Business Correspondence — Inquiry

Letters

This section focuses on the inquiry letter. The inquiry letter is useful when you need
information, advice, names, or directions. Be careful, however, not to ask for too
much information or for information that you could easily obtain in some other way,
for example, by a quick trip to the library.

Note: Students enrolled in the Online Technical Writing are encouraged to take the
optional reading quix on this chapter and the chapter on complaint letters. (Anybody
else is welcome to try it as well.)

See the following example inquiry letters:

The frames and nonframes versions work only on Netscape version 3 or later. If
you are using Microsoft Internet Explorer, click Plain (or download Netscape).

Example inquiry letter 1: Questions about blood glucose monitoring systems Plain

Example inquiry letter 2: Questions about hardware support for Red Hat
Plain
Linux

For related matters, see the section on general business-letter format and style.

Inquiry Letters: Types and Contexts

There are two types of inquiry letters: solicited and unsolicited.

You write a solicited letter of inquiry when a business or agency advertises its
products or services. For example, if a software manufacturer advertises some new
package it has developed and you can't inspect it locally, write a solicited letter to that
manufacturer asking specific questions. If you cannot find any information on a
technical subject, an inquiry letter to a company involved in that subject may put you
on the right track. In fact, that company may supply much more help than you had
expected (provided of course that you write a good inquiry letter). If you need to find
the names and addresses of businesses related to your report project, see the section
onfinding information in libraries.

Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your
inquiry. For example, if you read an article by an expert, you may have further
questions or want more information. You seek help from these people in a slightly
different form of inquiry letter. As the steps and guidelines for both types of inquiry
letters show, you must construct the unsolicited type more carefully, because
recipients of unsolicited letters of inquiry are not ordinarily prepared to handle such
inquiries.

Inquiry Letters: Contents and Organization

1. Early in the letter, identify the purpose — to obtain help or
information (if it's a solicited letter, information about an
advertised product, service, or program).
2. In an unsolicited letter, identify who you are, what you are
working on, and why you need the requested information, and
how you found out about the individual. In an unsolicited letter,
also identify the source that prompted your inquiry, for example, a
magazine advertisement.
3. In the letter, list questions or information needed in a clear,
specific, and easy-to-read format. If you have quite a number of
questions, consider making a questionnaire and including a
stamped, self-addressed envelope.
4. In an unsolicited letter, try to find some way to compensate the
recipient for the trouble, for example, by offering to pay copying
and mailing costs, to accept a collect call, to acknowledge the
recipient in your report, or to send him or her a copy of your
report. In a solicited letter, suggest that the recipient send
brochures or catalogs.
5. In closing an unsolicited letter, express gratitude for any help that
the recipient can provide you, acknowledge the inconvenience of
your request, but do not thank the recipient "in advance." In an
unsolicited letter, tactfully suggest to the recipient will benefit by
helping you (for example, through future purchases from the
recipient's company).

Return to the table of contents for the Online Technical Writing Course Guide (the
online textbook for online technical communication courses at Austin Community
College and other institutions worldwide).
Different types of inquiry letters,examples of inquiry
letters
Businesscommunicationnew

To serve different purposes of business activities there are basically three (3) types of inquiry letter.

1. Status inquiry
2. Routine inquiry
3. Sales related inquiry

1. Status inquiries:
In case of evaluating the CV or Bio-data of a candidates organization need to check the references. Again
Bank and financial institutions need information regarding the credit worthiness or solvency of the firm
before granting loan. These type of inquiries are known as status inquiries.

2. Routine inquiries:
Letter with for information regarding research purpose of for any other routinebusiness purposes can be
termed as routine inquiries. This type of inquiry letter can be written by written by non-trading concerns or
even by an individual.

3. Sales related inquiries:

When letters are written asking information regarding price, quality, or any other aspects of product and
services, than this type of letter can be labeled as sales related inquiries. Sales related inquiry letter
usually written for the following information:

1. Size of the product

2. Quality
3. Price
4. Availability
5. Discount
6. Return facility
7. After sales service
8. Terms and conditions
9. Credit facility etc.
(a) Unsolicited enquiry
An unsolicited enquiry letter is written by a potential buyer interested in the
best bargain. He does it at his own initiative and convenience. He writes to
firms that sell the kind of product he requires or provides the kind of service
he needs, trying to elicit information on price / costs, quality, availability and
other terms of sale. An unsolicited enquiry, since it is at the writer’s initiative
has to be written in such a way that it gets the required response.The letter
should have the quality of completeness and clarity. The writer should be able
to give a complete idea of his requirement and the reasons for his enquiry in
clear terms. If the enquiry is long, the writer can prefer to adopt a
questionnaire format in the letter.
(b) A solicited enquiry
A solicited enquiry is in response to an advertisement / sales letter of a seller.
Already the buyer has some information on the product or service. He requires
further details. It is not as lengthy as an unsolicited enquiry. The questions
relate to particular areas of a sale / service. A solicited enquiry may ask for a
brochure / bulletin / catalogue or for a clarification of the items mentioned in
them.
(c) Enquiries asking for a favour
Certain letters of enquiry seek the favour of an information with or without a
commercial proposition. It may be merely seeking some information to be
used later. A business organisation may be seeking information from another
firm regarding credit worthiness of a businessman. A research scholar
particularly engaged in market research may send a letter of enquiry with a
questionnaire to a firm. Such enquiry letters should clearly spell out their
objectives.

Why do we write a letter of enquiry?

You probably found the answers to some of your questions, but not to all of them. So, how can you find out the
information you need? The answer is simple. Write a letter (or email) of enquiry!

What are the sections of a letter of enquiry?

A letter of enquiry typically has the following sections. Put them in the correct order.

a. Reason for writing

b. Closing: request for a quick answer

c. Questions asking for specific information

d. Opening greeting

e. Date

f. Request for extra information

g. Addresses
h. Closing: greeting and signature

Now look at the following example letter and check.

46/9 Nguyen Trai Street

District 5

Ho Chi Minh City

Vietnam

Camford Language School

34 Downs Street

Wrexbury

Devon

EX45 7AZ

United Kingdom

14 April 2011

Dear Ms Smith

I am writing to enquire about your summer courses which I saw advertised in ‘English Today’.

I recently took the FCE exam and I am now studying for CAE. Please could you tell me if you have advanced courses
available? What dates do the courses start and how much is the cost? I will be coming from Vietnam. I would like to
know what kind of visa I should apply for. I would also like to know more about the accommodation. Are single rooms
available? Are meals included in the cost of a course? I would be grateful if you could send me more information
about your school and the surrounding area.

I look forward to hearing from you.

Yours sincerely,

Kiet Nguyen
Answer:
1. Addresses

2. Date

3. Opening greeting

4. Reason for writing

5. Questions asking for specific information

6. Request for extra information

7. Closing: request for a quick answer

8. Closing: greeting and signature

How do we ask questions and make requests in a letter of enquiry?

In a formal letter of enquiry we often use polite forms to ask questions. Compare the question forms below:

Direct (neutral) form Indirect (formal) form

Do you have advanced courses available? Please could you tell me if you have advanced courses available?
What dates do the courses start? I would be grateful if you could let me know what dates the courses start.
What kind of visa should I apply for? I would like to know what kind of visa I should apply for.
Please send me more information. I would be grateful if you could send me more information.

Look at the example letter again. Notice that we usually use a mix of indirect and direct forms. This produces a polite,
yet clear letter. If we used indirect forms for all the letter, it would sound ‘wordy’ and lose clarity.
Which indirect questions need a question mark?
Look at the example questions and requests in the table above. Which ones have a question mark? Why? Now check
your ideas below.

Explanation: Indirect questions and requests have two parts. The first part is a polite expression, such as ‘I would be
grateful if’. The second part is the question or request.
To choose the correct punctuation, look at the grammar of the first part. If it is grammatically a question, use a
question mark e.g. Could you tell me…?
If it is grammatically a statement, use a full stop e.g. I would like to know… .

How can I practice writing indirect questions and requests?

Write the following questions and requests in an indirect (polite and formal) way.

1. Do you provide special training for goalkeepers?

2. I’m 19 years old. Can I take part in the football camp?

3. Do you have any camps for girls?

4. Send me a brochure.

5. My son doesn’t speak any English. Do you have any courses for beginners?

6. Will you pick my daughter up from the airport?

7. I’m vegetarian. Do you provide vegetarian meals?

8. Tell me the arrangements for health insurance.

9. Will I meet any famous players?

Answers:
Note: there are many possible answers. The following are just examples. Note the punctuation
1. Please could you tell me if you provide special training for goalkeepers?

2. I am 19 years old. I would like to know if I can take part in the football camp.

3. Please could you let me know if you have any camps for girls?

4. I would be grateful if you could send me a brochure.

5. My son does not speak any English. Please could you tell me if you have any courses for beginners?

6. I would like to know if you would be able to pick my daughter up from the airport.

7. I’m vegetarian. Please could you tell me if you provide vegetarian meals?

8. I would be grateful if you could tell me the arrangements for health insurance.

9. Please could you tell me if I will meet any famous players?

How can I practice writing a letter of enquiry?

Look at the advertisement for the soccer school and your questions again. Write a letter to ask for information. Use
your questions, or the questions from the exercise above.

Glossary:
• Coaching (n): training a person or team in a sport (Huấn luyện)

• Undergo (v): experience something, especially a change (Trải qua)

• Comprehensive (adj): including all, or almost all, the items, details, facts, information, etc., that may be concerned
(Toàn diện)
• Tactic (n): the particular method you use to achieve something (Chiến thuật)

• Elements (pl.n.): basic principles (Nguyên lý cơ bản)

• Allocate (v): give something officially to someone for a particular purpose (Chỉ định, dành cho)

• Customised (adj): (something) made or changed to suit the needs of the owner (Được thiết kế theo yêu cầu)

• Emphasis (n): special importance or attention that you give something (Sự nhấn mạnh)

• From across the globe (expression): all over the world (Trên khắp thế giới)

• Excursion (n): a short journey made for pleasure, especially one that has been organized for a group of people
(Chuyến tham quan)

• FCE/CAE (n): two popular exams from Cambridge, ‘First Certificate in English’ (upper intermediate) and ‘Certificate
in Advanced English’ (Advanced) (Hai kỳ thi phổ biến của Cambridge, FCE (trình độ sau trung cấp), và CAE (trình độ
cao cấp))

• Accommodation (n): a place to live, work or stay in (Nơi ở)

• Surrounding area (collocation): area that is near or around something (Khu vực lân cận)

DEFINITIONS FROM
- Oxford Advanced Learner’s Dictionary

- Longman Active Study Dictionary

This material is provided by the Australian Centre for Education and Training (ACET).

Format of a Letter of Inquiry

Follow this format in writing a letter of inquiry :

a. In the first paragraph, identify yourself and, if appropriate, your position, and your institution or firm.

b. In the second paragraph, briefly explain why you are writing and how you will use the requested
information. Offer to keep the response confidential if such an offer seems reasonable.

c. List the specific information you need. You can phrase your requests as questions or as a list of
specific items of information. In either case, make each item clear and discrete.

d. Conclude your letter by offering your reader some incentive for responding.
Format Surat Permintaan

Ikuti format ini dalam menulis surat penyelidikan:

a. Pada paragraf pertama, mengidentifikasi diri sendiri dan, jika sesuai, posisi Anda, dan lembaga atau
perusahaan.

b. Dalam paragraf kedua, menjelaskan secara singkat mengapa Anda menulis dan bagaimana Anda akan
menggunakan informasi yang diminta. Tawarkan untuk menjaga respon rahasia jika tawaran seperti itu
tampaknya masuk akal.

c. Buatlah daftar informasi spesifik yang Anda butuhkan. Anda dapat frase permintaan Anda sebagai
pertanyaan atau sebagai daftar item tertentu dari informasi. Dalam kedua kasus, membuat setiap item
jelas dan diskrit.

d. Akhiri surat Anda dengan menawarkan pembaca beberapa insentif untuk menanggapi.