1. Introduction : When a firm receives an inquiry letters it is a chance to generate business. To convert this inquiry in to sale the person should answer the inquiry letter accurately, so that prospective customer is motivated to order promptly. The reply to inquiry letter should be prompt and it should cover all important points.
2. Explanation of reply to inquiry letters: Generally when a customer or trader wants to buy goods in bulk he writes inquiry letter to various traders. The reply to these letters are known as “reply to inquiry letters’. This letter is written to seller of our goods or the customer who has inquired about goods.
In case, new customers have written inquiry letters then reply to inquiry letter should be such that it attract the reader to our goods. Price list and catalouge should be attached therewith. If any discounts can be given then it should be mentioned which would help to get big orders. The trader places the order on the basis on reply to inquiry letter in such case reply letter acts as a sales representative of the firm. The language of reply letter should be courteous and it should have complete information. If needed sample of goods should also be sent and demonstration can be shown should be mentioned if needed. The special note should be written which says that the customer would be benefited from the product or service.
3. The points to be considered while writing reply to inquiry letters:
(1) To be grateful : At first, the seller should thank the customer for showing interest in his product or goods. Considering him as your future customer this letter should be written with ‘You attitude.’
(2) Prompt reply : The reply to inquiry letter should be prompt. Even if the seller is unable to send the goods, he should give prompt reply to the customer showing the reason of his inability to do so. This will create good impression in the mind of the customer.
(3) Mention Reference: Reference number and the date of the inquiry letter should be mentioned in the begining of the letter.
(4) Motivate to Place order : The order of inquiry letter should be such that the trader is motivate to place order. Attractive conditions of trade should be mentioned in reply letters.
(5) Motivating Conditions : The purpose for which inquiry letters are written, the reply should mention appropriate conditions for it. For eg. If goods are bought in bulk special 45% discount will be offered. If sale of 100 or more units are done in a month additional 10% discount would be offered. If goods are unsold then they can be returned within six months of purchase etc.
(6) To send Pricelist: Generally inquiry is undertaken for price of goods, so latest price list should be attached with the reply letter and catalouge should be sent. It should be mentioned as enclosure in the reply letters.
(7) To mention conditions : While giving reply to inquiry letter the trader should mention all the rules, terms and conditions. Many a times business relations are spoiled due to lack of understanding of conditions.
(8) Regarding Payment: Clear information about the mode of payment i.e. payment will be accepted either through cash or cheque or demand draft or online payment etc. Even the duration of credit should be clarified.
(9) Regarding Transport: Mode of transportation of goods and who shall be the expanses of it must be mentioned. If the goods are shared the customer must also be informed.
(10) Regarding Packing : The seller must inform the customer about the suitable packing facility and he should also mention if any customized packing would be possible or not.
(11) Regarding avavilability of goods : As per the inquiry the goods are available or not should be cleared in the reply to inquiry letters.
(12) Assuring best Services: Besides giving reply to all inquiries of customer, he should be answered to provide service at all stages of business.
4. Conclusion : The inquiry letters written by various customers and traders help to increase the prestige of the firm which helps to increase the business of the firm. To grab this opportunity prompt and suitable replies should be given. The use of letter head while writing reply to inquiry letter help to increase the prestige and reliablity of the firm.