Unit 7: Letters of Inquiry

Student’s

Copy

Tutorial Activity 7.1: Document for Analysis and Revision

Directions:

Read the following document; then (1) analyze the strengths and weaknesses of the document and (2) rewrite the following memo in order to gain the desired response. Your written memo should demonstrate your ability to:

  • Write with clarity and conciseness
  • Use the “you” approach
  • Use a positive approach
  • Cover the subject completely
  • Use appropriate and correct memo format
  • Organize ideas well

Supply any additional details you think are necessary.

TO:All plant managers
FROM:Assistant director
RE:What is need for the annual Division Report
DATE:10 August 200-
I need information from all you plant managers immediately to prepare the Annual Division Report. What I want is the major accomplishments of you plant during the year, what major problems you’ve got next year, do you have any objectives for next year and what about last year? How are you going to actuate them. I also want to be informed about organization planning, community relations, quality control, health and safety, personal management and cost of operation. I have the expectancy that this information will be organized in such a manner so it can be put strait in my report. So make sure everyone proofread it and get all the grammar and spelling tight for once. And I want you also to write about anything else I might think is important. Make sure get it the right length and in on time as I do not have any time to waist. This report has got to be positive to show that we act as a team.

Supplementary Reading

Supplementary Reading7.1: Letters of Inquiry

When writing a letter of Inquiry, you should be able to answer the following two questions:

What exactly does the writer want?

Why does the writer want it?

1.State the purpose of your letter or fax

Ask the main question

Be clear and unambiguous

If many questions, itemize them

2.Explain why you need the information and how you intend to use it.

Give background information – if old/new client

Give reason(s) for the Inquiry

3.Give an exact description of what you want

Be clear and precise

Provide codes or where you receive the information, if possible

  1. Explain what you want the reader to do

Be clear and precise

  1. State the terms/methods of payment, discount etc you expect

Be clear and precise

6.Thank the reader by saying something optimistic/about the future and request an early reply

Source: Adapted by NML from Business Writing for Hong Kong by G.T. Bilbow

Supplementary Reading7.2: Replies to Letters of Inquiry[1]

Most letters of Inquiry request one of the following things:

a)Documents and discount information;b)Advice;

c)A Visit/Service;d)A quotation.

Regardless of the type of Inquiry, letters in reply have a similar structure and nearly always have three main paragraphs which may vary in length depending on the Inquiry.

Language Input

PARAGRAPH 1:

Acknowledge the Inquiry – refer to Inquiry date – summarize request

Thank you for your letter of (date)enquiring / asking about…

concerning…

in connection with…

requesting (information) about…

PARAGRAPH 2

  1. Repeat the query as briefly as possible.
  2. Answer the question as fully as possible & anticipate future queries.
  3. Include all the necessary information as briefly as possible.
  4. Arrange the information so that it can be easily understood

-use sub-headings; sub-paragraphs; numbering etc

e.g. first, second, third; A,B,C; a, b, c; I, II, III; i, ii, iii.

(See the next page for expressions commonly used in the different types of reply)

PARAGRAPH 3 / FINAL PARAGRAPH:

  1. Express the hope that the information given will be useful.

I hope the information enclosed will prove useful to you.

I hope the quotation will be acceptable to you.

  1. Express the desire to hear from the reader soon.

I look forward to receiving your confirmation of…

  1. Invite the reader to make further enquiries.

I/We look forward to hearing from you again in the near future.

Please do not hesitate to contact me again if I can help you again.

Supplementary Reading7.2: Replies to Letters of Inquiry (page 2)

Some common expressions to use in PARAGRAPH 2

A)Replies to requests for documentation:

  1. State what you are enclosing and offer more help if needed

We enclose / are pleased to enclose the catalogue you requested.

  1. Point out certain features of interest if necessary

As you can see on page 2,we specialize not only in personal assurance plans but also group policies.

B)Replies to requests for advice:

  1. Say what you think might be the problem by using the modal verbs CAN, COULD, MIGHT, WOULD

Your photocopier may be jamming because the paper might be damp.

Damp paper can/would cause the photocopier to jam.

  1. Advise on how to avoid th problem – conditional sentences using the modal verbs MUST, SHOULD, OUGHT TO

In order to avoid this problem, you should store the paper in a dry place.

You ought to ensure the paper is kept dry by storing it somewhere dry.

C) Replies to requests for services:

  1. If a request for a visit / demonstration

Would it be convenient for our representative to visit your office on Monday 7 July at10:00am?

If you wish, you can visit us any time between9:00am and 5:30pm.

  1. State discount terms

We offer a 10% discount on sales over HK$30,000.

We can give a 5% discount on payment within 30 days.

D)Replies to requests for quotations:

  1. Give full details – say what the price includes

…price includes all packing and carriage costs, but excludes insurance.

  1. Say how long the quotation is valid for

The quotation is valid for two weeks from today.

This quotation is subject to acceptance within two weeks.

  1. Say when delivery will be

Delivery will be within two weeks of receipt of a firm order.

Source: Adapted from NML from Business Writing for Hong Kong by G.T. Bilbow.

EN3165/ Essential English Communication Skills for Business

[1] Adapted by NML from Business Writing for Hong Kong by G.T. Bilbow