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'].
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In the following request, written reply is not necessary:
From: Táto e-mailová adresa je chránená pred spamovacími robotmi. Na jej zobrazenie potrebujete mať nainštalovaný JavaScript.
To: Táto e-mailová adresa je chránená pred spamovacími robotmi. Na jej zobrazenie potrebujete mať nainštalovaný JavaScript.
Subject: request
Dear Sir:
Please send me a copy of your catalogue and price list of vending machines, together with a copy of any leaflets that I could pass to future customers.
Regards
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.
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Sample request:
From: Táto e-mailová adresa je chránená pred spamovacími robotmi. Na jej zobrazenie potrebujete mať nainštalovaný JavaScript.
To: Táto e-mailová adresa je chránená pred spamovacími robotmi. Na jej zobrazenie potrebujete mať nainštalovaný JavaScript.
Subject: request
Dear Sir:
During a visit to the Ideal Office Exhibition we saw many pieces of your steel furniture. We think this type of furniture would be suitable for our offices, but we have not been able to find any supplier here in Slovakia.
Would you please give us the following information:
1 Is there any company that delivers your products in Slovakia?
2 Do you assemble the furniture or can you recommend us any specialist?
3 In what colours and designs can the furniture be supplied?
We would be happy if you could help us with these matters.
Best
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Exercise 2:
Pput 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.
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Ak sa zmesti
Across:
1. a list of prices for goods or services that a business provides for its customers
3. the buildings and land that a business owns or uses
4. the parts of a town or city that are furthest from the centre
5. a statement of how much a particular piece of work will cost
8. a printed sheet of paper or a few printed pages that are given free to advertise or give information about something
10. a person or business that sells or rents houses, buildings and land for the owners
Down:
2. a document that you send to somebody using email
6. the action of asking for sth formally and politely
7. to put some parts together, e.g. furniture or some machine
9. a machine from which you can buy cigarettes, drinks, etc. by putting coins into it
Key: 1.price list, 2. attachment , 3. business premises, 4. outskirts, 5. quotation, 6. request, 7. assemble , 8. leaflet, 9. vending machine, 10. real estate agent