1. Introduction: In market same type of goods are sold by many traders. The price, details and terms of scale of all this different traders are also different, in this condition it is important to inquire about price, weight, quality, packing, date of delivery of goods. The mode of transport and who would bear the transportation expense etc information should be collected and for this inquiry letters are of great help. It is said that “A good purchase is half sales done.” So if we have paid enough attention while buying goods many of selling expenses can be saved, which will help to increase profit.
2. What are Inquiry Letters : When a customer or a businessman writes a letter to a seller requesting him to give required information for purchase of goods, generally in bulk. Such letters are known as Inquiry letters. Generally in this letters inquiry is made regarding price, weight, quality, bulk, delivery time etc.
Generally customer writes inquiry letters to more than one trader and after getting replies from them, analyze the information and places the order with the tracker who suits his requirement best.
Nowadays over and above formal matters even informal metters like financial status options etc. are inquired.
3. Under which circumstances letters of inquiry are written?: Generally trader or businessman writes inquiry letters under following circumstances:
(1) When a customer stands to buy goods for his self consumption.
(2) When a trader wants to buy goods for the selling purpose.
(3) When there is a rumour regarding the shortage of goods.
(4) When there is a notable increase -decrease in the prices of goods.
(5) To know if the seller has introduced any sales promotion scheme to boast sales.
(6) When there is shortage of raw material and you want to inquire about the availability of the finished product.
(7) To know or clarify regarding price, bulk, quality, weight, packing, transport etc. of goods.
4. Points to be kept in mind while writing Inquiry letters : They are as follows:
(1) Introduction of the firm: In the begining of an inquiry letter, writing should gives introduction of his firm or organization.
(2) Clarify of Objective : The purpose of inquiry must be mentioned at the begining of the letter. It must inform wether the inquiry is for the purchase of goods or to avail services or to obtain general information.
(3) Reference: It should be mentioned whether the inquiry is in reference to an advertisement by seller in reference to the details of business directory or through someones recommendation.
(4) Clarity regarding goods : The inquiry should be clear and specific about the goods to be purchased. Inquiry about the available variety of the specified goods can also be made.
(5) Price of Goods : Inquire about the price of goods should be made.
(6) Other expenses related to purchases : When an inquiry letter is written to inquire price other expenses like transportation, charges of unloading, packing, octroi etc should also be inquired. It should also be dear that who will pay all such expenses.
(7) Packing expense : What is the size of packing will it be possible to pack goods at desired etc. matters should be inquired in inquiry letters.
(8) Bulk of goods : The size of order should be mentioned in inquiry letter along with the expected date of receiving goods.
(9) Payment: Inquiry about the mode of payment, i.e. payment should be made in cash, by cheque, draft or online payment etc. should be done.
(10) Regardding special discount: Mention the expected size otthe order so that the minimum price and the maximum discount can be obtained.
(11) Special Request: Special request should be made in inquiry letter, “If your prices and terms suit us then we would place order with you.” Due to this seller would disclose all the matters correctly.
(12) Precise Information : The letters of inquiry should be short but precise and to the point.
(13) Correct Choice of words : The correct words should be used in inquiry letters and care should be taken that no misunderstanding is created.
(14) Courteous language : The writer should make sure to use courteous language which holds the respect of the reader.
(15) Be greatful : The information should reach on time and we should thank the person for sending information.
5. Conclusion: Inquiry letters should be clear and all the required information should be there. Inquiry letters should not be written for fake of information but for making actual purchase. The letterhead with logo and trademark used would get better response and result.