Request Reply The main aims of the writing

Request Reply
Letters responding to requests may open with a subject line:
to identify the topic immediately,
to refer to previous,
to summarize a message,
SUBJECT: Your Letter of August 5 About Award Programmes

Request Reply
Opening. You should:
thank the reader, acknowledging the interest in your company,
announce the good news promptly.

Request Reply. Opening.
E.g.:
- Thank you for your interest in A&M equipment. We are happy to supply you with the information you requested.
- We appreciate your interest in our company.
- Thank you for your request for information about …
- I will be happy to speak to your business communication class on the topic of …
- We thank you for your inquiry of October 12th , for your interest in our product.

Request Reply. Opening.
- Thank you for your letter. We shall be only too pleased to supply you with display material of our book.
- We are obliged for your letter of May 16th, in which you inquire whether our firm is represented in Brazil.
- We thank you for your letter of 28 June, and are glad to inform you that all the items listed in your inquiry are in stock.
- Replying to your enquiry of 2nd May, we are pleased to inform you that…

Request Reply.
Body. You should:
supply explanation and additional information,
include specific facts your reader requested,
include the information that may be of help,
provide considerable data,
show how it would benefit the customer,
arrange the information logically,
make the information readable by using lists, tables, headings, italics,
promote your organization and products,
itemize the list of responses to the customer’s questions.

Request Reply. Body.
E.g.:
- The enclosed brochure describes our special feature, including …
- You can use our standardized tests to free you from time-consuming employment screening.
- It gives me great pleasure to send you our catalogue, which contains all technical details about the model you inspected. You will find that the prices vary.

Request Reply.
Closing. You should:
offer further assistance if further action is required,
refer to the information provided or to its use.

Request Reply. Closing.
E.g.:
- In case you have any further questions, please do not hesitate to call. I can be reached between 8.30 a.m. and 6.00 p.m. at (201)8819412.
- I have enclosed for your reference a list of our dealers in the Bronx and Manhattan. A number of these dealers sell Maxine Sportwear at discount.
- I hope this data about our experiences helps you solve your microcomputing disc storage problems.

Request Reply. Closing.
- Our whole experience is at your service. We hope you will make use of it.
- We hope this catalogue will give you all the essential facts about our lines.
- We think we have covered every point of your enquiry. If not please do not hesitate to write us again.
- Our services are at your disposal.

Request Reply.
A request for information may be answered with a brochure or catalog. Then in your letter you should:
arouse your reader’s interest in these materials,
call attention to the particulars of the brochure,
attempt to encourage a sale,
explain why you have sent the brochure.

Request Reply.
Cover letter:
Dear Sir:
In reply to your request for our Catalogue № 135 we enclose a copy, and we hope you may find it useful. You will find an order form inside to assist you in choosing the items you may require.
Yours sincerely,

Request Letter
The reason for writing a request letter are to:
Obtain information ( such as prices or technical data);
To receive printed matter (such as booklets, catalogs, price lists, and reports);
To receive sample products;
Engage services (including repair or maintenance services);
To make reservations ( at hotels, restaurants, theatres);
To seek special favors ( such as permission, assistance, or advice).

Request Letter
All requests should:
Be specific and brief;
Be reasonable;
Provide complete, accurate information;
Be easy to answer.

Request Letter. Opening.
In the opening you should put the main idea first .
The opening sentence introduces the purpose immediately so that the reader quickly knows why the letter was sent.

Request Letter. Opening.
Please provide information and recommendations regarding security equipment to prevent the theft of office computers, keyboards, monitors, and printers.
Will you please answer the following questions about your payroll service.
Would you please send the information about … .

Request Letter. Opening.
We would ask you to inform us whether you are in a position to … .
We write to enquire whether you could … .
Please let us know whether you could … .
We should be grateful to you if you could send us detailed information … .
We should be obliged if you would let us know immediately whether you agree to …

Request Letter. Body.
In the letter body explain needs for information and provide details. If you have questions, express them in parallel form so that they are balanced grammatically. To elicit the most information, pose open-ended questions. Group the questions into list for quick comprehension and best feedback and put them into logical order.
What computer lock-down device can you recommend?
What expertise and equipment are required to install and remove the security device?

Request Letter. Body.
Answers to the following questions will help us … .
Your answers will help us to understand how … .

Request Letter. Closing.
In the closing you should:
show appreciation or thank your reader; set an end date and reason;
develop reader benefits
describe briefly how the information will help you.

Request Letter. Closing.
Because our insurance rates will be increased if the equipment is not secured before April 1, we would appreciate your response by February 15.
Thanks for returning the questionnaire before May 5, when we are going to begin tabulation.
We are grateful for the information you will provide because it will help us serve you better.
I genuinely appreciate information that will enable me to... .

Request Letter. Closing.
We would appreciate your reply by December 1 because we are having the Board meeting.
Since we are planning … we would appreciate you response by April 1.
We look forward with interest to your reply.
Your immediate reply will be very much appreciated.