Signature

Since many signatures are difficult to read, the name of the undersigned is usually typed below (or above) his signature.

Reference Initials

It is customary for the secretary or shorthand typist to indicate on the letter the initials of the person who dictated the letter and her own initials. The dictator's initials are always placed first and separated from those of the transcriber by a stroke or colon: ADT/ej or ADT:EJ (Dictator's name: Alfred D. Thomas; transcriber's name: Elizabeth Jones)

I. Inquiries

The most important inquiry in business is the inquiry relating to goods.

Inquiries of this type are addressed to suppliers by prospective customers (also called "prospects" in business). They can be made orally or in writing. Many firms have printed inquiry forms. An inquiry is without any obligation for the inquirer.

Businessmen usually send inquiries to several likely suppliers, as they want to find out which of these suppliers offers the best quality, the most favourable prices and terms and/or the shortest delivery dates.

Often the buyer, in his inquiry, merely asks the supplier to furnish literature or to send his representative (general or routine inquiry). If the customer wants a detailed offer, or if he has a special problem, his inquiry must contain full details of his requirements (special or specific inquiry).

Sometimes drawings, patterns, or the like have to be added.

Specimen letters

I. Inquiry from Canadian Importer to German Manufacturer of toys.

Gentlemen:

We have learned from our representative in New York that your Construction Kits for boys have proved very popular in the United States.

As they should also be of interest to Canadian customers, we would be glad to receive samples and quotations.

Please include in your quotation full information on packing, quantities and shipping weights, as well as prices, terms and probable delivery dates.

We are one of the leading importers of toys in this country and are therefore very much interested in learning if you are prepared to grant us the sole agency for your products in Canada. There is a considerable demand for German toys here, and we are convinced that good business could be developed.

Yours very truly,