An inquiry letter is usually written to gain some information from the recipient. Always remember that the recipient holds the right to deny the information and this will surely be the case if the letter has an excessively authoritative tone. While writing an inquiry letter it is important to provide some information about yourself so that the recipient can authenticate the source of the inquiry.
Inquiry Letter Writing Tips:
- Give a brief introduction about yourself with the name of your organisation
- Provide the details about the subject of inquiry
- If you require a lot of information it is better to present it in bullet points
- If you require the information by a particular deadline, then do mention it in the letter
- Punctuation, spelling and grammatical errors should be taken care of
Inquiry Letter Template
Date:________ (Date on which the letter is written)
Dear ________ (Sir or Madam),
We are a _________ (What is the business of your organisation) by the name of __________ (What is the name of your organisation). We require _______ (What is the number of products that you require) of ________ (What is the name of the product that you require) manufactured by __________ (What is the name of manufacturer of the product).
Please provide us with a detailed quote mentioning all the breakups. Also for comparison sake please mention the prices of the products of some other leading brands as well. Please submit this quotation to us by __________ (What is the date by which you require the quotation). Also please mention how much time you will require to deliver the products.
If you require any clarification, you can contact us on the telephone number mentioned on the letterhead.
We will look forward to your prompt response.
Name and signature of signing authority
Inquiry Letter Sample, Email and Example/Format
Date: ________ ( Date on which letter is written)
Subject: Letter inquiring about the availability of laptops
We are a medical institution by the name of XYZ, located in ABC area. We require 30 laptops to be used by our employees. We are not very specific about the brand and would take any brand that proves to be economical while satisfying our requirements.
The departments that will be using the laptops include Accounts, Human resources and Customer relations. Once the details are decided we will provide you the details about the software to be loaded in the laptops meant for different departments as we already possess the required software.
Please provide us a quote with all the breakdowns mentioned in detail by the end of this month.
If you require any clarifications, you can contact us at the telephone number provided at the end of the letter.
We will look forward to your response.
Name and signature of signing authority
______________ (Name of the writer)
______________ (Designation of the writer)
_______________ (Name of the organization)
______________ (Name of the reader)
________________ (Designation of the reader)
________________ (Name of the organization)
Subject: Inquiry for bulk bookings for a movie
Dear Sir or Madam,
Ours is a private school situated at ____________ (location) having over _______ (number of students) and ___________ (number of staff members).
The movie _____________ (name of the movie) that has just been released is a very inspirational and awakening one. Therefore on account of ______________ (name of occasion) we would like to show this movie to our students of classes 9 to 12 on __________ (date) at ___________ (name of the theatre).
We would like to make an inquiry for booking the theatre as per the details given for ___________ (number of students). Please give us a quote for the same also including a coke and popcorn that we would like to treat our children to.
We would appreciate if you give us the details by __________ (deadline date) so that we can inform the parents accordingly well in advance.
For any clarifications please contact us at the numbers given at the bottom of the letter.
Thanking you in anticipation.
(Name of signing authority)
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