Letter of Inquiry

The purpose of this form is to obtain
information from the reader. If the reader is

expecting the letter, the writer’s task is easy.
If the reader is not expecting your letter, then

it is more difficult. In this case, following
these four guidelines will be helpful:
State your purpose
List your questions or requested action
Offer something in return to encourage
action
Follow up with a thank you note, e-mail,
or phone call to the person who helped
you with your request
It is important to recognize that a well- This type of letter is often written to
written letter of inquiry is crucial to suppliers you have not done
securing funding for your project. business with before. Such a letter
often asks for a brochure, catalogue
or price list. It is sometimes
The letter of inquiry should be brief—no
considered useful to give some
more than three pages—and must be a details of your business, and also
succinct but thorough presentation of the where or how you heard of the
need or problem you have identified, the supplier's name and address.
proposed solution, and your
organization's qualifications for You should always address your
implementing that solution. letter “Dear Sirs”, “Dear Sir or
The letter of inquiry should be addressed Madam” – in this way you are writing
to the appropriate contact person at a to a company. If you address it to an
individual, it may mean delay if the
foundation or to its CEO and should be
person is away or ill.
sent by regular mail.
A.Q.Electronics Ltd.
Calle Estoril 1701
Barselona
Ref: JR/ct
Standart Office Furniture Ltd.

Cantley Rd.
London, SW4 9HX
Letters of
Great Britain 12 Oct., 1998 Inquiry generally
are 2-3 pages;
Dear Sirs,
oftentimes, the
We have read an article in “Office News” about your range of
foundation will
visible record system filing cabinets. We are interested in
introducing a modern filing system in our main office. We also
indicate a page
wish to install an electronic system for the storage and retrieval of
data.
limit.
Please send us price list and catalogues of your manual and
electronic data processing systems, quoting your price f.o.b.
Do not go
London if possible. We are particularly interested in type TW37,
so we would be grateful if you would enclose more detailed
over that limit!
information about this particular model.
We look forward to hearing from you soon.
Yours faithfully,
J. Rodriguez,
Office Manager
This should inform the reader that this is an enquiry or
request
•Inquiry about Textbooks

•Request for Brochure
•Query about Website
EXAMPLE •Question regarding Product Components
This should tell the reader what you want
The introduction serves as the executive

summary for the letter of inquiry and includes the
name of your organization, the amount needed or
requested, and a description of the project. The
qualifications of project staff, a brief description of
evaluative methodology, and a timetable are also
included here
Please send me...
EXAMPLE Could you please send me...
(for things that the organization offers to send)
I would be grateful if you could tell me…

(for things that are not normally offered)
I am writing to enquire whether…

I would be grateful if you could…
(to see if something is possible)

I would especially like to know…
Could you send me more details…
( + a more detailed request)
Could you also…

I would also like to know...
Could you tell me whether...
( + an additional enquiry or request)
This paragraph tells the reader why you are contacting his
or her organization, and gives further details of the
enquiry
EXAMPLE I saw your advert in the HK Daily on Wednesday, 13
June 2007.
Your company was recommended to me by Ms. Elsie

Wong of Far Eastern Logistics.
With reference to your advertisement (ad) in...
Regarding your advertisement (ad) in ...

This paragraph should contain a polite expression and/or
an expression of thanks to the reader. The degree of
politeness (and therefore the length), depends on how
unusual or difficult your request is. Possible language
includes:
Thanks. (For a very informal and normal enquiry or request)
I look forward to hearing from you.
I am looking forward to hearing from you.
Thank you for your assistance.
Thank you very much for your kind assistance.
I appreciate that this is an unusual request, but I would be very grateful for
any help you could provide. I look forward to hearing from you.
If you think the reader might have further
questions, you can suggest that he or she
contact you.
__________Better Widget Makers, Inc.__________
5555 Widget Avenue
Silver City, CO 80456
September 26, 2003
Mr. Russ Hamilton

Vice President, Sales and Marketing
Golden Bread Company
123 Loaf Street
Dear Mr. Hamilton:
Construction on the new employee cafeteria at Better Widget Makers, Inc. is nearing
completion and I am looking for a supplier capable of fulfilling our weekly bakery needs.
Do you have an information packet that would help me project the cost of doing business
with your company? We will need daily deliveries of pastries, pies, dinner rolls and
sandwich bread. Our facility operates 24/7, Monday through Friday, with a flextime
workforce of 1,500 employees. To complete my operational budget I will need the
following information:
• Wholesale price sheets
• Quantity cost breaks
• Annual contract discounts
• Delivery and or any other service charges.
To submit my proposal to the finance committee at their October 20th meeting I will need
to receive your information by the 10th. I will also need to meet with you after reviewing
the requested materials. Please call me for an appointment at your earliest convenience.
My personal extension is 216-8080, # 29.
In keeping with long-standing policy we would like to place this contract locally. I look
forward to working with you and am hopeful that the Golden Bread Company can fulfill
our needs.
Sincerely,
Ida Mae Knott

Purchasing Agent
__________Better Widget Makers, Inc.__________
5555 Widget Avenue
September 26, 2003
Mr. Russ Hamilton

Vice President, Sales and Marketing
Golden Bread Company
123 Loaf Street
Dear Mr. Hamilton:
Construction on the new employee cafeteria at Better Widget Makers, Inc. is nearing
completion and I am looking for a supplier capable of fulfilling our weekly bakery needs.
Do you have an information packet that would help me project the cost of doing business
with your company? We will need daily deliveries of pastries, pies, dinner rolls and
sandwich bread. Our facility operates 24/7, Monday through Friday, with a flextime
workforce of 1,500 employees. To complete my operational budget I will need the
following information:
• Wholesale price sheets
• Quantity cost breaks
• Annual contract discounts
• Delivery and or any other service charges.
To submit my proposal to the finance committee at their October 20th meeting I will need
to receive your information by the 10th. I will also need to meet with you after reviewing
the requested materials. Please call me for an appointment at your earliest convenience.
My personal extension is 216-8080, # 29.
In keeping with long-standing policy we would like to place this contract locally. I look
forward to working with you and am hopeful that the Golden Bread Company can fulfill
our needs.
Sincerely,
Ida Mae Knott

Purchasing Agent

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The purpose of this form is to obtain

information from the reader. If the reader is

If the reader is not expecting your letter, then

Standart Office Furniture Ltd.

•Inquiry about Textbooks

The introduction serves as the executive

I would be grateful if you could tell me…

I am writing to enquire whether…

Could you also…

Your company was recommended to me by Ms. Elsie

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

Regarding your advertisement (ad) in ...

September 26, 2003

Mr. Russ Hamilton

Dear Mr. Hamilton:

Ida Mae Knott

September 26, 2003

Mr. Russ Hamilton

Dear Mr. Hamilton:

Ida Mae Knott

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