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a probable buyer to the producer / supplier or seller by asking about the information of
the goods like quality, size, quantity, colour, price, discount and the terms and conditions
of payment, etc. Sometimes, inquiries are made through telephone, trade representatives,
telegram, etc. but mostly, a letter of inquiry is written for the inquiry of the goods.
ii. Reply to the Inquiry or Quotation Letter
It is the second document of home trade. The sellers/suppliers write quotation
letters as the reply to the inquiry letters of the probable buyers or against the invitation of
quotation published by the customers. Thus, quotation letter is that letter which is written
by a seller to the probable buyer by replying his inquiries about the goods. It is known as
quotation letter in the sense that it quotes the price of the goods. Sometimes the samples
of the goods may also be sent along with this letter. Since this letter becomes the basis for
future trade dealing, it should be written with due considerations.
iii. Follow-up Letter
It is the follow-up of a quotation letter. Sometimes, a supplier/seller may wait till the
response of the probable buyers to his quotation letter. If there is no response from the
buyers for a long time, he may forward an another letter by reminding the buyers about
their quotations. It does not take place in the regular course of documentary dealing and
thus, is not a regular procedure.

iv. Order Letter
When a buyer finds the specification of the goods and the trade terms and conditions
favourable to him, he places the order for the goods. Sometimes, the buyers may give
some instructions about the delivery of the goods in the order letter. Thus, an order letter
refers to that letter which is written by a buyer to the chosen seller by demanding the
certain goods as agreed by them. This letter is the true beginning of trade relation between
the seller and the buyer.

Bharatpur Books Distributor
Bharatpur, Chitwan
Ph. No.: 056-532844
Ref. No. 1115/075/076 Date 2075/12/15
To,
The Sales Manager,
Aakar Publication Pvt. Ltd.
Putalisadak, Kathmandu
Sub: Purchase Order
Dear Sir,
Thank you very much for your quotation dated 2075/12/3 and the
samples sent to us.
Would you supply us the following books by ‘Chandan Transport’ along
with the bill and instructions for payment, if any, otherwise we will make the
payment immediately by bank draft.
1 . Social Studies 9 and 10 each 200 pcs.
2. Practice Science 9 and 10 each 150 pcs.
3. Aakar’s Office Practice & Accountancy 8, 9 and 10 each 400 pcs.
4. Aakar’s Mathematics 9 and 10 each 160 pcs.
Looking forward to receiving books from you.
Yours faithfully
..........................................
Manager

42 Aakar’s Office Practice and Accountancy - 10 Trade 43