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STEPS ON PLANNING
1. Set aside specific time for handling your
correspondence
- first hours in the morning is perhaps
most suitable for writing letters
STEPS ON PLANNING
2. Ask yourself: “What is the main purpose of
this letter”?
- put in your letter as early as possible
the material which will achieve it
STEPS ON PLANNING
3. Gather relevant information
- tap all the relevant resources and
collect necessary information
STEPS ON PLANNING
4. Arrange the material in logical order
- draw an outline, if your letter is in reply
with another
- jot down points in the margin in the
order which you are going to deal with them
- if complex, prepare a quick rough draft
STEPS ON PLANNING
5. Select the right tone
- consider not only reader’s interest but
also visualize possible objections and try to meet
them before they are raised
GUIDELINES TO INQUIRIES
1. Be specific about what type of
information are you seeking
- the more specific you are in your
request, the more knowledgeable you
appear
GUIDELINES TO INQUIRIES
2. Indicate if your request is urgent
- provide specific details as to why
your request is more important than anyone
else’s
GUIDELINES TO INQUIRIES
3. Request a written proposal
- in response to your inquiry, a
company may take the opportunity to sell
you in their product
GUIDELINES TO INQUIRIES
3. Request a written proposal
- in response to your inquiry, a
company may take the opportunity to sell
you in their product
GUIDELINES TO INQUIRIES
4. When asking for a proposal, include the
information necessary for a company to
respond
- for example, when inquiring about
medical plans, detail the type of coverage in
which you are interested
OPENING SENTENCES
Please send your lowest rates for the
following items
We should be grateful if you kindly inform us
of the terms and conditions for the supply of…
Please let us know your lowest rate as early
as possible for the supply of…
CLOSING SENTENCES
We look forward to hearing from you soon. If
your quotation is suitable, we shall be happy to
buy our requirements this season from you.
On hearing from you soon, we shall place a
firm order with you.
We look forward to placing an order with you.
All inquiries must be replied promptly
- delay in replying a letter of inquiry
would prove counter productive as it would
convey poor image of the seller
REPLIES
Replies must be complete
- should contain all the information asked
for (prices, discounts, credit delivery etc.)
- catalogue/price list and quotations may
be either enclosed with the letter
REPLIES
Must contain all positive information that
may be enumerated as “selling points”
- it must convince the buyer about the
quality if the product, the favorable terms &
conditions and after sales services whenever
needed
REPLIES