PHAM VAN DONG UNIVERSITY
FOREIGN LANGUAGES DEPARTMENT

ASSIGNMENT ON BUSINESS ENGLISH
TOPIC:

HOW TO MAKE AND RESPOND
INQUIRIES IN BUSINESS


CONTENTS
1. INTRODUCTION......................................................................................1
2. CONTENTS...............................................................................................2
2.1. What is Inquiery Letter...........................................................................2
2.1.1. Definition.............................................................................................2
2.1.2. Types....................................................................................................2
2.1.3. Components..........................................................................................2
2.1.4. Characteristics......................................................................................4
2.2. How to Make Inquieries..........................................................................4
2.2.1. Beginning.............................................................................................4
2.2.2. Examples..............................................................................................6
2.3. Inquieries Responses...............................................................................8
2.3.1. What is an inquiry response email and who is receiving it?................8
2.3.2. The recipient.........................................................................................8
2.3.3. Inquiry response email format with examples.....................................9
2.3.4. Business inquiry response sample......................................................13
3. CONSLUSION.........................................................................................15

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1. INTRODUCTION
Business English is a very interesting subject that introduces to learners
basics of using English in business, especially International trade. Amon all of
contents, our team was most impressed with topic of Inquiry Letter. Inquiry
letter in business is a type of letter used to exchange information about
products and services that customers need with suppliers. It is not difficult for
us to ask for information about a certain commodity; however, writing a letter
with correct format and standards is not easy. To know more about steps to
make and respond an inquiry, as well as how to ask and answer information in
the inquiry letter, the team choose the topic "How to Make and Respond
Inquiries in Business" to do this assignment.

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2. CONTENTS
2.1. What is Inquiery Letter
2.1.1. Definition:
Inquiry letters are written for the purpose of asking for something from the
recipient. Inquiries can be sent as a formal business letter (outside of your
company) or as an e-mail. Before sending your inquiry, you should be certain
that the information is not available through other means, such as the
company website.
2.1.2. Types:
There are three primary categories of inquiry letters:
a) Status inquiries are typically sent to request references or
recommendations.
b) Routine inquiries are letters written to an individual or company for
the purpose of gathering specific information.
c) Sales-related inquiries are written to a company or individual to obtain

information about a product or service and may be the first step of collecting
information for a report.
2.1.3. Components:
The structure of an inquiry letter includes the following mandatory
contents:
a) Introduction: The purpose of the introduction is to provide your
audience with the basic information of who, what, and why.
- Introduce yourself and where you are from.
- Provide a statement of purpose.
- Include some subtle flattery, but only if the purpose is not sales-related.
b) Body: The purpose of the body is to provide the recipient with the
inquiry-what you want from him or her and what you will do with that
information.

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- In a sales inquiry, you might include the dimensions of the product,
quality, price, availability, discount rates, return rate, service terms, or any
other pertinent information.
- If you are sending an inquiry for information, you will list no more
than five questions.
c) Conclusion: The conclusion functions to establish goodwill and
express gratitude.
- Thank the recipient for his or her time and consideration. You are not
thanking him or her in advance; instead, you are thanking him or her for the
time he or she has spent reading the letter and considering your inquiry.
- Include any permission you may need for quoting him or her in your
work (if you are seeking information).
- Provide your contact information: address, e-mail, phone number, etc.

Exmple: Inquiery Letter

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2.1.4. Characteristics:
The request for this letter is to be brief, clear, and focused on the key
information to be asked. Remember to put the company name at the top of the
letter (or use a pre-printed letterhead - letterhead - of your company n)
followed by the address of the company you want to send the letter to. Then
you leave 2 lines blank and then write the date. This part can also be offset to
the right.
When making an inquiry, you must adhere to the following guidelines:
- Write clearly and concisely.
- Be considerate and provide a sufficient timeline.
- Provide a route for a response, such as a self-addressed stamped
envelope (SASE).
2.2. How to Make Inquieries
2.2.1. Beginning:
a) Prologue:
- In British English, they use Dear Sir or Madam;
- In American EnglishDear, we use To Whom It May Concern – (very
formal as you do not know the person to whom you are writing).
After the initial greeting, we can start the letter with the following
sentence patterns:
- We are considering buying .../ purchasing.../ installing...
- We require firm immediate delivery...
- We are (description of your company) and are looking for a supplier of
... . Please could you send us details of ... as advertised in ...
- We are (description of your company) and are interested in purchasing

..../buying...Please could you send us your current price list and catalogue.
b) Hints for clues: You can use sentence patterns:
- We were given your name by...
- You were recommended to us by...
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- Our associates in ... speak highly of your product/services.
- Your firm has been recommended to us by...
- We understand from ... that you can supply ...
- We saw your stand at the ... Fair/Exhibition.
- We have seen your advertisement in ...
- Please forward details of ... as advertised in ...
- With reference to your advertisement (ad) in…
- Regarding your advertisement (ad) in …
- I have seen one of your safes in the office of a local firm and they
passed on your address to me.
- Your advertisement (Your article in the paper..) on… has come to our
attention.
c) Request catalogs, brochures, etc.:
After the clue, you use a comma and write:
- , would (Could) you please send me…
- Will you please send me a copy of your catalog and price list of......,
together with copies of any desscriptive leaflets that I could pass to
prospective customers .
- Please send me a copy of your current catalog. I am particularly
interested in safes suitable for a small office.
If we need more information, we can write:
- Will you please let us know your prices for .../ whether you could
supply

- Give us a quotation for ...
- Please send us

further details of...
your current price-list.
your export catalogue.
details of goods which

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delivered immediately.


can be

shipped immediately.
supplied from stock.

- Could you let us know what you allow for cash or trade discounts.
- We should appreciate it if you could let us know what discounts you
offer for large orders.
- Would you also forward details of packing and delivery charges as well
as terms of payment and discounts.
- Prompt delivery is essential and we would need your assurance that
you could meet all delivery dates.
- We should be grateful if you would forward any further information
you may be able to give us about...
- We can supply the usual trade references.
d) End of inquiry letter
Unlike regular letters, inquiry letters always require formality, so the

expressions we use must also show this formality. Here are a few sentences:
- We look forward to hearing from you as we should like to make a
decision as soon as possible.
- We should like to make a decision on this soon, so we should
appreciate an early reply.
- If the prices quoted are competitive, we shall be able to place regular
and substantial orders.
2.2.2. Examples:
Example 1: Inquiry in a textbook “The Effective Writer”

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Example 2: Inquiry in Computer

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2.3. Inquieries Responses
Nowadays, business collaboration is becoming more and more
important. However, the product’s quality or the terms of the sales are not the
only things you should pay attention to. Beside them, the way you respond to
your partner’s request also plays a big role in making a successful deal.
2.3.1. What is an inquiry response email and who is receiving it?
Inquiry emails are emails used to ask for information. We often use a
business inquiry email to ask a company to give more details about their
product or service. In case you need to know more, we also have a guide on
inquiry email.
So, an inquiry response is simply the email you write in response to an
inquiry you received earlier. Your main goal while writing them is to meet the

sender’s request. They may need you to provide information, set up a call or
send a sample product.
2.3.2. The recipient
The one you send your inquiry response to is surely the same person
who contacted you earlier. They are very likely to be your company’s future
customer or client.
The fact that they sent you an inquiry shown their interest in your
product or service. Hence, this is their first stage: get more information to
consider doing business with you.
When a company puts an inquiry into your mailbox, it means that you
are given a promising, valuable business opportunity. As they said, you never
know what the future may bring. This one single inquiry email can be the way
for your company to a new level of success.
So, you get it now. A poorly written inquiry response would be a
terrible threat. It can leave a bad impression and cause you to lose the chance.
That’s why you should treat each and every inquiry with care and respect.
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But you haven’t know how to write it yet? Follow our guide below on
how to reply to an inquiry email for the best response. It also comes with
plenty of useful phrases, examples, and notes!
2.3.3. Inquiry response email format with examples
a) Opening
Firstly, open your inquiry response with appreciation. You must always
remember this rule.
Show the potential partner your gratitude and thank them for their
interest in your product or service. There was this saying: Well begun is half
done. Likewise, giving your customer a pleasant feeling at first can help the
business go smoothly.

After that, mention their inquiry in the former email so that they know
the matter you discuss here.
So, here are some phrases you can use in the opening:


Thank you for your inquiry regarding our product or service.



Thank you for your interest in our product or service.



We would like to thank you for your letter inquiring about our

product.


We truly appreciate your letter asking for information about our

service.


It was a pleasure to receive your inquiry about the product of our

company
b) Body
Secondly, create a fairly useful body for your inquiry response.
Remember that the most important thing you need to do here is to provide the
information needed.

Don’t be complicated. Don’t make your customer wait. Go straight to
the main points. You should clarify the name and amount of information you

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are sending according to their request. Tell them how you send it as well:
attached in the mail, synthesized in a link below, etc.
Besides, you can give additional details if suitable. However, you need
to explain how it may be of use to them. Never send extra items for nothing.
You can find below some simple yet effective sentences to use in the
body part:


To provide requested items:

o

According to your inquiry, we have enclosed

o

In response to your inquiry, please find attached in this email

o

To answer your question, here are

o


To address your request, here are

o

We are pleased to satisfy your demand with the attached information.


.
.

.
.

To give additional stuff:

o

In addition to the information above, we also attached

.

o

Besides the given information, we also enclosed

o

In order to fully answer your request, we would like to give you some

.


further details.
o

There is some other information we believe may be useful to you.

o

You can find some relevant items below.
c) Closing
Finally, end your inquiry response in an open manner.
After providing the requested stuff, you should save some spaces for

future contact. Use a warm, fairly enthusiastic tone in this closing part. It
helps make the customer feel your hospitality while still remain comfortable.
Kindly suggest a call or a meeting if needed. Let them know you
welcome any request. Show them you are always ready to help in case they
have any problem. Don’t forget to mention your contact details as well, so
that they know where to find you.

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Last but not least, express your sincere hope for further discussion as
well as a partnership between the two companies. This will complete your
effective inquiry response.
Here are some classic, polite closures you can use for a response to an
inquiry:



Suggest a call/meeting:

o

I hope you are satisfied with the information above.

o

Hopefully, the information attached is sufficient for you.

o

We hope that the details mentioned were useful to you.

o

In case you would like to have more information, we are happy to

arrange a call and a meeting for our further discussion on this matter.
o

If necessary, we always welcome a call or a meeting at a convenient

time for you to understand more about our product/service.
o

We also look forward to welcoming you to our office for a better

understanding between us.


o

Show readiness to assist:

Should there be any further inquiries, please do not hesitate to contact

us.
o

If you require further information, feel free to contact me.

o

If you have any questions or need more details, we are always ready to

help.
o

It would be my pleasure to know how more can we assist you.

o

Thank you for your time and consideration. I look forward to hearing

from you soon.
o

We look forward to doing business with you in the future.
Besides the content, the way you present your email is also an


important factor. Focus on the etiquette to make sure you have a nicely
written email. It will show your professionalism and create a credible image
as well.
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d) Useful notes while writing an inquiry response
Besides the basic format, there are some crucial notes you should
remember while replying to an inquiry email:
- Understand the request precisely
After all, it doesn’t really matter what you write in your inquiry
response. The most important thing is that you are able to provide your
customer with the information they need.
That is the first and most vital priority for this email type. You must
send them the exact information. Wrong, insufficient, and useless data will
completely shut down your chance of doing business with them.
So, whenever you receive an inquiry, take your time and read it
thoroughly. After that, respond with the same carefulness. Understand what
they want, how they want it and send it to them.
You can also make a checklist of the requested items. It will help you
prepare the stuff as well as check the accuracy of your response later.
- Reply as soon as possible
Nobody wants to be kept waiting. Your customer, likewise, doesn’t.
You should give proper priority to your customer’s inquiry. If possible,
try to reply to them right after you read their email. The sooner you respond,
the more professional and the better impression they have for you.
Furthermore, this action also saves time for both you and your
customer. You can quickly get rid of another to-do task, while they don’t have
to wait too long!
- Know what you are sending

While replying to an inquiry, make sure you know first-hand what
information is in there. If the customer explained in detail the thing they want,
your response should assure to satisfy all their requests.
Many people tend to just attach the company’s brochure to the email
and then click ‘Send’. However, that is so careless. The brochure simply
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doesn’t have anything. That’s why checking the items you send is so, so
crucial. You need to know not only which information the brochure has, but
also which information it doesn’t have.
If the brochure didn’t mention the data your customer need, you can
insert it somewhere. If you don’t have the item, be honest, and tell them you
will send it later. (In this case, set an expected deadline. Don’t make them
wait.)
- Don’t overdo with added data
You tend to want to give your customer as much information as
possible. It’s easy to understand. However, the secret that creating an
effective inquiry response is nothing more than being right and enough.
Too much of information will just make them become excessive. Most
of the time, it will just leave your customer confused as well as irritated.
If you really want to add more, make sure you really understand the
customer’s request. Think carefully about what would truly be useful to them,
and attach these only. Nothing more, nothing less!
2.3.4. Business inquiry response sample
Finally, here we have a short inquiry response sample. This email is a
response to the inquiry email sample earlier.
You can use these samples to figure out how to reply to an inquiry
email properly:
Example: Inquiry letter for frozen mango puree product


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Subject: Re: M Company | Product inquiry: Frozen mango
puree Dear Ms. Vu,
First of all, we would like to express our thanks for your interest in our frozen
mango puree product.
Regarding your inquiry, we are happy to provide you our Frozen mango
puree product brochure and our Wholesale price list. Please note that the
brochure included all the information you asked for. Both items are attached
at the end of this email.
In addition to the items above, we have also enclosed a Frozen mango puree
catalog (presenting different types of mango available) and our Logistics
guidelines for this product. We believe that this will be of help to you.
We hope our response has satisfied your request. Should there be any
questions, please feel free to contact us. We look forward to hearing from
you.
Yours sincerely,
Mia Nguyen.
Sales Department | A Company.

So that is our guide on how to reply to an inquiry email in the most
effective way. Hopefully, this article can help you write a better response to
an inquiry. And furthermore, win greater partnership in your working life!

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3. CONSLUSION

Exchanging Information in International Trade includes on Making
Enquiries, and Answering enquiries. Both situations are very common in our
lives, so you should undertand some expressions clearly and use them
effectively. Whether composing a question or answer letter, we need to pay
attention to following issues:
1) Always be respectful in all matters: polite title, appropriate address,
formal words;
2) The content of the handwritten letter/email must be clear and
complete with the necessary ideas; 3) Don't force the sender to re-question the
problem, exchange long e-mails and the last, we should not reply to those
letters too late.
With the lack of knowledge, our group's presentation will still have
many shortcomings. We would like to receive more suggestions and help
from lecturer to improve this assignment. Thank you very much!

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REFERENCES
[1]. María Isabel Castro Cid; Enrique Montes; Helga Schier; Merrick Walter;
Suzanne McQuade, Business English, Living Language, 2005.
[2].

A

Guide

to

Professional


English,

Email

and

Commercial

Correspondence, AdrianWallwork, Italy, 2014.
Link Web:
[3].

/>
guide-to-professional-english/PXn2GKVl2xV

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