LETTER WRITING ENQUIRY or INVITING QUOTATIONS Dr Sarla

PURCHASE OFFICIAL vs DOMESTIC • • RULES AND REGULATIONS PROCEDURES SANCTIONS APPROVALS TRANSPARENCY AND

OFFICIAL PURCHASE BUYING ORGANIZATION SELLING ORGANIZATION • DECISION TO BUY • SELLING PLANS •

CONTENT OF AN ENQUIRY • OPENING - State Purpose Show intention to Buy •

OPENING SENTENCES • We intend to buy. . . . (items) for our organization.

CLOSING SENTENCES • If your terms are favourable, we shall be pleased to place

CHECKLIST • USE DIRECT AND STRAIGHT FORWARD APPROACH. • STATE CLEARLY THE PURPOSE OF

PLACING ORDER Letter placing Order is • The final agreement between buyer and supplier.

CONTENTS OF ORDER • Thank the supplier for his quotations. • Give full details

Sample • Thanks for your quotation letter No. . . dated. . . We

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LETTER WRITING ENQUIRY or INVITING QUOTATIONS Dr. Sarla Verma VIRTUAL CLASS

PURCHASE OFFICIAL vs DOMESTIC • • RULES AND REGULATIONS PROCEDURES SANCTIONS APPROVALS TRANSPARENCY AND RECORDS QUALITY STANDARDS, SPECIFICATIONS COMPETITIVE RATES

OFFICIAL PURCHASE BUYING ORGANIZATION SELLING ORGANIZATION • DECISION TO BUY • SELLING PLANS • ENQUIRY OR INVITE QUOTATIONS • REPLY TO ENQUIRY OR QUOTE OFFER PRICE • COMPARE & PLACE ORDER • SUPPLY ORDER • RECEIVE & ACKNOWLEDGE, INFORM IF ANY PROBLEM • RESOLVE ISSUES IF ANY

CONTENT OF AN ENQUIRY • OPENING - State Purpose Show intention to Buy • MIDDLE – Mention items of enquiry Request catalogues/samples • CLOSING –(Response expected) Request rates and terms & conditions (discount, packing, place of delivery)

OPENING SENTENCES • We intend to buy. . . . (items) for our organization. We shall be grateful if you could kindly quote your lowest rates for the items specified below. • We should be glad to receive details of your prices for. . (items) along with detailed specifications and terms of business.

CLOSING SENTENCES • If your terms are favourable, we shall be pleased to place an order immediately. • As we need these items urgently, we shall appreciate your prompt reply. • We look forward to your reply. If your rates are competitive we shall be happy to buy from you.

CHECKLIST • USE DIRECT AND STRAIGHT FORWARD APPROACH. • STATE CLEARLY THE PURPOSE OF ENQUIRY. • REQUEST CATALOGUE, PRICE LIST, SAMPLE. • ASK TERMS & CONDITIONS REGARDING DISCOUNT, CREDIT, PACKING AND FORWARDING AND DELIVERY AT SIGHT. • AVOID LENGTHY UNNECESSARY STATEMENTS.

PLACING ORDER Letter placing Order is • The final agreement between buyer and supplier. • Hence it must confirm the exact details of items and rates agreed upon. • The terms and conditions of business mentioned in the order are treated as final.

CONTENTS OF ORDER • Thank the supplier for his quotations. • Give full details of items, specifications or catalogue/model numbers, quantity. • Confirm the settled terms of price and payment. • Mention date of delivery precisely. • Ask for after sales services if needed.

Sample • Thanks for your quotation letter No. . . dated. . . We are happy to place an order for the following items: Catalogue No Description Quantity Unit Price 3523 A Steel File Cabinets 50 Rs 8000 243 O Computer Table cum 50 Rs 7000 cabinet 235 J Steel Almirah 40 Rs 9000