Enquiries and offers

Seminar exercises

1. Give synonyms of:

affair to decide

discount to enquire

goods to specify

shipment to state

simply to stress

2. Give antonyms of:

above to agree

bottom to deny

complex to employ

employee to end

sender to open

3. Choose the right one:

1. Before you seal and send your letter, make sure to ________ it.
punctuation / proofread/ sensitive / transition

2. As soon as your certified letter reaches the ___________ you will be notified.
recipient / margin / logo / salutation

3. Choose __________ if you want to put the date and closing in the centre of the page.

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 justified / modified block format / block format / spelling

4. Set off the list of "Do's and Don'ts" by using ___________.

body / letterhead / bullets / formal

5. The envelope indicated that there was ________, but in fact there was only a letter inside.
an enclosure / a sender / a salutation / an indent

6. The ___________ of the first paragraph was optimistic, so I wasn't expecting the bad news
in the middle.
tone / active voice / direct mail / punctuation

7. I decided not to interview her, because her cover letter contained very poor __________.
grammar / block format / single spacing / on arrival notation

8. The _________ about the meeting was posted on the bulletin board for everyone to read.
memo / heading / sender / junk mail

9. Our address and phone number are shown on our __________ .

letterhead / snail mail / postage / salutation

10. In block text format, you do not _____________ each paragraph.

indent / transition / punctuation / margin

4. Complete this letter of enquiry. Decide to use a, the or no article at all, in blank spaces.

Thank you for your letter giving us details of … products we enquired about.

… main item we are interested in is tubeless tires listed in catalogue under … heading TT55.
As we are building … fancy cars, we think … products like … one listed, might be … best for
our purposes.

Please let us know what your terms of … trade are. Could you also tell us if you are able to
offer … trade and … quantity discounts on … price for … large order? We would also be
grateful for …. samples of all materials used in … manufacturing of your products.

5. Match this words with their definitions:

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 1. catalogue a. details of conditions of sale

2. trade discount b. price reduction to a company in the same

business
3. order c. a small amount of something offered free

4. quantity discount d. book giving details of items for sale

5. sample e. request from a customer to supply goods

6. terms of trade f. price reduction for a large order

7. subsidiary g. deliver

8. enclosure h. branch

9. receiver i. addressee

10 send out j. documents included in the envelope

6. There are no capitals, punctuation, or paragraphs in this fax from a building company to a
designer and manufacturer of kitchen units. Write out the fax correctly, dividing the body
into four paragraphs.
To: ms doreen french
From: terry spalding household installations ltd
Fax no: 0158235171
Subject: kitchen units
Date: 3 april 20..
Page/s: 2

dear ms french
thank you for your letter and the enclosed catalogue giving details of your kitchen units the
main item we are interested in is the unit on page 22 it appears to meet all our specifications
for the apartment block i described in my letter i am sending herewith a plan of a typical
apartment which gives the exact dimensions before placing a firm order we would need
samples of all materials used in the manufacture of the units could you please confirm that you
guarantee all your products for two years against normal wear and tear i would also be grateful
for details of your terms regarding payment and of any trade and quantity discounts if the price
and quality of your products are satisfactory we will place further orders as we have several
projects at the planning stage

yours sincerely
terry spalding
purchasing manager

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7. Make words from the jumbled letters and match them with the definitions below.
a UEAGTOCLA b METIESAT c ERENTD d ETSMCOUR
e LAOEEHSLWR f WOSORHOM g IDISYUSRAB
h POSSUTCREP i ELSA RO ETRRNU j NATYUTQI DSNUOTCI
a. Company that is partly owned by a larger one.
b. Person who buys goods or services from a shop or company.
c. Money taken off the usual selling price of goods when the buyer is purchasing a large
amount.
d. Place where a company demonstrates its products.
e. Publication giving details of goods or services offered by a company.
f. Price given for work to be done.
g. Written estimate, usually for a large job such as building a factory.
h. Publication giving details about a school or college.
i. Person or company that buys goods from manufacturers and sells them to retailers.
j. Term used when a supplier agrees to buy back unsold goods.

8. John Phillips is telling his PA to write various letters. Change his instructions into an
acceptable form for business correspondence. Each sentence has been started for you.

Example: John Phillips: 'Ask them for a cash discount' Could you ...
PA writes: Could you offer us a cash discount?

a. ‘Tell Rockfords that the consignment must be delivered before the end of September.'
It is essential ___________________________________________.
b. 'Ask Schmidt to send us their catalogue and a price list.'
Could you ________________________________________.
c. 'We're going to give them a big order, so find out if they allow quantity discounts.'
As we intend to place a substantial ______________________________.
d. 'If they can't deliver the goods before Friday, tell Larousse to email us.' Please could
you ______________________________________.
e. 'It would be a lot of help if they could send some samples.'
We would appreciate ________________________________________.
f. 'Say that we'd like Andover to send someone here to give us an estimate.' We would
be grateful if _____________________________________.
g. 'Say we'd like to see a demonstration of both models.'
We would be interested ______________________________________.
h. 'Find out if Weston's will let us have twenty units on approval.'

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 Would you be ___________________________________________.
i. 'Ask when he will let us have the cheque.'
I am writing to enquire ______________________________________.
j. 'Say our suppliers generally let us settle by monthly statement.'
As a rule _______________________________________________.

9. Complete the letter of enquiry with the following prepositions

in (x4) for (x2) to by with at of (x2)

Avda. San Antonio 501

80260 Bellaterra
Barcelona
Spain

12 October 20-
Admissions Department
International College
145-8 Regents Road
Falmer
Brighton BN1 9QN

Dear Sir / Madam

I am a single 23 year-old Spanish student _____________ the University ________ Barcelona
doing a Master’s Course _____________ Business Studies, and I intend to spend six months
__________ England, beginning ___________ January next year, preparing ___________ the
Cambridge First Certificate.
Your college was recommended ____________ me _____________ a fellow student and I
would like details ____________ your First Certificate courses, including fees and dates.
Could you also let me know if you can provide accommodation ___________ me
___________ Brighton ___________ an English family?
Thank you for your attention, and I look forward to hearing from you soon.
Yours faithfully

Maria Ortega

10. International College have replied to Maria Ortega's letter of enquiry and enclosed an
application form. Imagine that you are Maria. You have decided to take the First
Certificate course starting on 3 January and finishing on 26 June 20-. You are paying the
fees yourself, and today's date is 10 November 20-. Complete the form using the
information here and in Maria's letter.

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Student Application Form
International College · 145-8 Regents Road · Falmer · Brighton · BNl 9QN

APPLICANT
Family Name: _______________________
Other Names: ________________________
Title Mr / Mrs / Miss / Ms: ______________ Age: _______________________
Address: ________________________________________________________
Town / city: _______________________ Country: _______________________
Do you have a job or are you a student? ________________________________
Job title / Subject of study: __________________________________________
Name of business / university / college: ________________________________
Course applied for: ________________________________________________
Course dates: _____________________________________________________
Are you paying your own fees, or is your company paying for you? __________
________________________________________________________________
Will you find your own accommodation or do you want this to be arranged by the College?
________________________________________________________________
Please tick how you found out about International College:
Newspaper
Friend's recommendation
Through your university / college
Other sources _______________________________
Signature: ____________________ Date: ____________________

11. Give synonyms of:

cancelled to convince

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 considerably to enforce
initial to engage
interest to induce
stress to inspect

12. Give antonyms of:

carefully to attract
lightly to close
limited to doubt
refusal to purchase
separate to separate

13. Match these words with their definitions:

1. bargain a. order for payment

2. bulk purchase b. buying in large quantities
3. call on c. resist
4. demand d. potential
5. discount e. payment
6. draft f. at a price below its value
7. prospective g. advertising material
8. sales literature h. number of orders
9. settlement i. reduction in price
10. withstand j. to visit

14. Match the words in column A with the words in column B in order to make some
common phrases used at the end of letters.

A B
thank you my CV

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 I would be faithfully
I look in advance
I have enclosed sincerely
best regards
kind grateful if you could
yours wishes
yours forward to

15. Read the following letter and choose the most suitable words from the options in
brackets.

Dear Mr. Brown,

We were very pleased to receive your (correspondence / mail / enquiry) of 22 March, 2005,
asking about our leather and sheep skin (range / clothes / products) and terms of (dealing /
conditions / trade).

First, let me say that our (brand / label) is internationally famous, because of the quality of our
garments, and we are convinced they will sell very well through your (outlets / factories /
warehouses). We think you will agree with us when you look through the enclosed (manual /
catalogue / leaflet) and examine the (specimens / examples / samples) we are sending separately.

We will also allow (trade / cash / quantity) discounts for orders over € 10,000, and with the usual
trade references we can arrange for payment by 60-day (bill / letter / draft) of exchange.

Thank you once again for your enquiry, and we are sure you will be impressed by the (vast /
huge / wide) selection of our garments. If there are any further details you need, please contact
us.

Yours sincerely,
D.Popa
Dan Popa
Sales Director

16. Mr Chan has emailed Hubner GmbH, enquiring about some earth-moving equipment he
saw at a trade fair. In his reply, Hubner's Sales Director, Gustav Fest, refers to specific
questions asked by Mr Chan. Read Herr Fest's email and tick the items which Mr Chan
asked about.

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 a. How soon the goods can be delivered
b. Details of prices
c. Where the goods can be purchased
d. After-sales service
e. How the goods will be transported
f. Terms of payment
g. Quantity discounts
h. Cash discounts
i. Details of the range of goods available
j. Which bank will handle the transaction
k. Guarantees

Dear Mr Chan

Thank you for your enquiry of 16 August concerning our earth-moving equipment displayed at
the International Farm Machinery Fair in Bonn.

In answer to the specific questions in your email, first let me say we are willing to consider
substantial discount on orders over 300,000 Euro. All our machinery is guaranteed for three
years against normal use, and we have several agencies in your country with mechanics
trained to service all our products.

With regard to the terms of payment, which you mentioned, we would consider payment by
30-day bill of exchange, documents against acceptance, provided you could offer two referees.

I confirm that we can fulfil orders within three months, unless there are unusual specifications,
and you can buy equipment from us direct or through our agents in your country.

As requested, I am sending our current catalogue and price list to you by express mail. I think
you will find the equipment on pages 101-15 particularly interesting for the work you have in
mind. If you require any further information, please contact me.

Yours sincerely
Gustav Fest
Sales Director
Huebner GmbH

17. Here are some of the questions Mr Chan asked, but the words have been mixed up.
Rearrange the words so that the questions make sense and add the necessary capitals and
punctuation.
Example: offer / do / you / large / a / orders / discount / on
Do you offer a discount on large orders?

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 a. details / of / can / you / prices / please / me / send / your
b. after-sales / do / an / offer / you / service
c. guaranteed / are / for / how / goods / long / the
d. goods / can / how / delivered / soon / the / be
e. terms / what / payment / your / of / are
f. can / buy / where / the / I / goods
g. you / do / what / quantity / discounts / sort / offer / of
h. can / send / mail / please / your / by / me / you / express / catalogue

18. Make words from the jumbled letters and match them with the definitions below.
a TMINEROC b TEN RCIPE c RIGACREA ROFDRAW
d TNQOAOIUT e NREDU PATESRAE VREOC f SORSG IERPC
g LTAYOLY NUTCOSID

a. Condition of sale when the customer pays for the transport of the goods.
b. Internationally used term which indicates which price is being quoted to the
customer.
c. Price which does not include additional costs such as transport and insurance.
d. Amount taken off the usual price of goods when they are sold to a regular customer.
e. In a separate envelope or parcel.
f. Price which includes additional costs such as transport and insurance.
g. Price for work to be done or a service to be provided.

19. There are no capitals or paragraphs in this reply to a request for information. Write it out
correctly, adding the capitals, and dividing the body of the letter into four paragraphs.
dear mr russell

thank you for your phone call of thursday 4 march enquiring about hiring our delivery vans.
my colleague ms angela smith, who took the call, said you were mainly interested in 5-ton
vehicles like the 'tobor' so 1 am enclosing our booklet 'small truck hire' giving you details of
our charges. these also appear on our website at www.vanhire.co.uk. you will notice that the
summer months of june, july and august are the least expensive and that we offer a 20 per cent
discount on weekend hire starting saturday at 08.00 and ending sunday at 20.00. our main
offices in the uk are in london and birmingham, but we also have branches in france, germany
and italy. if you are thinking of hiring abroad you will find details on our website. please let
me know if I can be of further help.

yours sincerely
Michael Craddock
transport manager
van hire unlimited

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 20. Incoterms indicate which price the seller is quoting to the customer, for example DAF
(Delivered at frontier) means that the seller pays all delivery costs to the buyer's frontier,
but not import duty. Match the correct Incoterm to its explanation.

DDU (delivery duty unpaid) CFR (cost and freight) CIF (cost, insurance, and
freight) EXW (ex-works) FAS (free alongside ship)
FOB (free on board)

a. The buyer pays all delivery costs once the goods have left the seller's factory or
warehouse.
b. The seller pays all delivery costs to the port.
c. The seller pays all delivery costs, except for import duty, to a named destination.
d. The seller pays all delivery costs to a named destination, except for insurance.
e. The seller pays all delivery costs to when the goods are on board ship.
f. The seller pays all delivery costs to a named destination.

21. Look at the paragraph structure below for two emails: an enquiry (request for
information) and the reply. Then write the correct paragraph reference next to each
sentence (a-j).
Enquiry
1 How you got che contact.
2 Something about your company, and why you are writing.
3 General request for information.
4 Other specific/unusual questions.
5 Close, perhaps including a reference to future business.
Reply
1 Thanks, referring to the date.
2 Say what you are attaching.
3 Highlight one or two key points.
4 Answer any specific questions.
5 Close, saying you are ready to answer any other questions.

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a) We are a distributor of kitchen products in Hungary. We are interested in ... ______________
b) I am attaching our current catalogue and price list as a pdf file. ________________________
c) I look forward to an early reply, and am sure that there is a market for your products here in
Hungary. ________________________
d) Could you also provide details of your delivery times, and whether there is any minimum
order. ______________________
e) Thank you for your email of 4 June inquiring about our products. ______________________
f) You will note that our line of MagicMix food processors is on special offer. ______________
g) Please send us information about your product range, including a price list. ______________
h) We met last Thursday on your stand at the Munich Trade Fair. ________________________
i) If you need any further information, please do not hesitate to contact me. ________________
j) We dispatch the goods within 24 hours of a firm order, and for first-time customers our
minimum order is €5,000. _______________________

22. Put paragraphs (a-e ) in the emails below in the correct order. Section A will help you.

(a) We are a Turkish company exporting to the EU, and need a firm of lawyers in France to
represent us on some legal matters.
(b) In particular, we would like to know your experience in dealing with disputes between
companies involved in import/export.
(c) I am emailing you off your website, which I found through Google.
(d) An early reply would be greatly appreciated.
(e) We would be grateful for some information about the legal services that your firm offers.

Paragraph order: 1_____ 2 _______3 _________4_________ 5 _________

(a) We feel sure that we will be able to represent your interests here in France. May I suggest that
I call you at your convenience to discuss the matter further? Please let me know when would be a
convenient time. I look forward to hearing from you soon.
(b) Thank you for your email of 4 December asking for information about our legal services.
(c) You will also note that we have represented several Turkish companies, including one of
Turkey's major textile exporters. Naturally, our experience in this field includes resolving
contractual disputes.

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(d) You will see that we give a list of our recent clients, and that the list includes many well-
known company names.
(e) I am attaching a document that gives full details of the range of service we offer.

Paragraph order: 1_____ 2 _______3 _________4_________ 5 _________

23. Complete sentences 1-12 with the pairs of words from the box.
accept/quotation apologise/inconvenience assure/prompt attached/delay correct/amend
discount/repeat dispatched/firm first-time/pre-payment note/records processed/track
temporarily/stock would/grateful

1 Please return the _______________ form asap so that your order can be processed without any
_______________ .
2 We ____________be _____________ if you could supply bank references.
3 Our normal terms for _______________ customers are 50% ________________.
4 I have spoken to my line manager, and we are pleased to offer a small _______________ on
this occasion in the hope that it will lead to __________________ orders.
5 The goods will be _________________ 3 days from receipt of a _________________ order.
6 We _____________ you that your order will have our ______________ attention.
7 We _____________ your _____________. Please ship at the first available opportunity.
8 Your order has been ________________. You can ______________ shipping details on our
website.
9 We _______________ from our _______________ that payment of invoice 5718 is still
outstanding.
10 We are _______________ out of _________________ of this item, but we expect new
supplies shortly.
11 We ______________ for any ______________ which may have been caused.
12 The ________________ information is given below. Please _____________ your records
accordingly.
24. Underline the correct prepositions in each sentence.

1 Thank you for/about your interest in our products.

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 2 We are interested in/to purchasing 5,000 units.
3 Do you give discounts to/on an order of this size.
4 We will be happy to deal to/with any further questions.
5 Is it possible to buy the goods on/with credit.
6 We need these items until/by the end of October at the latest.
7 We need to reach agreement on/for this matter as soon as possible.
8 We have 20 items on/in order from you.
9 Thank you for your email about a possible order by/for our products.
10 In relation with/to discounts, our terms are 5% for an order over €10,000.
11 We offer a discount of/by 5%.
12 With regard to your request for/of 60 days credit, unfortunately we are not able to do this.
13 There are one or two things to clarify before going ahead/in front with an order.
14 Our company has been on/in the market for over forty years.
15 This product has been on/in the market for over a year.
16 We are prepared to compromise at/over the question of transport costs.
17 We can supply the items you require directly of/from stock.
18 The goods will leave our warehouse within/until 3 working days of a firm order.

1. Which of these are the most common type of business letters?

a) Letters of application
b) Letters of enquiry
c) Letters of order
d) Letters of adjustment

2. Which of these is not a type of letters of enquiry?

a) General enquiries
b) Personal enquiries
c) Sales related enquiries
d) Status enquiries

3. Which of these is not a letter of enquiry?

a) General enquiry
b) Status enquiry
c) Friendly enquiry
d) Sales related enquiry
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4. General enquiry letters do not result in any business return.
a) True
b) False

5. Sales related enquiries seek information regarding the business practice of enterprises.
a) True
b) False

6. Which of these seek information regarding purchase of a product?

a) General enquiry
b) Status enquiry
c) Sales related enquiry
d) Private enquiry

7. What is the best way to seek information regarding finance?

a) Schools
b) Banks
c) Shops
d) Post office

8. Which of these details is not required in a letter of enquiry?

a) Mode of packing
b) Mode of payment
c) Mode of transport
d) Age of owner

9. Where should the name and address of the firm writing the letter be mentioned in a letter of
enquiry?
a) Top left corner
b) Top right corner
c) Bottom left corner
d) Bottom right corner

10. Where should the courteous leave- taking be mentioned on a letter of enquiry?
a) Top left corner
b) Top right corner
c) Bottom left corner
d) Bottom right corner

Look at the presentation ‘Indirect Questions' beneath Activity 3 and fill in various missing words
in your enquiries
1) Could you tell me what the minimum order   .
2) I would like to know if   is a price of a unit.

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3) I would be grateful if   could give us a free quotation for replacement.
4) I am interested in finding out   you include in the range of your services.
5) I wonder if it would be possible   have discounts for retailers.
6) Could you let me know if you   send us a free proof garment.
7) I would like to know if   is a discount for bulk orders.
8) I would be grateful if you   organise European wide delivery.
9) I am interested in finding out   you could send us send us some extra stationery.
10) I wonder if it would be possible   check up   an order.
11) Could you let me know if you   send us some samples for inspection.
12) I would like to know whether   have some technical information about this
product.
13) I would be grateful if you could   us a complete illustrated catalogue.
14) I am interested in   out some information about your new models.
15) I wonder if it would be possible to   a copy of your latest price list.
16) Could you let me know what the cost for a batch of goods   .
17) I would like to know if you   only shops.
18) I would appreciate it if you could tell us   your methods of payment.
19) I am interested in finding out what your delivery terms   .
20) I wonder if it would be possible to   for a brochure.

1. Quotations are letters of enquiry.

a) True
b) False

2. Where is the name of the company inviting mentioned in an invitation of quotation?

a) Top left corner
b) Bottom left corner
c) Top right corner
d) Bottom right corner

3. Where is the name of the company which is invited mentioned?

a) Top left corner
b) Top right corner
c) Bottom left corner
d) Bottom right corner

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4. Where is the courteous leave-taking mentioned in an invitation of quotation?
a) Top left
b) Bottom right
c) Top right
d) Bottom left

5. Quotations are friendly letters.

a) True
b) False

6. A tender is advertised in ______

a) newspapers
b) business environment
c) domestic markets
d) sellers

7. Which of these is not mentioned in a tender?

a) Date
b) Notice number
c) Sign
d) Designation

8. Where is the designation of the authority giving the tender mentioned?

a) Top center
b) Bottom left
c) Bottom right
d) Top left

9. Where is the name of the organization mentioned in the tender?

a) Top left
b) Top center
c) Top right
d) Bottom center

10. Which of these is mentioned in a tender?

a) Notice number
b) Signature
c) Address of the tenderer
d) Courteous leave-taking

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