UNIT 4

Planning a Letter

IMPORTANCE OF PLANNING

the scheme of a letter depends on what

kind of situation you are writing for

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

UNIT 5

Inquiries

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

GUIDELINES TO INQUIRIES

5. Adopt a tone appropriate to your

correspondence

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.

UNIT 6

Replies

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

END