Comercio Internacional

LETERS OF ENQUIRY describe what the writer wants and why. The more unusual the request, the more convincing the reason needs to be.


Subject Heading

This should inform the reader that this is an enquiry or request; e.g.

• Enquiry about Textbooks
• Request for Brochure
• Query about Website
• Question regarding Product Components

First Paragraph

This should tell the reader what you want; e.g.

• Please send me... (for things that the organisation offers to send)
• I would be grateful if you could tell me... (for things that are not normally offered)
• I am writing to enquire whether... (to see if something is possible)
• I would especially like to know... ( + a more detailed request)
• Could you also... ( + an additional enquiry or request)

Second Paragraph

This paragraph tells the reader why you are contacting his or her organisation, and gives further details of the enquiry.
There are two reasons why you may contact an organisation:

1. you have contacted this organisation before, and want to again.
2. you have not contacted this organisation before, but you have heard about them. You should describe from where, such as from an advert or a recommendation; e.g.
   • I saw your advert in the HK Daily on Friday, 16 September 2016.
   • Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics.

Final Paragraph

This paragraph should contain a polite expression and/or an expression of thanks to the reader. The degree of politeness (and therefore the length), depends on how unusual or difficult your request is. Possible language includes:

• Thanks. (For a very informal and normal enquiry or request)
• I look forward to hearing from you.
• I am looking forward to hearing from you.
• Thank you for your assistance.
• Thank you very much for your kind assistance.
• I appreciate that this is an unusual request, but I would be very grateful for any help you could provide. I look forward to hearing from you.
If you think the reader might have further questions, you can suggest that he or she contact you; e.g. 'If you have any questions, please do not hesitate to contact me'.

Example letters and practice

REPLY TO A LETTER OF ENQUIRY
Acknowledging receipt of an enquiry/request
- Thank you for your letter of … regarding / concerning / in connection with …
- I refer to your enquiry about / relating to …
- I have received your letter of … requesting information about …

Explaining action taken as a consequence of the enquiry
- I have (reviewed our available stock) …
- We held a meeting on 21 January to discuss possible solutions.
- I have checked/looked into/investigated (the possible approaches) …

Making suggestions / justifying recommendations / pointing out pros and cons / hedging 
- The best choice would be … since …
- I highly recommend … as / due to the fact that …
- … would probably be more suitable because …
- … seems to suit you better although …
- Perhaps you should choose … even though …
- I suggest that you (should) choose …
- I recommend this item since …
- In view of the fact that …, I would strongly recommend … as …

Apologising and rejecting proposals
- While I appreciate your firm’s need for this information, I regret that …
- It will not be possible to … for legal reasons. We are bound to …
- Your proposal is of interest to us, and we have had consultations about it.
- However, we feel that it will not be in our interests to … for reasons of (privacy).
- We are concerned that …

Stipulating action requested or to be taken
- We shall arrange for … by …at the latest.
- I shall see to it that …
- Our company will arrange for …

Establishing goodwill and suggesting contact
- I hope this suggestion/information will be useful to you.
- I hope this information will prove useful to you.
- I hope that this information will help you to make decisions on your order.
- I look forward to hearing from you.
- I look forward to receiving your confirmation of …
- I look forward to doing business with your company in the future …
- Please feel free to contact me again if you have any further queries on …
- Do contact me on 27615432 if you need further information.
- Please do not hesitate to contact me on 27615432 if I can be of further assistance.

Example letters AND PRACTICE