Inquiry Letter

Fauzi Nugraha
4KB01
23113327

Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others. The term is common in various business setups as it implies fund request or pre-proposal information. Owing to this usage, the term may be considered exclusive to these setups alone. But that is not the case, to this effect the below definition offers a justified meaning.

Inquiry Letter Definition

A document requesting information sent on behalf of an individual or an organisation for their own respective purposes, which can be mutually beneficial to the recipient and the sender.

The term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S. and the latter one is more common in U.K. There are some other terms which represent the letters; these are Letter of Intent, Letter of Interest, Query letter, Prospecting Letter, Pre-proposal Letter and Concept Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales Letter’ is also applied to an inquiry letter especially when the objective is same as that of letter for inquiry.

A letter of inquiry serves to facilitate business operations and satisfaction of the sender. Inquiry letters remove any misunderstanding and are time savers, especially when two parties want to reach an understanding. The communication towards this effect resolves the issue without any delay. With relation to it being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed Version of a Proposal’. It is the outcome of the purpose of the letter which highlights the points of a proposal instead of a full-fledged proposal.

On an individual’s basis, these letters are sent to companies that are willing to hire but haven't advertised job openings. It can also be a letter addressed to editor in-charge of a publication proposing certain literary work. It can be a letter from a student who is vying for a seat in a college or a business that provides an internship. So, the objective of an enquiry letter is same but its projections and audiences are different. Same goes for its method of delivery, it can be sent via paper mail or electronic mail.

The inclusion or exclusion of certain components depends on the scope of your letter. Business letters will tend to have all mentioned while those on a smaller platform will include few. Not to forget that these letter are formal letters and will follow the rules pertaining to these. These rules refer to the common styles of writing a business letter, i.e. Full Block Style, Modified Block Style and others.

An example of letter of inquiry or a letter of inquiry format is sufficient. To add to it the writing tips provide efficiency. Thus, it is advisable to go through the format, tips, examples and the templates.

Inquiry Letter Writing Tips

Outline and Organise your Inquiry – By outlining it is meant that you have to know what sort of information you are going to present?, word limit, documents required, the tone of the language, your anticipation, common ground of consensus and other required matter. It is just like an architecture preparing a building plan. Here you have to decide ‘What to include?’ and ‘Why to include?’ Knowing this eases the writing process and also eases the reading on part of the recipient. When all the pieces are clear in your mind, it is time to figure out the best possible logical order.  Arrange a sequential order for the relevant information. In this way outlining and organising eases the further writing process.

Gather Information – Certain inquiries may not require any search or research, certain will. For the latter one’s you have to collect information to make your case strong. If you are looking for a job, you need to know the expectations of the employer. If it is a fund that you are writing for, know your client. Research your recipient; know the principles on which they work. Analyse their intellect and weaknesses. Any information which will support your inquiry is good. It might appear daunting but you don’t need to go into all areas. Pick one or two and research on that. There are other indirect methods like visiting the websites, going through profiles, news items and other assistive methods. Knowing and delivering the anticipated speeds up the writing and the success of the inquiry. On your part you might be required to provide information to the recipient and that too needs to be sorted out before it is presented.

Drafting – A formal letter like query letter begins from a draft. The draft maybe required for your own acceptance or for the organisation you are working for. The initial step of outlining and organising comes to aid in the draft. The logical order and the information collected are put to full use in drafting. Ideas or lines may come hard, so start with what comes first in the mind. Then weave the inquiry around it and prepare your letter. Though the layout has been planned but the content may not always live up to the layout. Drafting is a good option because you may not always come up with a good letter and you require certain revisions or consultations with your seniors. Here, you can experiment and chalk out a format for future use.

Appropriate Recipient – Your inquiry may not yield the desired results if you are in doubt about the exact recipient. You may know about multiple recipients but who is the one, that is most likely to respond in a positive and helpful manner. To solve this query you can contact the recipient’s office and find out who is the most appropriate. For indirect methods you can use previous correspondence containing letterhead or recipient’s name. The company’s website can also be helpful in this matter. Never address your inquiry letter to a ‘Department’, ‘Head of Department’ or ‘To whom it may concern’. An individual will read your letter and this individual represents the department. So always direct your letter to 'A Person having Authority' and 'Not to Authority having a Person'.

Impressive Opening – Inquiry letter being a representative to many types of other letters requires an impressive opening. It may not be the agenda of all inquiry letters but wherever it is applicable, you have to impress the reader. To arouse the interest you can state the profit involved in the query. You should write in an active voice and offer relevant facts. The letter should live up to the anticipation and expectations of the reader, making it effortless to read. You can also use certain apt phrases and quotes towards this effect. You can flatter the recipient with certain praises but don’t exaggerate. Self introduction in the starting itself wouldn’t be a good idea so refrain until it is anticipated.

Be Specific and Brief – It makes sense to be specific and brief. Specificity of your letter will lead to easy perception of the information. Brief letter will be read quickly and wouldn’t appear as burdening. Moreover, there is no scope for anything apart from the request and its relative aspects. You can be specific by offering the most important information; one which will fulfil most of the needs of the reader. You can be brief by using short paragraphs and using one word whose meaning is equivalent to a number of words. Mostly an inquiry letter is of 2 to 3 pages.

Be Straightforward – Straightforward doesn’t mean a simple go. You have to be direct but by remaining within the boundaries of etiquettes. You shouldn’t sound cold and boring. You have to be professional and follow all the observances expected from an inquiry letter. For, example you shouldn’t condemn, be sarcastic or arrogant. One may not realise it but when others read it, they can point out the anomalies. So build a momentum instead of directly coming to the objective of the letter.

Generate and Maintain Interest – There are many ways of presenting information. It is up to you how you present it. You can utilise a question to arouse the curiosity of the recipient. You can maintain this interest by providing some hints as to what you have written next. Don’t lose the momentum of the tone as it can reduce the interest. Present your idea which forces the person to imagine a scenario.

Supportive Documents –Don't forget to attach the required documents. These documents are supportive towards your cause. For a prospective employee these add value to the credibility of the individual. In a business scenario it is complimentary and well thought idea. They also augment the effect of the letter.

Facilitate the Response – When you seek information which is more essential to you than it is to the reader, you are required to ease the reply process. So enclose a self-addressed stamped envelope with your query. Even, otherwise it shows your presence of mind, willingness to ensure smooth and quick response. If the inquiry is more beneficial to the recipient, your contact number and other details are already there on the letterhead.

Offer Incentives – When you make it obvious that the inquiry is beneficial to the recipient, it acts as an incentive. If you make it clear – ‘The How’ and ‘What’ of the desired outcome of the letter, it also serves to offer an incentive. You can emphasise the role of the reader in the inquiry and how it will add up to his credentials. You can use examples towards this effect; a profit to the recipient does go long down the line.

Review and Revise – Coming to the final section, double check the address. Your letter should have all the qualities of being a professional one. Ensure the use of simple font such as Times New Roman or Arial. Check for any spelling and grammatical errors. If in doubt get a reliable proofreader to review it.

Example of Inquiry Letter:

Example for reply of Inquiry Letter:

From the example letter above, it can be seen that parts of the inquiry letter are:

1. Letter head (header)

Listed address. For agency / company, at the head of the letter could also use the letterhead of the company / institution where you work and simply write the destination address of the company.

2. Date. Example: January 21th, 2012

3. The appetizer (opening)

Opener always begins with a greeting. In the opening depends on a formal letter / non-formal.

Examples of non-formal: Dear Rara

Example for formal: To Whom It May Concern

4. Reference

The first paragraph is always preceded by a reference that you meet about the company in question. The reference could be an ad in print and electronic media or any other business information you get from a business colleague who worked at the company. The common expression used is as follows:

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

Regarding your advertisement (ad) in …

5. Request information

After writing the reference, you can continue to write the request for information that you want to get. The common expression used is as follows:

Would you please send me ... Or Could you please send me ...

If there is any other information you want to know, you can write the following expression:

I would also like to know ... Or Could you tell me Whether …

6. Closer and signature (signature)

The common expression used on the closer are:

Sincerely Or formal expressions which are also commonly used are: Yours faithfully

After writing the closer, provide the name and the office (if you are a staff in a company).

Reference :

https://targetstudy.com/letters/inquiry-letter/how-to-write-inquiry-letter.htm

http://inamona92.blogspot.co.id/2012/12/inquiry-letter.html