Look at this OUTLINE. It gives some ideas for a 'typical' answer to an enquiry by letter, telex or phone - or even to a personal enquiry:
1. Thank the customer for their interest in your product(s) and confirm that you can (or can't) help
2. 'Sell' your product(s) and explain how it is suitable for your customer's needs
3. Say that you're sending a catalogue, price list, advertising literature etc
4. Explain how the customer can get 'hands-on' experience of the product(s):
-offer to send samples or get rep to visit with samples/demo
-state the location of distributor's showroom ner enquirer's address
-announce an exhibit at a forthcoming trade fair
5. QUOTE:
-exactly what you are selling: confirm the specification of your product(s)
-prices in buyer's or another hard currency, including terms of delivery(CIF, DDP, FOB etc) and validity:
Total: 3450 US dollars CIF Incoterms
The prices shown in this offer are valid for a period of 60 days from the date hereof
-discounts: for cash/bulk etc
-terms of payment: cwo/ open account/ letter of credit etc
Payment by irrevocable letter of credit in US dollars on a United States bank, allowing part-shipment, transhipment and house bills, and valid for 90 days from order date
Payment with order by bander's draft or cheque on a US bank
-shipping date
The goods will be ready for shipment 3 to 4 weeks from receipt of your written order (and confirmation of your letter of credit)
6. End on an optimistic note and encourage the customer to phone or telex you personally for more information.
-What would you add to the outline given above?
-What would you prefer not to include?
