HOW REPLYING TO LETTERS OF ENQUIRY

1. REPLIES & QUOTATIONS
Marlinda astuti

2. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SELLING YOUR
PRODUCT
REFFERING THE
CUSTOMER
ELSEWHERE
SUGGESTING
ALTERNATIVES
CLOSING
DEMONSTRATIONS,
REPRESENTATIVES
CATALOQUE, PRICE
LIST, SAMPLE

3. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
Mention your prospective customer’s
name
Say thank to the customer for his
enquiry
Mention the date of customer’s letter
or any other references
e.g
Dear Mr Smith,
Thank you for your enquiry of May 2nd which you asked about
LG product.

4. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
Explain directly whether you can provide a product
or service or can’t help
Our firm would have no problem on your order 90
units of LG LED TV M10 product
A. The firm can provide goods
B. The firm can’t provide goods
I’m sorry we can’t supply LG TV Product because
the product was sold out

5. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
Mention one or two selling point of your product,
including perhaps any guarantees you offer
e.g.
We can assure you that LG TV M10 is one of tv with
picture and sound the best on the market today, and we
will give two year guarantee

6. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
If you can not provide product which the
customer want, offering the similar product with
the product customer asked
e.g
Fortunately TV LG M100 have produced an amazing
substitute, TV LG M88, Which has the same quality and
with a TV design more elegant.

7. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
If you can’t provide the goods or you can’t handle
order you can refer him elsewhere
e.g.
I regret to say that we didn’t have stock LG TV M100.
because we only sell Panasonic TV product. However, if
you are still set on LG TV product . We advice you to
contact Indotech Indonesia Ltd. at (027)7771110

8. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
Give enclosed catalogue, price list and sample
product which customer asked
e.g.
We have enclosed our catalogues and price list
quoting c.i.f. Prices Singapore and we offering a
special 10% discount off all net prices

9. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
Machinery product need demonstrating, a firm
might send a representative or suggest the customer
visits store or showroom
e.g.
The enclosed catalogue will give you an idea of the type
of LG TV M100, but may we suggest that you visit our
agent showrooms in Singapore. The address is Newton
Street C26

10. REPLYING TO LETTERS OF ENQUIRY
OPENING
CONFIRMING THAT
YOU CAN HELP
SUGGESTING
ALTERNATIVES
CATALOQUE, PRICE
LIST, SAMPLE
REFFERING THE
CUSTOMER
ELSEWHERE
SELLING YOUR
PRODUCT
DEMONSTRATIONS,
REPRESENTATIVES
CLOSING
Say thank again to the customer
You should also encourage further
enquiries
e.g.
Thank you for your interest, we look forward to hearing
from you soon

11. QUOTATION
PRICES
TRANSPORT &
INSURANCES COSTS
DISCOUNTS
QUOTING DELIVERY
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
A document sent to a potential customer
offering to sell goods or services at a certain
price, under specified conditions

12. QUOTATION
PRICES
TRANSPORT &
INSURANCES COSTS
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
QUOTING DELIVERY
DISCOUNTS
The supplier will give the price of the goods which customer’s
needed
GROSS PRICES (include VAT, insurance, transport)
NET PRICES (exclude)
e.g:
The net prices of Toni shoes Rp. 80.000, to which must be added VAT
10%, making a gross price of Rp. 88.000
When prices tend to fluctuate, the supplier will add a
provision to their quotating stating that their prices are
subject to change
e.g:
We can offer you price of Rp. 88.000 per item, firm 25 days, after
which the price will be subject to an increase of 5%

13. QUOTATION
A number of abbreviations that explain which price is being
quoted to the customer
•Ex-Works = The buyer pay all the costs the goods have left factory
•Free On Rail (F.O.R) = Supplier cover the cost of transport to the
nearest railway station
• Free Alongside Ship (F.A.S) = Supplier cover the cost of using small
boats (lighters & bargers)
•Free On Board (F.O.B) = Supplier cover the cost of loading the goods on to ship
•Cost and Freight (C & F)= The price include cost and shipping. Insurance is the
buyer responsibility
•Cost, Insurance, and Freight (C.I.F)=The price including insurance, all
transportation, and freight
•Ex-Ship = The prices include delivery’s cost
•Franco Quay = the price include all the costs up to the importer’s dockside
•Carriage Paid (C/P) =Supplier pays freight for carriage of goods to the named
destination.
•Cariage Forward (C/F) = The buyer pay cost of transport
PRICES
TRANSPORT &
INSURANCES COSTS
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
QUOTING DELIVERY
DISCOUNTS

14. QUOTATION
•Is discount given to reseller because purchase goods in large
quantities
TRADE DISCOUNT
•A quantity discount is discount which offered by sellers to buyers
which purchase goods in larger quantities.
•e.g:
•The net price of this model is $ 1000, less 10% discount for
quantities up to 100 and 20% discount for quantities over 100
• a quantity discount can appear as “Buy one, get one Free”
QUANTITY DISCOUNT
•Discount given to buyer if the buyer pay based on the scheduled due
date.
•e.g:
•Cash discount is 1/10, net 30, means if the invoice $1000, and the
buyer pay within 10 days of the invoice date, the buyer get discount
1%. ($100), or the buyer pay normal payment in 30 days.
CASH DISCOUNT
PRICES
TRANSPORT &
INSURANCES COSTS
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
QUOTING DELIVERY
DISCOUNTS

15. QUOTATION
•The buyer pay all the cost of the goods before the shipment
CASH IN ADVANCE
•The buyer pays cash when the goods are received.
CASH ON DELIVERY
•Is sale where the goods are shipped and delivered before payment is
due, usuallly 30, 60, or 90 days.
OPEN ACCOUNT
•Is a commitment by a bank on behalf of the buyer that payment will
be made to the exporter, a letter of credit is a letter written by the
importer's bank to the exporter. It verifies that the payment will be
guaranteed when the bank is presented with concrete documents
(bills of lading and freight documents).
LETTER OF CREDIT
•Supplier give credit to buyer by attaching warrant (letter) to pay the
purchase goods for the period specified such as 30, 60, or 90 days
BILL OF EXCHANGE
PRICES
TRANSPORT &
INSURANCES COSTS
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
QUOTING DELIVERY
DISCOUNTS

16. QUOTATION
QUOTING DELIVERY
Is a notice from the seller to the customer/buyer
that the goods was ready for shipment.
The seller will inform the customer about the date
of delivery of the goods and when the goods will
arrive.
e.g:
• We have materials in stock and will can deliver
by Desember 1st
• As there are regular sailing from Indonesia to
Japan, we are sure that the consignment will
reach you well within the time you specified
PRICES
TRANSPORT &
INSURANCES COSTS
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
QUOTING DELIVERY
DISCOUNTS

17. QUOTATION
FIXED TERMS AND NEGOTIATING TERMS
The supplier make firm quote. The quote terms
can possible in two way.
• e.g:
• All list prices are quoted F.o.b Japan and are subject
to a 30% trade discount with payment by Bill of
Exchange
Stating your price & discounts
without leaving room for negotiation
• e.g:
• Normally we allow a 20% trade discount off net
prices with payment on a documents again
payment basis. Please let us know if his
arrangement is satisfactory
Implying that the customer could
write again and discuss them
PRICES
TRANSPORT &
INSURANCES COSTS
METHOD OF
PAYMENT
FIXED TERMS &
NEGOTIATING
TERMS
QUOTING DELIVERY
DISCOUNTS

18. GIVING ESTIMATE
Estimate letter is a document an offer to do certain work for a
stated price, usually on the basis of a specification.

19. TENDER
A tender is an offer, usually respond an advertisement, for the supply of
specified goods or the performance of specified work at prices and
under conditions set out in the tender