Inquiry: Meaning and Essential Parts | Contract Management

After reading this article you will learn about:- 1. Meaning of Inquiry 2. Essential Parts of an Inquiry 3. Types of Inquiries 4. Delivery of the Inquiry.

Meaning of Inquiry:

“Inquiry” is an indicator of potential business to the vendors and they spend time and money in making an offer to you. So please understand at the very onset that whatever inquiry you issue as a buyer or an importer, it is going to have reaction from the counter party which might show keen interest to make a beginning with you.

The receiver always thinks in terms of expected business and generally reacts keenly with an offer or a status letter for sup-pliability. As far as possible be honest in your inquiry which must clearly indicate the purpose and expected result. The respondents will then give you a. calculated response just sufficient for the purpose of the inquiry.

The respondents are very allergic to the bogus or dummy inquiries. If you have to use such inquiries then use them only when no other way is possible to get the specific information that you want to have. If you send dummy inquiries more often or your inquiries do not result into business the vendors are likely to start ignoring your inquiries.

If you look at the number of inquiries available at the internet one would think there is billion dollars’ worth of business but soon one realizes that most of them are dummy and do not result in any positive conclusion.

Similar is the situation in other forms of inquiries, the manufacturers, exporters, traders receive hundreds of, inquiries daily from all over the world but they filter out the junk from the potential one. This process of filtering is based on their past experience and market knowledge. Making an inquiry means expenditure of time and money, so use them very judiciously and purposefully.

Essential Parts of an Inquiry:

The inquiry sheet contains four essential parts of information:

Part 1: The Identity the Identity of the Sender:

(i) Name of the organization,

(ii) Name of the sender and his/her designation.

(iii) Physical mailing address,

(iv) Electronic mailing addresses like telephone, fax, web site, e-mail.

The identity of the receiver is also important:

(i) Name of the organization

(ii) Name of the department, name of the person in-charge or the senior-most person looking after the Concerned business.

(iii) Physical mailing address.

(iv) Electronic mailing addresses like telephone, fax, web address, and e-mail.

For an inquiry to reach the desired destination, it must contain correct details of the above four levels. If the inquiry is sent only by the company name than there are chances that it may not reach the right person or if it reaches the right person it may not reach in time.

And judging from the rivalry in the inter-personal departments in this competitive market there are chances, how so ever remote they may be, that the inquiry reached the right department but was intercepted mid-way by persons not related to the business and they slept over it so that the right person may not get the credit of sale done.

Therefore when you send the inquiry make sure to counter check whether the right person has received it or not, if not, then re-send the inquiry.

This re-check is possible when the number of inquiries sent are comparatively low. But this counter check might not be possible when you send large number of inquiries for one case, in that situation it is advisable that you must develop a data bank of the potential vendors (which otherwise you must develop) which contains information on the said three levels. You must also update this data bank as often as possible.

If your inquiry contains above information then chances are that it will reach the destination. But please remember inquiry sent is not inquiry received, you have to make sure by direct and/or indirect means that it has indeed reached.

Part 2. Product/Service Required:

This part will contain information like:

a. Item,

b. Specification,

c. End usage (for industrial products),

d. Delivery,

e. Quantity,  

f. Packing, and 

g. Shipping term of delivery.

Part 3. Identification Mark of the Inquiry:

This is an essential reference point of the inquiry sheet. The reference number is unique for the inquiry and has a date as well. This reference number is used for all future communications between the importer and the exporter. It is different from the contract number.

The contract number is assigned once the inquiry has been responded with an offer and the importer has accepted the offer of the exporter and then a contract is drawn which contains the details of the inquiry and the offer besides other standard terms & conditions for the supply.

Part 4. Time Factor:

The time factors indicate the urgency of the requirements. If the requirements are not urgent the importer might give sufficient time to the exporter to make an offer and mail it. But if the requirement is urgent then the importer may indicate for urgent submission of the offer with in a very short period.

In general the importer will always try to avoid any indication in the inquiry sheet for any sense of urgency to avoid adverse implication on the expected price from the exporter. But if it is essential and central to the procurement plan than the importer has to avoid any direct reference to the urgency.

Asking for firm prices and using the electronic medium to negotiate for the better price and other terms can do this job in a better way. Basically it is an optional point and must be used judiciously.

Types of Inquiries:

There are three types of inquiries—General Inquiries, Specific Inquiries, and Inquiries under Specific Funding.

These three types are briefly discussed in the following lines:

A. General Inquiries:

These inquiries are issued for getting general information covering many parameters of the business. These seldom result into business but can become the precursor for detailed inquiry.

Sometimes the inquiry itself discloses the purpose like for pre-biding or for estimation, or for getting market information but generally the purpose is not disclosed on the body of the inquiry and it is left up to the vendor to make his judgement. When you issue an inquiry, you have to use your own judgment to identify the nature of the inquiry you intend to issue and make sure it means what it is intended to mean.

The general inquiries could be mainly of following seven types:

(i) For Price Idea:

“Please let us know your current prices for the Oral B tooth brushes for the Indian market”.

(ii) For Market Information: (Inquiry to a Trader):

“We are planning to enter the market for the bulk imports of Oral B tooth brushes, please revert supply position with your manufacturers for shipments in the later half of the year.”

(iii) Trading Purpose:

“Regarding Leather belts for men and women, we have entered into bulk supply contract with the largest retailer in the Japanese market. Please revert your supply position for 4 FCL so that we can release firm inquiry”.

(iv) To know about the Competitor’s Position:

“We understand you have participated in the last tender for the 100,000 tons wheat but missed the contract. We are seriously planning to bid for the next cycle and for that purpose we might consider to use your services as the local representative. But at first please revert detailed market information and competitor’s movements. On receipt of your data we shall discuss the matter further.”

OR

“Understand you are dealing in foodstuff imports especially the wheat. We are planning to enter your market for the sale of wheat to government agencies and private importers. Please revert market situation especially the movement of Cargil Grains in your market. On receipt of your information we shall decide for using your channels for this business. All information provided by you shall be kept confidential”.

(v) For Budgeting or Pre-Biding Purposes (Projects, Bulk Purchase):

“Enq. No-ssb8. We are going to participate in the 210 MW power plant under WB finance. For this project we need 30,000 tons of steel wire rods per JIS 1008. Please revert your budgetary offer on CIF Chennai basis in US $ for shipments in second half 2001. Payments will be as per WB conditions.”

(vi) To Prepare Bid Price Calculation:

“We are planning to bid for the 20,000 tons Basmati rice to Dubai in bulk. Please revert bulk freight rates Mumbai to Abu Dhabi, all risk cover insurance Indore to Unloading port, and the loading and unloading charges. All rates to be in US $.”.

OR

“We are bidding for the 500 beds hospital at Kanpur India. Please revert the list of items available at your end covering the operation theater equipment”.

OR

“Please quote C&F Calcutta in US $ for 50,000 nos. hand towels, Turkish towels, bed sheets, pillow covers, and mattresses. Payment 90 days L/C. Your offer must be valid for acceptance for 180 days.”

(vii) To know about the Availability of Specific Technology and/or Process and/or Technical Services:

“We are planning to setup 50,000 TPY Cold Rolling Mill at Hyderabad India for automotive application. Please revert if you can offer latest CR technology. We may also consider importing the main plant based on your technology and recommendation besides technical assistance for 5 years in running and maintenance of the project.”

B. Specific Inquiries:

These are serious inquiries and can result into business. They are issued with specific purpose, which identifies or separates them into several segments. Each segment refers to a particular element of the expected contract or it lays emphases for the most important point for contract consideration. Each type of inquiry has its typical format and as far as possible it must be so framed that it serves the purpose.

1. Price Specific:

“Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000. There will be no negotiation/communication on price hence see to it that your price is rock bottom.”

2. Payment Specific:

“Please quote your best price on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment third quarter 2000. Payment by irrevocable confirmed without recourse L/C in US $ to be opened & sent together with the Purchase order. Keep your offer valid for 72 hours from 25^th April 2000.

3. Currency Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment third quarter 2000. Payment in equivalent Japanese Yens through sight L/C. Any adverse exchange rate fluctuation from contract date to shipment date shall be to your account. Keep your offer valid for 72 hours from 25^lh April 2000.

4. Quantity Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^(h April 2000. Any short or excess shipment, and partial shipment, is not permitted.

5. Quality Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water as per your quality Q1, in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

6. Process Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water, activated charcoal filtered and double refined, in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

7. Delivery Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment first vessel June 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

8. Time Specific (Arrival):

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment per ss Vinus ETD 5^th Jun 2000 ETA Mumbai 25^th Jim 2000 or by any vessel to arrive at Mumbai not later than 5^th June 2000 failing which cargo can be rejected. Payment by 30 days L/C subject to shipment in time. Keep your offer valid for 72 hours from 25^th April 2000.

9. Season/Region Specific:

Please quote on CIF Mumbai India in US S for 12 container load of mineral water of Iowa USA origin bottled not more than 2 months ago, in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 200.

10. Packing Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack of 500 Kgs re-usable plastic containers for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th Apr 2000.

11. Brand/Model Specific:

Please quote on CIF Mumbai India in US $ for 12 container load of COLFAX brand USA Origin mineral water in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

12. Manufacturer Specific:

Please quote on CIF Mumbai India in US $ for 12 Container load mineral water of Evian Natural Spring Water Co. Paris France in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

13. Limited Types:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water of Evian – France, or Colex, – USA, or Santory – Japan in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

14. Under Tied Loans (World Bank, Asian Development Bank):

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water in bulk pack and in pet bottles for shipment third quarter 2000. Payment under World Bank finance. Keep your offer valid for 72 hours from 25^th April 2000.

15. For Specific Technology:

Please quote on CIF Mumbai India in US $ for 12 container load of mineral water occurring at depths not less than 300 meters and double distilled by reverse osmosis with zero bacteria and sulfur contents, in bulk pack and in pet bottles for shipment third quarter 2000. Payment by L/C. Keep your offer valid for 72 hours from 25^th April 2000.

16. For Physical Distribution (Wholesaling/Retailing Network):

Please revert your interests to market our Ganges Brand mineral water. The technical details, production facilities, and market share data is enclosed. We shall be shipping in bulk containers and bottling will be done at your end by a plant supplied by us.

The product will be marketed under our brand. We will control the retail pricing. You shall be paid 5% of the net sales amount through your retail outlets. Upon receipt your interest our representative will visit you for further discussions. We must have your response by fax in next 30 days.

16. Special Cases (Deemed Exports):

There are specific cases when the inquiries are released in a country, which are export destinations. These are referred to as “deemed exports” under Indian Imp- Exp regulations. For instance a manufacturer in Japan gets an export order for export of Textile Fiber plant in India. Under this contract he is expected to supply the equipment as per his design and specifications for a price.

For some equipment if he feels that the Indian manufacturers can offer more competitive prices at the same quality than instead of exporting from Japan he will contract on Indian companies and upon delivery will make the payment in hard currency. In such cases the overall performance guarantee still rests with be opened by us in your favour.

1. Textile machines: 4 nos.

Technical requirements and drawings enclosed.

2. Foundation frames: 4 nos.

Technical requirements and drawings enclosed.

Example 2:

An inquiry from a Japanese exporter/contractor to an Indian manufacturer for delivery in Jakarta.

“Toray Engineering Corp. Japan is setting up a textile plant in Indonesia. For this project following machines are required, please quote in US $ for delivery at plant site in Jakarta Indonesia on DDP basis. Your prices must contain civil construction, erection and commissioning of the machines. Delivery must be 10 months from the date of the contract. Payment will be in US $ by L/C to be opened by us in your favour.”

3. Textile machines: 4 nos.

Technical requirements and drawings enclosed.

4. Foundation frames: 4 nos.

Technical requirements and drawings enclosed.

Example 3:

An inquiry from a Japanese construction company to a Korean steel mill for steel wire rods for delivery in Bangladesh.

“MSK Japan (some name) is constructing rail/road bridges in Bangladesh for which we need 50,000 MT of steel wire rod per ASTM 1008. The detailed specifications, sizes, and delivery schedules are enclosed with the post confirmation copy of this telex message. Please quote on C&F Chitagaon Bangladesh in US $. Payment will be by L/C 180 days sight in US $ to be opened by us in your favour 2 months prior to each shipment.”

There can be many more cases where contractors and suppliers belong to two countries and deliveries are made to a third country. But such cases are generally big projects and contractors try to minimize on the net out flow of funds by contracting to local parties and/or parties belonging to a third country.

By doing so they not only save on the transportation cast, but also manage to get required material at competitive prices thus increasing their net profitability of operations. There are numerous risks in such arrangements but proper planning and execution can avoid most of them.

These cases are found in the cases where projects/bulk-supplies are to be located in the developing countries or when the materials from the developing countries is used for other markets in the developed countries.

Finally coming back to the “inquiry”, please understand what you use in your inquiry would depend what you require, where you require, when you require, and what parts of the requirements are important to you.

It is likely that the more specific and elaborate the inquiry you release, the vendors might respond with specific offers, but there are chances that they might add on prices to suit your specific requirements which may or may not be in your favour. Therefore while drafting your inquiry, give serious thought as to what extent you can disclose your requirements to get realistic offers from the suppliers.

And if you intend to enter the negotiation phase, than you must plan ahead as to what and how much you can disclose to further scale down their offers to get either the bulk discounts or to get more favourable delivery and/or payment terms. Therefore be specific and to the point for what you require, and make up your mind what you want to disclose and what you can gain during negotiations.

Do not include items that you do not require, because if the suppliers find out about your intentions they might use price differential and quote you lower prices against what you do not require and higher prices against what you really require.

C. Inquiries under Specific Funding/Finance:

The type of finance involved for payment also affects not only the form of inquiry that can be issued but also the resultant net prices and their evaluation process as well. This is significant when the case is of credits and loans by world bodies and/or donor governments. The mode payments are highly elaborate and the vendors must understand and agree to adhere to such payment system.

Free Foreign Exchange financing:

This is the most common type of financing for the global trade. In this case the payments are made in hard currencies through banking channels under various forms of documentary credit systems. The trade under this mode of finance/payment is subjected to hard negotiation phase.

This form is used when total value of the contract is nominal but there is no regulation as such to prevent it from being used for larger payments. It is also used for bulk imports/exports like crude oil. fertilizers, raw materials, technological sales, takeover bids etc.

This form is also used for trading on the commodity exchanges and the stock transactions. The main advantage of this mode is to avail off the spot prices when they are in the competitive range.

World Bank/International Development Agency (IDA), Asian Development Bank (ADB) finance, International Monetary Fund IMF etc.

All these agencies have formulated standard inquiry format and guidelines which are common to all goods and services to be procured under WB financing. Infact they have issued a booklet giving dos and don’ts for doing business under their financing schemes.

It must be noted these institutions do not issue direct inquiries but they setup the guidelines for the same and the organizations that receive the funding issue inquiries based on those guidelines and in the proper format.

In these cases there are no negotiations and the evaluation of the offers received are done on a systematic manner with no room for any favours or pressures. In many cases the inquiries are in the form of limited or global tenders. As such if you are one of the organizations than the format of your inquiry must be as per the specific guidelines of the funding agency.

Govt., to Govt. Credits/Loans:

There are two types of credits/loans, the tied and the untied. In the case of the tied credits/loans the sources of supply are confined within the donor country and in the case of the untied credits/loans the sources of supply can be from any source. The inquiries issued in both the cases are different.

In these cases the Consultant appointed by the donor country plays a vital role in formulating the inquiry specification. In the case of the tied credits/loans it might not affect you as the beneficiary of the finance since the source of supply has to be limited to the donor country, but in the case of the untied credit/loan there will be tendency on the part of the consultant to frame specifications in such a way that it favours some suppliers and disqualifies others.

You as the beneficiary have to consider your interests and make sure the specifications so drafted by the consultant give you larger coverage in the global market for sourcing. But in case there is provision for appointment of your own consultant than such situation might not arise.

Delivery of the Inquiry:

Once the inquiry has been formed than the next important point is how to deliver it to the target vendors.

There are two points to be considered, one is the selection of the physical mode and the other is physical mode of transmission:

(i) The selection of the physical mode is directly dependent on the following points;

(a) The type of product and Target vendors,

(b) Urgency of requirements,

(c) Out-sourcing,

(d) The volume of business involved

(ii) As far the physical transmission is concerned there are four ways of delivering the inquiry to the target vendors, by phone, by letter, by fax, and by e-mail. Each mode of transmission has its points of strengths and weaknesses.

Both the points (i) and (ii) are discussed here under:

(I) Physical Mode:

(I-A) Types of Products and Target Vendors:

The goods involved can be the industrial (including raw materials, components, and sub-assemblies), consumer or consumer durable.

(The industrial goods are those which are used or which undergo further processing to make usable goods either for the ultimate consumer or to be used for further production process. The consumer and consumer durable goods are those which are the final products and ready for final sale/export.)

In the case of the industrial goods suppliers would be limited. Limited in the sense that you as the manufacturer/importer might have;

i. Approved certain producers/suppliers as acceptable or

ii. Those manufacturers/suppliers whose samples have been approved by you.

Any other producer/supplier would have to pass through the said two stages for receiving your inquiries. When you are doing “outsourcing” than you too are on the lookout for newer sources for better quality at lower prices, in which case the actions would be different, instead of their approaching you, you would be approaching them for your requirements and you will be assisting them to pass through the said two stages for becoming your approved and/or acceptable vendor and to receive your future inquiries.

This means the target audience is limited which could be highly focused (industrial zones) or scattered regionally (independent manufacturing/assembling units not part of any localized regional zone). In both the cases Direct Mailing is desirable. In this case depending on the urgency of your requirements you would be selecting the means or the carrier of your inquiry.

(I-B) Urgency of Requirements:

In case your requirements are very urgent than use phone and/or fax followed by confirmatory letter by mail. The use of e-mail facilities can also be used provided the communication channels are properly protected against any unwarranted hacking.

The confirmatory letter must contain the text of what was discussed over phone, or must contain copy of the fax message, in addition the letter can contained detailed requirements like quantities, specifications, delivery, payment, packing etc.

(I-C) Outsourcing:

In the case of “outsourcing” the vendors might be sitting thousands of kilometers away. In such cases the use of dedicated e-mail lines of communications are desirable. In these cases also you must follow-up by telephone/fax communication to confirm the receipt of your inquiry in perfect condition, or, the vendor might call you back to confirm the receipt of your inquiry.

(I-D) Volume of Business Involved:

The word “large” is a comparative statement still following businesses would be considered as large volume businesses:

(i) Bulk commodity, petroleum products, and metal trade plant exports/import.

(ii) Technological exports/import.

(iii) Technological and manufacturing facilities export/import.

(iv) Joint ventures.

(v) Export production and production sharing.

(vi) Exploration jobs.

(vii) Infrastructure development and operations.(ports, roads, airports, export processing zones, storage and distribution, town planning, civic amenities, city water treatment and distribution, pollution control and prevention, sea bed exploration, etc.)

(viii) Informatics & communication

(ix) Education (computerization, library systems, publishing and documentation, Open University concepts etc.).

This is not a comprehensive list, the businesses could be many more, but the idea is that such business fall under the large volume concept since the monetary transactions involved are large.

The bulk trade attracts direct communication and/or through tendering system. This trade has high turnover and regular repeat frequency of business deals. The rest of the business (most of it) is highly technology and/or infrastructure based type where consultants play vital role.

In addition to the consultants there are plant designing and engineering jobs followed up by manufacturing, commissioning, and distribution jobs. In most of these cases the business is conducted on direct and specific communication basis with the potential vendors or through limited tendering if funding is provided by some international organizations like World Bank and its associates, Govt., credits, banking system etc.

The inquiries for above-mentioned businesses are job specific and there are several layers of subsequent filtering inquiries. The filtration process is used to narrow down the prospective vendors to most suitable ones both technically and financially, the entire process is heavily dependent on the process of counter offers and extensive negotiations.

(iii) The Physical Transmission of the Inquiry:

(a) OVER PHONE:

Importers who are well established in the market generally issue these inquiries and the goods required by them are general in nature or have been regularly imported from specific exporters. In this case the two parties or the persons at both ends know each other and have some degree of business rapport. This mode is more popular amongst the domestic traders rather than for the international trade.

The inquiries issued over phone must be followed up by written format at the earliest having reference to the telephonic conversation or simply saying that “this is in confirmation to the inquiry placed over phone on such date and time which was received by Mr. So and so.”

The written form will clear if there was any ambiguity or miscommunication or misunderstanding during telephonic delivery of the inquiry.

Another point to remember is that when you deliver the inquiry over phone make sure the receiver has noted or understood clearly what was communicated to him, the best way is to request him/ her to repeat the text. This mode is used when the respondents are not very many and are easily approachable over phone.

Example 1. (Inquiry over telephone):

“This is Alec from ABC Inc. Please quote by torn noon valid 3 days for acceptance, 100 tons industrial solvent in 100 kgs drums Mar shipment 90 days L/C on CIF Sydeny basis. Letter-fax confirmation follows.”

(b) Inquiry by Letter:

This is somewhat standard form of issuing inquiries especially when the respondents are expected to be many and far scattered. In this form the importer or the buyer uses company letterhead or a standard inquiry form and format.

If the inquiries are of repetitive nature at frequent intervals than the importer may use standard inquiry form which contains in pre-printed form the standard term like item, spec, payment, inspection, patently, validity etc.

Also there is sufficient time for the respondents to make an offer and for the importer to make a decision. The organizations, which issue tenders (inquiry form) generally, issue inquiries by letter. The importer has in mind to force negotiation onto the exporters for fetching better price and delivery terms by selecting the best three or four offers and making them compete with each other.

There are chances that the orders may be split up between two or more exporters if there is near compatibility in price specification delivery and payment. In cases where the importer’s requirements are of recurring nature the exporters generally keep contact with the importer for feedback on expected inquiries.

Example 2: (Letter Inquiry):

(c) Inquiry by Fax:

These inquiries are used when time is short and respondents are limited and perhaps known by earlier references or business. In text and appeal these inquiries are similar to those sent by letter.

The problem in this form is the distortion caused by the electronic medium (jumbled up line or missing text, or missing page etc.). If you use this mode of inquiry than soon after sending it over the fax call up the receiver for confirmation for proper receipt, or in many cases the receiver might call up to confirm the receipt or to ask for clarifications.

It is also a good idea to mail one copy for confirmation to the receiver. If you are doing so than better mention in the body of the fax sheet that a confirmation copy has been posted.

(d) Inquiry by E-Mail:

E-commerce is the latest revolution to hit the business world. This is the future of the world trade and despite its present limitations it is opening up unlimited applications for the development and enhancement of the scenario of trade and commerce.

E-mail is perhaps the fastest and most economical mode of communication available to reach out to your vendors and indulge into business communication. There are a number of free e-mail sites available like Hot Mail & Yahoo Mail, both of which are so common that seldom they find favour with the business community except when you are a solo player.

The big organizations have web sites and list their e-mail address on it for communication. Each of the Internet Service Providers offers exclusive e- mail account to the subscribers. These e-mail addresses are more authentic sounding for using for business purposes. In India we have two large ISP in Videsh Sanchar Nigam Ltd (VSNL) and Mahanagar Telephone Nigam Ltd. (MTNL).

Both are Government departments and nearly monopolize the Internet business. In addition there are several others as well in the private sector most important of which are the Satyam and Mantra. When you subscribe for the Internet access to them you get one e-mail account free. For business purposes this is the one you should use. by going on line

a. Storage of incoming e-mails in different folders

b. Creating e-mail addresses in the address file.

c. Sending the e-mails selectively or to multiple recipients.

d. Sending e-mail to a fax number

e. Sending e-mail to a telex number

f. To reply or forward e-mail

g. To delete un-necessary e-mails

h. To print e-mails.

The incoming e-mails are stored or downloaded into the INBOX, the outgoing are kept in the OUT BOX, the sent e-mails are kept in the SENT ITEMS, the deleted are kept in the DELETED ITEMS, and all drafts before e-mailing are kept in the DRAFT box. One can create a number of folders to keep specific e-mails like Steel, Chemicals, Personal, Market Data, Reports, etc.

Another big advantage on e-mailing is that the sender’s and receiver’s e-mail address, recipient’s name, firm’s name, date of the communication etc. are indicated automatically on the body of the e- mail text by default, provided of course they have been stored in the address file.

There is also provision to reply on the incoming e-mail as a continuation of the message. This facility helps the recipient to link up the sent and received messages at one time.

For using e-mail facility you must have access to the Internet, must have an e-mail address, must be protected from the viruses and hackers, and lastly the vendor must also have at least Internet access and an e-mail address.

In case you put your requirements on a bulletin board on the net than chances are you could be flooded with responses most of which would be by traders and not manufacturers. Experience is the best guide for selective selection of good responses from the bad one.

Examples 1:

Inquiry direct to the manufacturer:

“TO: Chinese Cement MFG Co. Ltd.

Attn. Mr. J.J. Lee Director International Business

Re. Grey Cement

Please quote on CIFFO Jakarta 50,000 Ton Grey Portland cement type 1 in 2 layer 50 Kgs new bags with outside layer of propylene and inside of paper, @ 10,000 per month. Shipment to commence within 30 days from the date of the Purchase order. Payment revolving L/C in US $. To be established within 7 days from the date of the purchase order. Third party loading port inspection for quantity and quality on our account. Please e-mail firm offer reaching here by 30 April 2000.”

Example 2:

Inquiry on the Imp-Export bulletin board.

“We require 50,000 tons Grey Portland cement type-1 packed in 50 kgs two layer bags (outer propylene inner paper) @ 10,000 tons/month. Only manufacturers or their authorized dealers to quote on CIFFO Jakarta basis. Must have offers by 30 Apr 2000.”

Contact Person: Hugo E. Valimer CEO

Contact e-mail: maito:hvaldes[at]emilmoz