Section I Introduction

In international trade, enquiry plays a very important role both in import and export negotiation. An enquiry is the first real step in business, usually made by the buyers without engagement to get information about the goods to be ordered, such as price, catalogue, delivery date and other terms. Enquiries may be either dispatched by mail, cable, telex, fax, or handed to the suppliers through personal contract.

1．Classification of Enquiry

Enquiry is the beginning of trade negotiations. If a buyer only asks for catalogue or price list or sample, it is a general enquiry. On the other hand, if the buyer likes to know more information about certain good in addition to the above details, they will ask the seller to quote for it and state usual payment terms and delivery date, then it will be a specific enquiry.

Besides general enquiry and specific enquiry, there is another special enquiry—status enquiry. Status enquiries are those written communications in which traders request information concerning the financial position, credit, reputation, and business methods of other firms. In business, it is of the utmost importance to obtain all the information possible respecting the firm one is about to enter into relations with.

There are various ways of obtaining such information. Instead of applying to a business friend, traders sometimes apply to banks, chambers of commerce, or enquiry agencies. The information obtained from a bank or from a chamber of commerce is generally most reliable. However, a bank will not give information direct to an unknown trader unless the enquiry is from one of its fellow banks. Therefore, when taking up a bank reference, the trader must do so through his own opening bank.

2．Requirements for Writing

When making an enquiry, please keep your letter short and to the point: say what needs to be said and then stop. An enquiry must be acknowledged in terms that establish good will if an immediate sale is not possible. If it is from an old customer, say how much you appreciate it; if it is from a new customer, say you are glad to receive it and express the hope of keeping up friendly business relationship. So an enquiry should involve in the following points:

(1)Thanks for their willingness to do business with you;

(2) Make enquiry depending on your needs in detail or simply. That is to say, ask for quotation, catalogue, price list or sample etc, and even ask for payment terms;

(3)Ask for best price terms;

(4)Wish early favorable reply.

When answering an enquiry, a reply to an enquiry should:

(1)Confirm receipt of the enquiry;

(2)Make reply or take action as requested;

(3)Promote your product simply;

(4)Express your hope for early order.

Letters enquiring status are more or less stereotyped. Some large firms make their enquiries on specially printed forms containing the questions they would like to have answered.

Status enquiries are generally headed“Confidential”or“Private and Confidential”. These words are also written on the envelope.