商务写作respondletters回复函.doc

Response LetterEach request letter means a chance for you to expand your business. Therefore, you should give prompt, clear and polite replies to such inquiries.1. Responding to requests for detailed information about a product1) The basic elements in such lettersA) a polite, thankful beginning, mentioning the receipt of the letter;B) a few words emphasizing the advantages of your product;C) a sincere and courteous conclusion to induce an action out of the potential customer; andD) necessary materials concerned if possible.2) Often-used structure of such lettersA) The letter may begin with one of the following sentences:a) Thank you very much for your inquiry.b) We are delighted to receive your letter of 12 May 2004.c) Thank you for your request for samples and prices quotations(ftH介单)on our products.B) The middle section of the response letter may elaborate on or explain in detail the positive points of your product. (You may recommend a specific model for the potential customer.)C) In the concluding paragraph, you need to express your sincere expectation of further contact or even an order courteously. This is the last chance to build goodwill and induce the reader to make a purchase.Examples:a) We are convinced that you won t miss the opportunity of joining us at the seminar(研讨会), and look forward to meeting you there.b) I am looking forward to the pleasure of receiving your first order.c) May I hear from you again very soon?d) If you have any other questions, dont hesitate to contact us. We are at your service all the time.3) Sample letters2. Responding to requests for detailed information about a service1) Basic rules: You may follow the same rules as you do when responding to a request about a product.)2) Sample letters3. Responding to requests for the availability of a product or service1) Basic rulesA) If your reply is yes, you should tell the reader the good news quickly and clearly;B) When your answer is not satisfying, you need to convey this message skillfully, in order not to hurt the reader. You should not say "No” at the very beginning. Rather, youd better explain why you are not able to provide the product or the service.2) Sample lettersSample Response LettersSample Letter 1: Responding to requests for information about a product 21 May 2004 Ms. Helen Garner Purchasing Manager Spark Co., Ltd.124 La Trobe Street Melbourne, Victoria 3000 AustraliaDear Ms. Garner,We are delighted to receive your letter dated 12 May 2004.You wrote to the right washing machine manufacturer. The Company has taken a five-year-long quality guarantee, longer than that of most other manufacturers. Enclosed here is the catalogue of the latest series of micro-computer automatic washing-machines.Considering yours is a company aiming at small households, we strongly recommend the model XOB38-99. Based on our latest market survey, this model is the most popular one among households of 3-5 people in most regions at home and abroad.We are looking forward to your first order.Yours sincerely,Ni YafengSales ManagerSample Letter 2: Responding to requests for information about a product23 July 2004Mr. Ma Baotong, ExecutiveDalian zhongshan Trade Firm38 Ganzijing Rd. Ganzijing DistrictDalian, Laioning 116031ChinaDear Mr. Ma,Its so nice to receive your letter dated 1 July 2004. Thank you for your interest in our product.Our products include fa?ade boards （墙面板） of fiber cement with natural surface, polyurethane-coated （涂有聚氨酯）fiber cement board （纤维水泥板）and acrylate-coated （涂 白丙烯酸）fiber cement boards.With a long history of and high reliability, this company has established a good reputation at home and abroad. Our products are always very popular in Europe and Japan. With your help, we are hoping to penetrate the huge market in China.We have enclosed a catalogue of all the specifications and varieties of our products.We tire awaiting the opportunity of cooperation with you.Yours faithfully,Mr. Ari KoskiMarketing ManagerEncl.AK/svSample Letter 3: Responding to requests for information about a serviceHuli Trade CorporationZuiyi, Guizhou 563000Peoples Republic of ChinaAttention: Mr. Ren Guoping, General ManagerDear Sir,Thank you very much for your interest in our services of project management.We provide consulting, training, contracting and other services specifically designed for the public sector in New Zealand, and the Pacific and Asia.For public sector managers, we are able to provide contractors with extensive experience, knowledge and skills. We are particularly strong in project management support. You can trust our service will definitely increase the efficiency and reduce the cost a great deal.Enclosed are the quotations of our service of product management. Since you are our first client in China, a discount of 10% will be offered.If you have any questions, dont hesitate to contact us. 。