Inquiry Letter

Definition Inquiry Letter

            Business letter that is used for communication between potential buyers and sellers to get information about the kinds or types and specifications, the prices of goods or services, as well as the wisdom of the sale as a way of payment, delivery of services sales, after-sales service, delivery method, and the method of delivery.

            Usually this letter is a first step in building a business or cooperation of two parties: the provider of products / services and buyers of products / services.

The functions Inquiry Letter

            The functions of this letter is to respond to an advertisement of information sources such as newspapers, magazines or electronic media about a product / service when we are interested in the information obtained.

In this letter, there are some things that are discussed by the provider of the service / product is the question of the buyer in order to help the buyer itself to find out information about products / services. These things include:

a. Name and type of product

b. Product specifications that is ; type, size, quality, capacity    

c. Price unit

d. Discount

e. The method of payment from the buyer to the seller;

f. How to delivery of the product from the seller to the buyer, and

g. The easy with which the buyer may be obtained, such as warranty and others.

Purpose Inquiry Letter

            The purpose of this letter is to obtain information from the sellers. If the sellers is expecting the letter, the buyers task is easy. If the sellers is not expecting your letter, then it is more difficult.

In this case, following these four guidelines will be helpful:

1)      State your purpose

2)      List your questions or requested action

3)      Offer something in return to encourage action

4)      Follow up with note, e-mail, or phone call to the person  who helped you with your request.

Inquiry Letter can be made on the basis of two possibilities that is :

1. Based on the initiative of the buyer, without responding to  advertisements, it is based on the need for information to obtain goods or services in all aspects related to the procurement of goods or services quickly before making a reservation.

2. Based on the information such as advertisements, with to know the detail required for the order process associated with the procurement of goods or services to be held in order to meet the necessary requirements.

Categories Inquiry Letter

1. General Inquiry Letter

In a general inquiry, the writer may ask only for catalogues, samples to get a general understanding of the products handled by the exporter.

2. Spesific Inquiry Letter

In  a specific inquiry letter, when the buyer want to know a particular  product the desired

Inquiry Letter Formats (Block Style)

Organization Letter Head  (HEADING)

Ref                                                                                                                              Date

Recipient's Name (specific official or person)

Recipient's Address

           

Salutation (Dear Recipient) 

First Paragraph (Details of the Inquiry)

Second Paragraph (Brief history, suggestions, statistical data etc.)

Final Paragraph  (Offer assistance towards communication and assistance)

Subscription (your faithfull, yours sincerely)

                                                                       

                                                                                                            Your Signature

                                                                                    Your Typed First Name, Last Name

                                                                                        Your Designation (as required)

Enc

Content Inquiry Of Letter

First paragraph

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.

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 ...       

Second Paragraph

This paragraph tells the reader why you are contacting his or her organization, and gives further details of the enquiry

There are two reasons why you may contact an organization :

1.      You have contacted this organization before and want to again.

2.      You have not contacted this organization before, but you have heard about them, You should describe From where, such aas from an advertisment or recomendation.

Example

Please send me...

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)

Final Paragraph

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:

Example :

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.

A.Q.Electronics Ltd.

Calle Estoril 1701

Barselona

Ref: JR/ct                                                                                                        20^th October, 2014

Standart Office Furniture Ltd.

Cantley Rd.

London, SW4 9HX

Great Britain                            

Dear Sirs,

We have read an article in “Office News” about your range of visible record system filing cabinets. We are interested in introducing a modern filing system in our main office. We also

wish to install an electronic system for the storage and retrieval of data.

Please send us price list and catalogues of your manual and electronic data processing systems, quoting your price f.o.b. London if possible. We are particularly interested in type

TW37, so we would be grateful if you would enclose more detailed information about this particular model.

We look forward to hearing from you soon.

                                             Yours faithfully,

                                                                                                                                             J. Rodriguez

                                             Office Manager