Making An Inquiry

Date: 2015-10-07; view: 590.

Make an inquiry when you are requesting more information about a product or service. This type of business letter tends to include specific information such as product type, as well as asking for further details in the form of brochures, catalogs, telephone contact, etc. Making inquiries can also help you keep up on your competition!

A letter of inquiry may be used to investigate open positions for employment, gather information regarding products or services. Here are some helpful tips for writing an inquiry letter that will be opened, read and responded to.

1. Head your letter. Include the date you plan to submit your inquiry, as well as your contact information. If you're sending your inquiry outside your company, include your name, the company's name, your job title and your business address. If submitting internally, include your name, job title, department and company extension. Each piece of information should be on its own line at the top of the page.

2. Type out a greeting. If you know the name of the recipient, type it after the word "Dear," such as "Dear Mr. Thomas Smith." If you're not sure about the person's name, use his job title or the department the inquiry will be sent to, such as "Dear Human Resources Manager" or "Dear HR Department." Follow your greeting with a colon.

3. Explain who you are in the first paragraph. Give a few details about your professional position and explain where you got the contact information for the person or company you're sending the inquiry to. State briefly the subject of your inquiry.

4. Explain your inquiry in detail in the next paragraph and tell why it is important. Be as concise as possible.

5. Request action in the third and last paragraph and detail what you want the recipient to do to help answer your inquiry. Include the date you need the inquiry answered by, if applicable, as well as where and to whom the information should be sent. Include a self-addressed stamped envelope or any other materials needed. Thank the recipient in the last paragraph.

6. Include a professional closing, such as "Sincerely" or "With gratitude" to end your letter. Type your name a few lines below the closing and then sign your name between the closing and your typed name.

Possible outline to be used

The Start:

Dear Sir or Madam

To Whom It May Concern - (very formal as you do not know the person to whom you are writing)

Giving Reference:

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

Regarding your advertisement (ad) in ...

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 ...

Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)