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Inquiry Letter

What is an inquiry letter?

Any kind of a letter, that is written collecting information can be called as an inquiry letter. This information can be related to anything like product, price, job, contract etc. Employers and business owners write this type of a letter to generally obtain the desired information.

Why do the prospective employers write this type of a letter to the referees mentioned in the job application? There can be many reasons like:

  • To know the family background of a candidate
  • To get basic personal details of a candidate
  • To know about the abilities and skills of a candidate
  • To know about the character of a candidate
  • To know about the candidate fitness
  • To know about their quality of performance

Why do business owners write an inquiry letter? Business owners generally write this type of a letter to the third party on the basis of received reference. Such letters are written because:

  • In order to know more about the business dealings
  • In order to inquire about the financial capabilities
  • In order to inquire about the goodwill

Types of inquiry letter

There are two basic types of the inquiry letter:

  • First is, personal inquiry letter
  • Second is, business inquiry letter

The prospective employers, write personal inquiry letter in order to know more about the personal status of a job applicant. It is important for the party of an employer to check the background of a prospective employee. In such an inquiry letter, an employer aims to inquire about the ability, skill set, honesty, character, fitness, integrity etc. of a candidate. Generally, when an employer receives any reference for an applicant, then he or she plans to write such a personal inquiry letter to a referee. The result of this letter, may or may not work in the favour of an applicant.

The business inquiry letter is generally, written by the business owners. Via such a letter, one owner can get in touch with another owner, to get details about the prospective customers. In other words, such a letter is also known as business status inquiry letter. This type of the letter is written, in order to collect the information about nature of the business deal, a level of honesty, goodwill, financial capability etc. Getting answer to such an inquiry letter can allow you to decide whether you should carry out a particular business transaction or not. The response to such a letter, may or may not work in your favour.

How to Write an Inquiry Letter?

Here are few things you need to take into consideration while writing an inquiry letter:

  • It is important for you to write such a letter in a courteous manner. Why? It is mainly because you are asking a reader to impose some time and resources, in order to give an answer to your inquiry.
  • Can you find the related information easily? If yes, then don’t bother the concerned person by writing an inquiry letter. If internet search work can give you the required information, then there is no need to write this type of an inquiry letter.
  • Adequately, explain the things that you want to inquire about but this does not mean that you will exaggerate each and every point. Write such a letter to the point, without wasting the time of a reader.
  • Give proper time to the reader, to revert back to your letter. Don’t be in a hurry because this may not serve your actual purpose of writing an inquiry letter. You should at least give the time of one week to the reader, to respond to your letter.
  • Do you want to keep the information confidential? If yes, then do mention it in your inquiry letter.
  • How can you make things easy for the third party to respond to your request? It can be done by mentioning in the letter, that you will make the payment related to the mailing cost or photocopies if required. In order to make things easy for a reader, you can also provide questionnaires or related documents.
  • Write your contact details carefully, so that the reader can find it easy to get in touch with you. In contact details, you can add your address, phone number, email address etc.
  • Once you receive the response to your inquiry, it is advisable for you to send a quick thank you note.

How to respond to an inquiry letter?

Have you received any kind of an inquiry letter? If yes, the do you want to revert back to it? If yes, then here is the guide that can assist you to respond to an inquiry letter:

  • Write details about the things that you understood, related to the made inquiries.
  • It is always advisable to personally respond to an inquiry letter and show some appreciation if the situation demands.
  • In your response letter against an inquiry letter, you can include different things like reports, brochures, catalogues etc.
  • Do you want your reader to take any action? If yes, then mention it in your response to an inquiry letter.
  • You can also offer an advice if needed.
  • Can you personally answer the inquiry letter? If no, then you can take help of another person? Let your reader know that you have taken assistance from someone and he or she will soon revert back.
  • Close your response letter against an inquiry letter, by saying that you would love to help the reader in future also if required.

Inquiry Letter Writing Tips

1st tip

What do you want to include in your inquiry letter? Why do you want to include certain things in your inquiry letter? The answers, to the above mentioned two questions, should be present in your inquiry letter.

2nd tip

Show your anticipation and maintain the right tone of language. Provide proper outline to the reader, related to the information that you need via such an inquiry letter. It is essential for you to arrange your queries in a sequential order.

3rd tip

It is important to write the letter by using the positive tone. Impressive opening of a letter can make it easy for the reader to understand your motive of writing such a letter. Make use of relevant facts, while writing this type of a letter. You should also use the active voice, to write an inquiry letter.

4th tip

Don’t leave the boundaries of etiquettes, but it is important to mention the things related to the inquiries in a straightforward manner. Don’t sound too boring, while drafting such a letter. There is no need for you to be sarcastic or arrogant.

Product Inquiry Letter

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A Product Inquiry Letter is written to know about the details of a particular product or a list of products. It is generally written to know the specifications or availability. This can be done by either a company or an individual. The usage of a product inquiry letter is significant as it gives the buyer […]

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A scholarship is provided by an educational institution to the students in financial crisis to help aid them in getting a better chance at education without bearing too much of a hit on their finances. A student in need of financial assistance can always approach the institute for any help in the form of a […]

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A Seminar inquiry letter is about you writing to the organizer of the seminar to discuss and inquire about the various doubts that you have regarding the topic. Inquiry allows the writer to get some specific details about the program or a course. Because you are interested in a program or a course, it is […]

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The letters that are written for collecting information about job seekers, prices, products, and services before awarding jobs, granting credit, making contracts and giving promotions are known as letters of inquiry. Inquiry letters are usually written by a person so as to clear their doubts with regard to the subject, whether it be a job […]

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A sales inquiry letter is the letter that is written to the sales department of the company by the employer, accounts department, etc. The main aim of this letter is to get information about the sales of the company for a particular period, order, sales job, sales procedure, etc. This kind of a letter is […]

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Inquiry letters are letters of concern sent to a prospective recipient for making a formal request for an investigation. These letters could be written to a police station, post office, schools or such. It is also written to seek out information from a source like vacancies, timings, policies and the like. An admission inquiry letter […]

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When a student passes out of high school or has finished their undergraduate course, they wish to study further and get a degree or complete their masters at different universities/colleges. These colleges/universities usually provide the courses that the students wish to pursue. Hence, a course inquiry letter is written by a student who wants to […]

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Business Inquiry Letter

Last Updated On September 18, 2018 By Letter Writing

A Business Inquiry letter is a letter written for communication between two organizations or persons belonging to two different organizations inquiring regarding some business they are doing together or hoping to do in future. It is a formal letter and hence one has to be polite and humble. In some cases, the sender may not have […]

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Last Updated On September 18, 2018 By Letter Writing

The purpose of an employment inquiry letter is to follow up or find out information on your application process. The steps involved, applying to the company of your choice, going for a face to face interview and finally going for a technical round (these steps are contingent to your selection/ shortlisting of the application after each […]

Filed Under: Inquiry Letter Tagged With: Employment Inquiry Letter, Employment Inquiry Letter Format, Employment Inquiry Letter Template, New Letters

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