Post on 13-Jan-2016
LECTURE 4LECTURE 4LECTURE 4LECTURE 4
REQUEST LETTERSREQUEST LETTERS
REQUEST LETTERSBusiness Lexis
• applicable (adj) • closure (n) • discount (n)
• fiscal (adj) • motivate (v) • potential (adj)
• relevant• state of being
concluded• reduction from the
regular price• financial• move to action• possible
REQUEST LETTERSBusiness Lexis
• recipient (n) • weather vane
(n)
• one who receives• a device for showing
wind direction
REQUEST LETTERSIntroduction
Reasons for writing a request letter: 1. To obtain information (such as prices or technical data). 2. To receive printed matter (such as booklets, catalogs, price lists, and reports). 3. To receive sample products.
REQUEST LETTERSIntroduction
4. To order merchandise.5. To engage services (including repair
or maintenance services). 6. To make reservations (at hotels,
restaurants, theaters).7. To seek special favors (such as
permission, assistance, or advice).
REQUEST LETTERSIntroduction
All requests should:• Be specific and brief.• Be reasonable.• Provide complete, accurate information.
REQUEST LETTERSInquiries
An inquiry must:• Be easy to answer.• Offer the reader no immediate reward or advantage.
• Urge our reader to answer even if he or she is too busy.
•Include the specific information that we
REQUEST LETTERSInquiries
need as well as the specific action we would like our reader to take.
REQUEST LETTERSInquiries
Dear Sir or Madam:
Please send us information about your office copiers so that we will know whether one would be suited to our type of business.
Yours truly,
REQUEST LETTERSA Request Sample
An inquiry should include specific questions worded to obtain specific facts as answers. The manufacturer in our example may make many models of copiers, so the inquiry must clearly identify the type our company would consider.
The revised letter makes it easier for our reader to respond. It gives a clear picture
REQUEST LETTERSA Request Sample
REQUEST LETTERSInquiries
of what we are looking for; therefore, the receiver can determine which of the company's products might interest us. Also, by mentioning the REASON for our inquiry, we motivate the receiver to respond. (The purchase we are planning is a potential sale for RBM.) Finally, by letting the receiver know WHEN we intend to
REQUEST LETTERSInquiries
buy, you encourage the receiver to reply promptly.
When a request does NOT involve a future sale, we should make our letter even more convenient for our reader by:
1. Listing the specific facts we want. 2. Enclosing a self-addressed, stamped
envelope.
REQUEST LETTERSInquiries
3. Suggesting a way in which we can reciprocate.
Dear Mr. Greenbaum: I am taking a course in Principles of
Advertising at Smithville Community College in Smithville, Ohio, and am doing my term project on the ways in which
REQUEST LETTERSInquiries
American automobile manufacturers have been competing in the small-car market.
I would therefore greatly appreciate your sending me the following specifications on the new RX-7:
1. Fuel economy statistics. 2. Technological advances (such as
steering system, brake system, and engine
REQUEST LETTERSInquiries
capacity). 3. Available options. I would also find it very helpful if you told
me in which magazine (or other mass media) you began your advertising campaign.
• I am certain my classmates will find this
REQUEST LETTERSInquiries
information extremely interesting. I will be sure to send you a copy of my report as soon as it is complete.
Respectfully yours,
REQUEST LETTERSOrders
Many companies use special forms for ordering merchandise or service, called:• a purchase order (if they are their own)• an order form (if it is provided by the seller) These forms have blank spaces for the necessary information.
REQUEST LETTERS
REQUEST LETTERSOrders
Every order should include:• the name of the item being ordered• the item's number (catalog number, style
number, model number, and so on)• quantity desired (often in large units such
as dozens, cases, reams)• description (such as size, weight, color,
material, finish, extra features)
REQUEST LETTERS
REQUEST LETTERSOrders
• unit price• applicable discounts• applicable sales tax• total price• method of payment (such as charge
account, including the account number, c.o.d., check)
REQUEST LETTERSOrders
• desired delivery date• method of shipment (such as parcel
post or air express)• delivery address (which may vary from
the billing address)• authorized signature• order source (such as the title and issue
REQUEST LETTERSOrders
date) if the order is in response to an advertisement of a magazine or newspaper).