BUSINESS ENGLISH CORRESPONDENCE

• Example of Inquiry Letter

Dear Mr. Donald:

I have read your advertisement in Singapore Times of 1 July 2011 concerning various product of computers and peripherals. As a leading computer distributor in Indonesia, we are interested in importing modern computers to update our stock.

We should be glad to receive your most recent catalogue, price list, and available discount for bulk order. Please let us know your regular trade terms. If your price are competitive and your terms are satisfactory, we may establish a profitable business with you.

Thank you for your kind attention and we are looking forward to your prompt reply.

Yours sincerely,

  

• Example of  Reply to Inquiry

Dear sir:

Thank you for your inquiry of 1 July 2011. Separately, we are sending you our most recent catalogue, price list, various discount and regular trade terms.

We are looking forward to booking your order, and thank you for your interest in our products.

Yours faithfully,

•  Example of  Placing Order

Dear Mr. Hudson:

Order No. 127

Thank you for your letter of 15 July. We have carefully studied your price list and trade terms as well as various discounts available for bulk order. Please find our enclosed order form for order no. 127.

As the computers are to be distributed in the third week of September, we hope that the goods would reach us no later than 15 September. Indonesian International Bank had opened an irrevocable, confirmed L/C in your favour, and it is our belief that you will receive the L/C in good time.

We are at the moment waiting for your confirmation and completion of this order. Thank you very much for your attention.

Yours sincerely,

• Example of Order Form

Dear Mr. Hudson:

Order No. 127

This is to confirm our order for the following:

Type                                            Quantity                        Unit Price                  Total

Computer IP 4 ACER                  100                              $ 1500                      $ 150,000

Printer K 223 Landmark               100                              $   400                      $   40,000

                                                                                                                         $ 190,000

                                                                                        10% discount             $   19,000

                                                                                         Total                          $ 171,000

Please kindly note that we require the goods above to reach us no later than 15 September 2012.

PT Citracom

Raditya

Import Manager

• Example of Acknowledging Orders

Dear Mr. Raditya:

Thank you for your letter of August with enclosure. We are delighted that we have completed our business transaction with you.

As soon as we received your order confirmation, we instructed our warehouse department to prepare your order promptly. We wish to confirm that we had shipped your order through Jakarta Lines leaving the port of Singapore on August 10. The ship is scheduled to arrive at the port of Tanjung Priok on 10 September 2012. We calculated that the goods will reach you in good time. Please find the enclosed copies of documents covering the shipment of the good above.

Please also be informed that we have drawn on you the sum of $ 171,000 through our bank, National Bank of Singapore, upon the presentation of the original shipping documents.

We are looking forward to your future order which shall always have our most careful attention. Thank you for doing business with our company.

Yours sincerely,

• Examples of Sales Letter

Dear Sir,

We have pleasure to inform you that our company has just launched a new Lap Top product, namely Light Laptop. This new product will be suitable for professional executives and managers who are required to move from one place to another, and yet still need to function fully as executives and managers.

The new products have the following features:

-          Intel Pentium Processor 6-2GHz

-          Hardisk capacity of 30 Gigabyte

-          RAM 250 MB 300 MHz

-          Built in Multi Media and Internet facilities

-          Built in sound cards

-          CD ROM 90 X

-          Non-glare and high resolution genuine flat monitors

Further, this product is also equipped with facilities for easy connection with external equipment for seminars and company presentation. We understand that you are a leading computer seller and distributor in Indonesia, and this new product will definitely increase your sales.

Should you feel interested, please do not hesitate to write to us. Thank you for your attention.

Yours sincerely,