Page 195 - DENG102_COMMUNICATION_SKILLS_II

Communication Skills-II

notes 10. The end seeks to maintain good business relations with the reader by suggesting to her/
him an alternative course of action or a better deal in future.

self assessment

State whether the following statements are true or false:
11. The purpose of cancellation letter is to write about the “no” information while producing
the minimum disappointment.

12. In a cancellation letter, we should always mention the facts and reasons for refusal.

13.4 enquiry letters

The most common letters in business are buyers’ enquiries about goods and services and sellers’
replies giving information and quotations. Enquiries generally figure in the first category of letters
sent by an organization or an individual. They are, first and foremost, information-seeking letters.
The writer may however, also give valuable information about himself or the organization, his
or the organization’s requirements, expectations etc. In this way, a letter of enquiry triggers off a
two-way communication or information exchange process.
When, for example, a buyer seeks information about the price, quantity, availability of goods to
be purchased or about the terms and conditions of sale, he sends a letter of enquiry to the seller.
In such a letter, direct approach is used to save time. The letter is short and it is possible that
formalities will not be required.

13.4.1 Writing letter of enquiry

A letter of enquiry is ideally a direct approach letter. It should, therefore, be straightforward,
courteous and to the point. Special care must be taken about the opening that sets the tone of
urgency or the need for information and the close of the letter that shows the writer’s expectation
of a quick response.

1. To ask for information, one can begin with a question like:
Could you give us the following information?
Or sentences like:
Please send us the following information:
Or
I would appreciate receiving the following information from you:

2. Indicate the purpose for which the information is needed. In some fields, the information
is very vast and only some of it, is needed by different users.
For example, a dealer in kitchen accessories will be able to give useful information and
a quotation only when he knows the buyer’s specific need. The letter may begin with an
explanation of the need.

(a) We intend to set up a vast kitchen for our hotel. The area of the kitchen measures 8*7
meters.
(b) We are setting up a huge manufacturing unit of plastic goods. We wish to enquire
about the plastic manufacturing machines which you sell.
A series of direct questions may follow this opening paragraph.

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