Requests for information about goods or services are exchanged among business people all the time. In a routine request written via email, follow these guidelines:
1. Write clearly what you want - general information, a catalogue, price list, sample, quotation, etc.
2. Most suppliers write about their terms of payment in their reply so you do not have to ask them to write any details.
3. Keep your request brief and informative
Requests mean potential business, so they must be replied as quickly as possible. If it is from existing customer, say how much you like it; if it is from future customer, say you are happy to receive it and express the hope of a friendly business relationship.
Routine requests
Suppliers receive many routine requests for catalogues, price lists, samples and even advice. When a customer asks for catalogue, price list or some samples without any other details it is enough to sent him those with so-called ‘compliments slip' [a small printed note containing the company's name, address, contact numbers and the wording ‘with compliments'].
In the following request, written reply is not necessary:
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First requests
When your request is to a company whom you have never contacted before, always write how you got their name, email address and give some details about your own business. A reply to a first request should be given special attention in order to create positive atmosphere.
Request with numbered points
When you have many points on which information is needed, it may be useful to number various points. It makes your email simple and easy-to-understand.
Sample request:
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Exercise 1: put these phrases into the correct order. They all appeared in the samples of requests and replies.
1. me please a copy of send catalogue your
2. following give would please us the information you ?
3. we be happy if matters you could help us would with these
4. thank 23 August for your you request of
5. well-known we got that you are a partner to know
6. we could would cooperating appreciate if we start
7. from to hear soon hope you we
8. we receive very pleased to your were email
KEY:
1. Send me a copy of your catalogue, please.
2. Would you please give us the following information ?
3 We would be happy if you could help us with these matters.
4. Thank you for your request of 23 August.
5. We got to know that you are a well-known partner.
6. We would appreciate if we could start cooperating.
7. We hope to hear from you soon.
8. We were very pleased to receive your email.