respond

ResponLetter

ore,youshouldgive

prompt,clearandpoliterepliestosuchinquiries.

dingtorequestsfordetailedinformationaboutaproduct

1)Thebasicelementsinsuchletters

A)apolite,thankfulbeginning,mentioningthereceiptoftheletter;

B)afewwordmphasizingtheadvantagesofyourproduct;

C)asincereandcourteousconclusiontoinduceanactionoutofthepotentialcustomer;and

D)necessarymaterialsconcernedifpossible.

2)Often-udstructureofsuchletters

A)Thelettermaybeginwithoneofthefollowingntences:

a)Thankyouverymuchforyourinquiry.

b)Wearedelightedtoreceiveyourletterof12May2004.

c)Thankyouforyourrequestforsamplesandpricesquotations(报价单)onourproducts.

B)Themiddlectionoftheresponlettermayelaborateonorexplainindetailthepositive

pointsofyourproduct.(Youmayrecommendaspecificmodelforthepotentialcustomer.)

C)Intheconcludingparagraph,youneedtoexpressyoursincereexpectationoffurthercontactor

thelastchancetobuildgoodwillandinducethereadertomake

apurcha.

Examples:

a)Weareconvincedthatyouwon’tmisstheopportunityofjoiningusattheminar(研讨会),

andlookforwardtomeetingyouthere.

b)Iamlookingforwardtothepleasureofreceivingyourfirstorder.

c)MayIhearfromyouagainverysoon?

d)Ifyouhaveanyotherquestions,don’tyourrviceallthetime.

3)Sampleletters

dingtorequestsfordetailedinformationaboutarvice

1)Basicrules:Youmayfollowthesamerulesasyoudowhenrespondingtoarequestabouta

product.)

2)Sampleletters

dingtorequestsfortheavailabilityofaproductorrvice

1)Basicrules

A)Ifyourreplyisyes,youshouldtellthereaderthegoodnewsquicklyandclearly;

B)Whenyouranswerisnotsatisfying,youneedtoconveythismessageskillfully,inordernot

uldnotsay“No”,you’dbetterexplain

whyyouarenotabletoprovidetheproductorthervice.

2)Sampleletters

SampleResponLetters

SampleLetter1:Respondingtorequestsforinformationaboutaproduct

21May2004

arner

PurchasingManager

SparkCo.,Ltd.

124LaTrobeStreet

Melbourne,Victoria3000

Australia

,

Wearedelightedtoreceiveyourletterdated12May2004.

panyhastakenafive-year-long

qualityguarantee,edhereisthecatalogueof

thelatestriesofmicro-computerautomaticwashing-machines.

Consideringyoursisacompanyaimingatsmallhouholds,westronglyrecommendthemodel

nourlatestmarketsurvey,thismodelisthemostpopularoneamong

houholdsof3-5peopleinmostregionsathomeandabroad.

Wearelookingforwardtoyourfirstorder.

Yourssincerely,

NiYafeng

SalesManager

SampleLetter2:Respondingtorequestsforinformationaboutaproduct

23July2004

ong,Executive

DalianzhongshanTradeFirm

ingDistrict

Dalian,Laioning116031

China

,

It’ouforyourinterestinourproduct.

Ourproductsincludefa?adeboards（墙面板）offibercementwithnaturalsurface,

polyurethane-coated（涂有聚氨酯）fibercementboard（纤维水泥板）andacrylate-coated（涂

有丙烯酸）fibercementboards.

Withalonghistoryofandhighreliability,thiscompanyhastablishedagoodreputationathome

urhelp,weare

hopingtopenetratethehugemarketinChina.

Wehaveenclodacatalogueofallthespecificationsandvarietiesofourproducts.

Weareawaitingtheopportunityofcooperationwithyou.

Yoursfaithfully,

ki

MarketingManager

Encl.

AK/sv

SampleLetter3:Respondingtorequestsforinformationaboutarvice

HuliTradeCorporation

Zuiyi,Guizhou563000

People’sRepublicofChina

Attention:ping,GeneralManager

DearSir,

Thankyouverymuchforyourinterestinourrvicesofprojectmanagement.

Weprovideconsulting,training,contractingandotherrvicesspecificallydesignedforthepublic

ctorinNewZealand,andthePacificandAsia.

Forpublicctormanagers,weareabletoprovidecontractorswithextensiveexperience,

trustour

rvicewilldefinitelyincreatheefficiencyandreducethecostagreatdeal.

ouareourfirstclientin

China,adiscountof10%willbeoffered.

Ifyouhaveanyquestions,don’tyourrviceallthetime.

Yourssincerely,

FreemenCook,Manager

InternationalDivision

SampleLetter4:Respondingtorequestsforinformationaboutarvice

5September2004

Wagner,Manager

MarketingDepartment

CystecTechnologyTradingGMBH

Bachstras3,D-84524

Neuotting,Germany(MunichArea)

,

Thankyouverymuchforyourinterestinourbusiness.

Wehaveahighlyqualifiedstaffformarketsurvey,includingdozensofprofessionalquestionnaire

designers,hyearsofrapiddevelopment,wehave

entsarefromallovertheworld,includingSiemens

fromGermany.

Wearereadytoconductthesurveyofthedemandofmiconductor（半导体）innorthernChina

we’llsatisfyyourneedswithourfirst-ratervice.

Youmayfindthepricelistandthevariousrviceswe’dliketoprovideinthecatalogueenclod.

ou!

Yourssincerely,

LuHai

President

SampleLetter5:Respondingtorequestsfortheavailabilityofaproductorarvice

August1st,2004

a,Manager

PurchasingDepartment

MaharaniImp.&ation

6,Dhirpur,MainRoad

Kingsway,Dehli-110009

India

,

IamgladtoinformyouthatHaierrefrigeratorBCD-219Bisavailableandweareabletosupply

550thismonth.

Duetothehighdemandathome,eringthe

goodcooperationbetweenourtwofirms,however,wearemakingeveryefforttomeetyourneeds.

Wearelookingforwardtoyourorder.

Sincerelyyours’

WangBingzhang

SalesManager

SampleLetter6:Respondingtorequestsfortheavailabilityofaproductorarvice

November11,2004

lan

DeputyGeneralManager

PuyangFriendshipCorporation

120ZhongyuanRoad

Puyang,HenanProvince457001China

,

Iampleadtotellyouthatweareabletoprovideyouwith300GL980heatexchangersand

1,000XCD-450airdryers.

aveanyquestions,plealetusknow.

ou!

Faithfullyyours,

BillJoyce

MarketingDirector

SampleLetter7:Respondingtorequestsfortheavailabilityofaproductorarvice

25August2004

ngh,GeneralManage

BombayTradingCorporation

ilding,PydhonieJn.

PostBoxNo.3344

Munbai400003

India

,

ThankyouforyourletterinquiringaboutthemicrowaveovenGalanzWP800.

Lastweekwehad

emsthatourWP800capacityisfull,whichwillcauthedeliveriestobedelayedbyatleasta

eeplysorryforthesituation,andduly（及时地）notetheimportanceof

yourcorporationasourtopprioritycustomerinIndia.

Wewonde

rstandtheconquencesthis

,however,thinktheabovearrangementwouldbestrveyou.

Welookforwardtoyourcommentssoonest.

Withbestregards!

Yourssincerely,

LiHongan

SalesManager