Letter of Inquiry

TYPES OF BUSINESS LETTERS

ENQUIRY
In the opening tell your supplier what kind of organization you are; if applicable,
state the references.
You can ask for catalogues, price lists, brochures, samples, patterns and
demonstrations; point out any particular items you are interested in.
When asking for goods or services, be specific and state exactly what you want.
Quote the reference (catalogue, brochure, advertisement).
A company may write circular letters to several suppliers, inviting offers to do a
certain job or supply a certain item.
The closing of an enquiry is usually a simple »thank you«. You may mention
that a prompt reply would be appreciated or indicate further business.

QUOTATION - Ponudba
In the quotation, the following subjects should be covered:
a) Prices: say if the price includes the costs of transport, insurance and
purchase tax , e.g. VAT (gross price) or none of them (net price);
state if the price is firm or subject to change.
b) Transport and insurance costs: state the terms exactly, so that the
customer knows which price was stated to him.
c) Discounts: state the possible discounts – trade discounts to sellers in
similar trades, quantity discounts, cash discounts, loyalty discounts.
d) Methods of payment: require or suggest the method of payment, e.g.
letter of credit, bill of exchange.
e) Delivery date: confirm the proposed delivery date or suggest an
alternative date which you will be able to meet.
ORDER - Naročanje
Orders are usually written on a company's official order form, accompanied
by a covering letter where the following points should be mentioned:
a) In the opening mention that an order is enclosed;
b) confirm the terms of payment;
c) confirm the agreed discounts;
d) confirm the delivery date;
e) advise the company on how you want the goods packed and sent;
f) close with a promise for further orders.

COMPLAINT
A letter must be used for large and more serious complaints whereas a fax or an
e-mail may suffice for minor ones.
Write the complaint as soon as you notice the mistake.
The letter of complaint should include the following items:
a) state the mistake; it should be explained politely;
b) if you think you know how the mistake was made, politely point this
out to your supplier
c) if you know how the mistake could be corrected, let your supplier
know.