you that your orders will have our best attention.

Yours very truly,

 

Encl.

 

III. Sales Letter

THE FINANCIAL TIMES

Incorporating THE FINANCIAL NEWS

Telephone Bracken House

City 8000 Cannon Street

Telegrams London, U.C.4

Finantimo, London, Telex

LFS/GS 26th October, 19...

Dear Sir,

Although you must surely know THE FINANCIAL TIMES, you may not know it as a regular daily reader. Yet it is for European business leaders such as yourself that the regular reading of THE FINANCIAL TIMES can be of most value. It will equip you with the extra knowledge on British and international matters which you require as a supplement to your own national press reading.

The enclosed brochure will give you some idea of the kind of paper we are publishing, but nothing can take the place of handling the paper in your office, or your own home, and judging its usefulness to YOU solely on its merits, over a period. This is what we would like you to do, at our expense, and without the slightest obligation on your part. Please complete the enclosed postcard and return it to us and we will do the rest.

We will be really disappointed if you cannot see your way to co-operate with us by affording us the very real pleasure of sending you a complimentary copy of THE FINANCIAL TIMES for two weeks.

Yours faithfully,

For THE FINANCIAL TIMES,

 

Leonard F. Shapland,

CIRCULATION MANAGER.

 

P. S. There will be others in your office who will benefit - not least in their knowledge of Commercial English usage - by reading our newspaper day by day.

 

Ill. Orders

Replies to Offers—Orders

Replies to Offers

When a prospective buyer receives an offer, he will examine it carefully and perhaps compare it with offers from other suppliers. If the terms of the offer suit him, he will place an order. An order following a firm offer, provided it is placed on time and constitutes an unqualified acceptance of the offer, results in a contract. If the offer was made without engagement, there is no contract unless buyer's order is accepted by the seller.

Sometimes certain points in the offer have to be clarified or additional information has to be obtained from the supplier before the buyer can place an order. (By making his offer clear and complete, the supplier can save his customer and himself time and trouble.)

If the buyer cannot make use of the offer, he should, as a matter of politeness, inform the seller of his refusal.

Perhaps the buyer is interested in the goods offered, but does not agree to the prices or terms proposed by the seller. In such cases he may try to obtain concessions from the supplier or make a counter-offer. When the supplier receives a counter-offer, he must decide whether or not he wants to accept it.

 

Orders

Orders are placed either in response to an offer, as mentioned above, or on the buyer's own initiative, without a preceding offer. In the latter case, the buyer declares that he is prepared to buy certain goods if they can be supplied at the prices and on the terms stated.

The order which opens business between two firms is called the first order or initial order. Orders for goods previously bought from the same firm are repeat orders or re-orders. A trial order is an order for a small quantity for testing purposes, which is followed by a larger order if the buyer is satisfied with the quality of the goods, or if he finds that there is a market for them. Advance orders are placed in advance of the time when delivery is desired. A standing order is an arrangement with the supplier, according to which the supplier delivers goods in specified quantities at certain intervals until further notice.

Specimen Letters

I. Request for a Sample

Dear Sirs,

Thank you for your letter dated 18th June regarding your DECO Glue for Plastics.

Before making a decision as to whether we should place an order for a quantity, I should be pleased if you could arrange for a sample to be sent to me in order that we may test the suitability of the glue for the application we have in mind.

Yours faithfully,