外贸函电unit4参考资料.doc

Unit 4 Enquiries and Replies 【Unit objectives】 Upon completing this unit, you will be able to write enquiries and replies to enquiries effectively. To achieve this goal, you should be able to Understand essential qualities of effective enquiries. Write clear, well-structured requests for information. Write direct, courteous and helpful answers to enquiries. 【Background information】 International business negotiation involves four stages: enquiry, offer, counter-offer and acceptance. Among them, offer and acceptance are the two necessary stages which are required for the conclusion of a sales contract. Business negotiation usually begins with enquiry. Enquiries are usually made by the buyer, enquiring the seller about the terms of a sale, such as quality, price, delivery time, terms of payment and other terms, and/or making requests for catalogues and samples of the goods. A seller may also initiate the negotiation by making an enquiry to a buyer, stating their intention of selling a certain kind of goods according to the stated terms and conditions. An enquiry is binding neither on the seller nor on the buyer no matter who makes the enquiry. But it is advisable for the receiver of the enquiry to reply promptly with in a polite and helpful way. 【Tips for writing effective enquiries】 ★ Enquiries should be brief, clear, specific, courteous and reasonable. ★ Begin directly with the objective – a request for specific information, including specifications, prices, quantity, terms of payment and delivery time, etc. ★ If two requests are involved and the second one is going to cost the reader more, make the second request in a tactful way by using formal expressions such as “It would be very helpful if you could…” or “We would find it more helpful if you could …”. 【Tips for writing effective replies to enquiries】 ★ Replies to enquiries should be prompt, friendly, complete and helpful. ★ In reply to an enquiry, begin with favorable answers. When two or more requests are