"INQUIRY LETTER"

INQUIRY LETTER

A.      DEFINITION

Inquiry letter is a type of letter of request or request for information about a product, service, job vacancy or other business information.

B.       PURPOSE

Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others.

C.       GENERIC STRUCTURE

1.Date
2.Sender’s Address
3.Inside Address
4.Salutation/Greeting
5.Body text

The first paragraph always begins with the reference you meet about the intended company. These references may be advertisements in print and electronic media or other business information that you get from business colleagues working in the company. Commonly used expressions are as follows:

With reference to your advertisement (ad) in ... Or

Regarding your advertisement (ad) in ...

6.Closing Paragraph “Call to Action”. Contains thank-you note and availability to reply / respond the letter as soon as possible.

7. Closing

8.Signature block
9. Name of sender

10.Enclosure. Contains attachments that attached by the sender (if required)
11.Carbon copy. Informs that the letter was also sent to the parties who need to know the contents of the letter.Ex : CC: Finance Section

D.      LANGUAGE FEATURES

q  The Start:

Dear Sir or Madam To Whom It May Concern

q  Giving Reference:

-With reference to your advertisement (ad) in...

-Regarding your advertisement (ad) in ...

q  Requesting a Catalog, Brochure,

 Etc.: After the reference, add a comma and continue - ... ,

-          would (Could) you please send me ...

Requesting Further Information: I would also like to know ...Could you tell me whether..

q  Signature :

Your faithfully (very formal as you don’t know  the person whom you are writing)

E.       DISTINCT CHARACTERISTIC

1. Starts with direct and polite request.

2. Asked for information.

3. Provide explanation for the requirement of information.

4. Confidentiality.

5. Specific objective.

6. Supported by reply letter.

7. Asking information within specific time.

8. Specific format on structure.

9. Formal language.

10. Cordial closing.