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As you can clearly see it we face  the  second  phase  of business correspondence  -  the  answering letter.  It is very important, because it adjusts the  relationships  between  two partners. It does not only characterise the company,  but also advertises it.  The purpose of the letter is to  persuade  the partner that you are the best in business.

This letter  contains  the  quotation  in  reply  to   an inquiry. In lots of similar letters the quotations are simply prices and another information asked for.  But this sample  is quite the  opposite:  it  shows  the  customer that he met the sales-cautious businessman,  who  uses  every  opportunity   to stimulate his   correspondents   interest   in  his  goods  by including the  sales  message. And  the  assurance  that   the customer will  receive  personal attention is read between the lines. In order to draw the attention of the customer  to  the products in  question  the  supplier  offers  "cuttings of our materials and a colour chart".  On the whole a firm  offer  is subject to  certain  conditions,  a deadline for the receipt of orders, or a special price for certain quantities.

Example 3.

A business  transaction often starts with an inquiry which may later be followed by an order.

Both inquiry  and  order are meant to arose and stimulate business activity on the part of recipient. They are typically asking letters.  Orders  convey  the  writer's intention to do business with his correspondent,  usually to  buy  some  goods from them.

MATTHEWS & WILSON

Ladies' Clothing

421 Michigan Avenue

Chicago, III.60602

GRANT &CLARKSON

148 Mortimer Street

London W1C 37D                                      November 4, 1996

Gentlemen:

Thank you for your quotation of October 30. We have pleasure in placing an order with you for

1,900 ‘Swinger’ dresses                             at Price: $38,745

in the colours and sizes specified below:

Quantity	Size	Colour
50	8,16	white
100	10,12,14	white
50	8,16	turquoise
100	10,12,14	turquoise
50	8,16	red
100	10,12,14	red
50	16	yellow
100	10,12,14	yellow
50	16	black
100	10,12,14	black

Delivery: air freight, c.i.f., Chicago

We shall open a letter of credit with your bank as soon as we receive your order acknowledgement. Please arrange for immediate collection and transport since we need the dresses for Christmas.

Very truly yours,

Wilson

Buyer

It is indisputably an import order,  and as we can notice placing orders is simple from the  point  of  view  of  letter writing. The  fact  is  that usually the purchasing department or the buyer  fills  in  an  order  form.  But  in  this  case the correspondent  prefers  to write a letter in order to make certain points  quite  clear.   There   are   special   import regulations which  are touched upon in the last paragraph:  it is necessary to complete formalities and  to  stress  delivery instructions.

It should  be  mentioned  here  that  the  supplier must send order  acknowledgement as an answer to order promptly  to thank his customer for the order and to confirm it.

If some conditions have  changed,  the  customer  must  be notified. In   the  case  the  goods  ordered  are  no  longer available, a substitute may be offered.

Example 4.

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