INQUIRY LETTER

      A letter of inquiry asks someone for specific information. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, always make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need.

There are two types of Inquiry Letter:

1. Solicited: Sent in response to an advertisement, or any other direct communication.
2.  Unsolicited: Not sent in response to an advertisement. Because your letter is not expected, you need to make sure that it is very clear why you are writing it.

Follow this format in writing a letter of inquiry:

1. Introduce yourself:
    In a solicited letter, you can just mention that you are writing with reference to a particular advertisement. give more detailed information as to who you are, where do your work (if relevant) and why do you need this information.

2. What Information do you need:
    Clearly mention what information you require- why are you writing this inquiry letter? Again, it should be very clear why you require this information.

3. Why are you sending the letter to this specific person/organization:
    If you are sending a solicited letter in response to an ad, then this information is not required. But if you are sending an unsolicited letter to a person or an organization, tell them why you have specifically chosen to write to them.

4. Include your contact details: 
    This goes without saying. Make it easy for them to contact you. Include your telephone numbers, address, and Email ID.

5. Send a stamped, self-addressed envelope:
    If you want a quick reply, (or any reply!) you need to make it easy for the person to send it to you.


6. Mention that you could not find this information anywhere else:
    You must show that you have done your homework before writing the inquiry letter. State that you tried to find this information, but were unable to do so.

7. Close the letter by saying Thanks: 
    Acknowledge that somebody will take out the time to send you the required information, and thank them for their time. Be Polite. It will only help you!  

Sample Letter of Inquiry- Unsolicited

4 West Avenue
New Delhi
INDIA
Telephone: +91-9878787867
Email: business@bestconstruction.com

17 June 2008

John Adams
Senior Sales Manager, Signal Services
8 Congress Road
New Delhi
INDIA

Dear Mr. Adams:

We are a big construction organisation specialising in executing turnkey projects.

We are building an office space for one of our fortune 500 Clients for which we are looking at sub contractors to execute the following work:

1. Supply, testing, and commissioning of lighting fixtures, lamps and accessories.
2. Supply, testing, laying and commissioning of underground cables.
3. Design and drawing of electrical systems.

We are exploring good vendors to execute this project. We would appreciate it if you can send us a technically and commercially viable offer with the following details:

1. Per unit cost of specified products
2. Per unit testing and commissioning charges
3. Design and drawing charges

Please also send us brochures and specifications of the relevant products.

Sincerely,

Ravi

Ravi Bajaj
Sales Manager, Best Construction




 Another example


February 22, 2008

Contact Name
Address
Address2
City, State/Province
Zip/Postal Code


SUBJECT:


Dear [CONTACT NAME],

The management of Quick Pizza Delivery is interested in leasing 2 economy cars for pizza deliveries within the Baltimore metro area. We were referred to your company by J. L. Miller & Associates and would like to inquire about the terms of your leasing contracts as well as monthly leasing rates.

Please send detailed information concerning mileage limits, maintenance requirements, and corporate discounts to the mailing address above. If possible, we would prefer to receive the above information electronically at our e-mail address listed above, as this would expedite our information-collecting and decision-making process.

We hope to hear from you soon.

Sincerely,




Your name
Your title
(800) 123-4567
youremail@yourcompany.com

 


referensi :




http://www.businessletterguru.com/inquiry-letter.html
http://animo-antolog.blogspot.com/2009/11/macam-macam-contoh-inquiry-letter.html      
http://www.mit.edu/course/21/21.guide/l-inquir.htm