INQUIRY LETTER AND ORDER LETTER

INQUIRY LETTER AND ORDER LETTER
  1. Inquiry Letter
An Inquiry Letter is a type of request letter or request for information about a product, service, job opening or other business information. This function is to display information sources such as newspapers, magazines or electronic media about current products / services with the information needed.
At present it is an initial step from a company from various parties. In this letter, there are a number of things discussed by the service provider / product which is a question from the buyer in order to help the buyer to find out information about the product / service. These things include:

  •   Name and type of product 
  •   Product specifications, namely; type, size, quality, capacity etc.;
  •   Price of the unit.
  •   Discounts;
  •   How to pay from the buyer to the seller;
  •   How to deliver products from seller to buyer, and
  •   Convenience that may be obtained by the buyer, such as a warranty and others.


Example of An Inquiry Letter:

Palembang Trading Limited

34 Banyuasin Street
Palembang 45464

                           24th August 2013


Marketing manager
Kimory International Inc
21 C Semanggi Pusat Street
Jakarta 11819

Dear Sirs,

We have seen some of the your excellent women’s skirt product exhibited at Global Expo in Musi Fair last week. As we are interested in your women’s skirt would you pleased send us your latest catalogue, price list and terms of payment.

We appreciate your prompt reply ,

Your faithfully,

Anshor W. Abdullah
Purchase manager


2.      Order Letter

An Order Letter is a letter from a prospective buyer to the seller whose contents ask for a quote. That is, prospective buyers ask through a letter so that the seller formally offers him an offer. With the offer from the seller, the prospective buyer will find out the price, the terms of sale and purchase, and a description of the goods or services to be purchased. This is the purpose of the prospective buyer writing a letter requesting an offer to the seller. If the prospective buyer already knows the condition of an item / service and the price and purchase conditions, of course he does not need to ask for a quote from the seller.
An Order Letter is required in formal trade which requires official official procedures in writing. A large company as a seller, for example, does not simply serve requests for offers via telephone. Letters of request for offers are often the initial stages of the process of business transactions. Through the order letter the prospective buyer asks or asks for information about the goods or services that will be bought. As a reaction, the seller explains the things that the buyer wants to order and finally the business transaction occurs as the peak of the buying and selling process.
Remember that all relevant information must be given in the order letter. This is like more business and of course helps to prevent reading errors to compile a table of items needed. As a guide for compiling an order letter you must fulfill:
a.       Reference to a source of information
b.      List of products to be ordered
c.     Quantity, quality, price, catalog number (if any) (quantity, quality, price, catalog number (if any))
d.      Details of delivery and payment (delivery and payment details)
e.      An order number (order number)

The order letter is used to order goods according to the amount needed by the company either by using the official order form or not. There are two ways to make an order letter, namely:
a.       Order without using official order form
b.      Order by using the official order form

Ordering without using an official order form can be done by simply writing a letter with all the order details by directly entering into the letter. Thus, this letter functions as an order letter, so the content must be clear, concise and direct to the destination.

While in large companies, in general, it is usually done by using an official order form. Every time you want to make an order, you can fill in the available fields. Order forms or often called purchase orders (PO) usually consist of:
  •   No. (number)
  •   Unit price
  •   Description / items
  •   Amount
  •   Quantity
  •   Delivery date
  •   Type
  •   Terms of payment



Example of An Order Letter:



  • Question about Inquiry Letter:
1. What did the letter ask for?
As we are interested in your women’s skirt would you pleased send us your latest catalogue, price list and terms of payment.
2. Who is the sender?
Anshor W. Abdullah
3. What kinds of the product has been advertised?
 women’s skirt product
4. What address is refered?
21 C Semanggi Pusat Street
5. What is the position of Mr. Anshor W. Abdullah?
Purchase manager


Question about Order Letter:
1.     What items does the Electronic Store want to order?
TV, Laptop, Washing Machine and Printer.
2.     When will Toko Elektronik pay off the payment?
Toko Elektronik will pay off the payment after the order arrives.
3.     When is the PT Cemerlang offer letter sent to the Toko Elektronik?
PT Cemerlang's offer letter was sent to the Toko Elektronik on February 7, 2018.
4.     How many items ordered by the Toko Elektronik?
The number of items ordered is 17 units.
5.     What are the expectations of the Toko Elektronik?
Toko Elektronik hopes that the order will arrive within one week after the letter is received by PT Cemerlang.

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