An inquiry is a request for informationon goods. When business people intend to import a product, they send out aninquiry to an exporter. It may ask for a quotation or an offer for the goodsthey wish to buy or simply request for some general information regarding thesegoods. An inquiry can be made by written correspondence,such as a letter, telegram, telex, fax, e-mail or verbally by talk in person.
Inquiries fromregular customers may be very simple in content, in which only the name and/orspecifications of the commodity will be mentioned. Other inquiries may includegreat details such as the name of the commodity, quality, specifications,quantity, terms of price, terms of payment, time of shipment, packing method,etc. required by the buyer so as to enable the seller to make proper offers.
2. The Reply to an Inquiry
Aninquiry received from abroad must be answered fully and promptly.
Thereply to an inquiry can be regarded as an OFFER if you state all the terms andconditions as requested. (Detais as per Unit 5)
Ifthere is no stock available for the time being, you should acknowledge theinquiry at once, explaining the situation and assuring that you will reply toit once a supply becomes available. If the inquiry is from an old customer,express how much you appreciate it. If it is from a new customer, say you areglad to receive it and express the hope of a future business relationship. In aword, the reply to an inquiry should be prompt and courteous and cover all theinformation asked for.
3. Categories of Inquiries
1) General Inquiries: If the importerswant to have a general idea of the commodity, which the exporter is in aposition to supply, they may make a request for a pricelist, a catalogue,samples and other terms. This is a general inquiry. Generally, it is also afirst inquiry without first writing a letter to establish business relations
2) Specific Inquiries: If theimporters intend to purchase goods of a certain specification, they may ask theexporter to make an offer or a quotation for specific goods. That is an specificinquiry.
4．The Main Contents of a Letter for Inquiry
1) General inquiry
A general inquiryusually includes the following contents:
a.Telling addressees the source of information and making a briefself-introduction
b.Indicating the intention of writing the letter, i.e. to ask for a catalogue,samples or a pricelist.
c. Stating the possibility ofplacing an order and expectation of an offer
2) Specific Inquiry
A specific inquiryusually includes the following contents:
a.Indicating the names and descriptions of the goods inquired for, includingspecifications, quantity, etc.
b. Askingwhether there is a possibility of giving a special discount and what terms ofpayment and time of delivery you would expect.
c. Stating the possibility ofplacing an order and expectation of an offer.