Business Communication Essentials: Inquiries, Quotations, and Vocabulary

Formal Business Correspondence

Inquiry: High-Performance Solar Panels

Dear Ms. Smith,

We are conducting a review of suppliers for high-performance solar panels suitable for large-scale urban projects. Your company’s products have come highly recommended.

We kindly request the following:

1. Detailed technical specifications of your solar panel models.
2. Current pricing and lead times for delivery.
3. Warranty and support policies.

Furthermore, we would appreciate any additional documentation, such as case studies or certifications, that highlights the performance of your products in urban environments.

We look forward to receiving your response at your earliest convenience.

Yours faithfully,

James Carter
Head of Sustainability Projects
Urban Infrastructure Co.

Inquiry: Compliance Practices

Dear Mr. White,

I am writing to formally request information regarding the compliance practices your institution follows in relation to GDPR regulations. Our firm is conducting an inquiry to ensure that all partners adhere to the highest standards of data protection.

We kindly ask you to provide documentation that outlines your policies and procedures for data handling, as well as details of any third-party audits conducted in the past year.

Your cooperation in this matter is highly appreciated. Please let us know if you require further clarification regarding this request.

Yours faithfully,

Sarah Carter
Senior Legal Consultant
Bright Legal Advisors

Quotation Request: Sustainable Building Materials

Dear Mr. Roberts,

I hope this message finds you well.

We are writing to request a formal quotation for the following products. Please provide the following details in your quotation:

1. Unit price and total cost, including any applicable discounts for bulk orders.
2. Delivery lead times and shipping terms.
3. Payment terms and conditions.
4. Warranty or after-sales service information.

We look forward to receiving your quotation by 20 January 2025. If you need any additional information to prepare the quotation, please do not hesitate to contact us.

Thank you for your time and assistance.

Yours sincerely,

Emma Johnson
Procurement Manager
GreenBuild Ltd.

Business Vocabulary and Terminology

Verb-Noun Collocations

• To request - c) an agreement
• To clear - f) the terms and conditions
• To place - g) an order
• To render - i) a service
• To attach - b) a document
• To acknowledge - a) receipt
• To dispatch - j) the merchandise
• To pay - d) an account
• To fulfil - e) a discount
• To reach - h) by instalments

Synonyms

• LARGE ORDER - Bulk order
• ENQUIRY / INQUIRY - Query
• TO CONFORM TO - To comply with
• TO HELP - To assist
• CLIENT - Customer
• NOTICE OF DISPATCH / DESPATCH - Shipping notice
• TO BE PLEASED - To be delighted
• QUOTATION - Estimate
• SHOP - Store
• TO SEND - To dispatch
• TO PRAISE - To commend
• TO ENCLOSE - To include
• DATE OF ISSUE - Issue date
• TO ASSURE - To guarantee
• EARLY PAYMENT - Advance payment
• RATE OF DISCOUNT - Discount percentage
• UNFORTUNATELY - Regrettably
• ACTUAL - Real
• REASONABLE PRICES - Fair prices
• TO ASK FOR - To request

Antonyms

• WHOLESALER - Retailer
• TO MAKE DELIVERY - To withhold delivery
• TO SEND - To receive
• FIRM ORDER - Tentative order
• DOMESTIC ORDER - International order
• POOR QUALITY - High quality
• PURCHASE ORDER - Sales order
• UNIT PRICE - Total price
• PROVISIONAL ORDER - Final order
• CLIENT - Supplier