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

Business Letter

Modified Block Style Business Letter Sample 1

[Your Name]
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]

[Date today]
Re: [To what this letter refers] 

[CERTIFIED MAIL]
[PERSONAL]
[Recipient’s Name]
[Company Name]
[Address]
[Address]
Attention [Recipient’s Name]
Dear [Recipient's name]:
[SUBJECT]
     Modified semi-block business letters are the same as modified block letters, except the paragraphs are indented.  Modified semi-block letters are a little less formal than full block letters.                                                                                                                   

Sincerely,

[Sign here]


[Your name, title]

[Identification Initials]
Enclosures: [Number]

cc: [Name for Copy]
      [Name for Copy]
Important! This document is only for personal use. Reproducing any part of this document in any media (commercial or not) is a violation of copyright laws. However, you may link to it from your Web site: http://jobsearchtech.about.com/library/bl-sblock-sample1.htm
Copyright © 2000, J. Steven Niznik. All Rights Reserved.

reference :

http://jobsearchtech.about.com/od/letters/l/bl_block_s1.htm

Full Block Style Business Letter Sample 2

Legend:

1.      Return Address:  If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an email address.

2.      Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3.      Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you're replying to a letter, refer to it here. For example,

• Re: Job # 625-01
• Re: Your letter dated 1/1/200x.

4.      Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include

• SPECIAL DELIVERY
• CERTIFIED MAIL
• AIRMAIL

5.      On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are

• PERSONAL
• CONFIDENTIAL

6.      Inside Address:  Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope.

7.      Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope.

8.      Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are

• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:

9.      Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.

• SUBJECT:  RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY

10.  Body: Type two spaces between sentences. Keep it brief and to the point.

11.  Complimentary Close: What you type here depends on the tone and degree of formality. For example,

• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)

12.  Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are

• John Doe, Manager
• P. Smith
  Director, Technical Support
• R. T. Jones - Sr. Field Engineer

13.  Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.

• JAD/cm
• JAD:cm
• clm

14.  Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.

• Enclosure
• Enclosures: 3
• Enclosures (3)

15.  cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.

reference:
http://jobsearchtech.about.com/od/letters/l/bl_block_p.htm

Sample Interview Thank You Letter

Review more sample thank you letters.

Your Name

Your Address

Your City, State, Zip Code

Your Phone Number

Your Email

Date

Name

Title

Organization

Address

City, State, Zip Code

Dear Mr./Ms. Last Name:

It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency. The job, as you presented it, seems to be a very good match for my skills and interests. The creative approach to account management that you described confirmed my desire to work with you.

In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively with the department.

I understand your need for administrative support. My detail orientation and organizational skills will help to free you to deal with larger issues. I neglected to mention during my interview that I had worked for two summers as a temporary office worker. This experience helped me to develop my secretarial and clerical skills.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you about this position.

Sincerely,

Your Signature

Your Typed Name

reference :

http://jobsearchtech.about.com/od/letters/l/bl_block_s2.htm

Block Letter Format:

The common block letter format is formatted with all of your text flush with the left margin. Paragraphs are doubled spaced and all line text single spaced. The margins are a standard word processor setting of one inch. (see the image of Block Letter Format).

You can simplify the entire process of creating a properly formatted business letter by using your word processing program. In Microsoft Word, you can use the letter wizard by going to the “Tools” function, select “Letters & Mailings” and click on the Letter Wizard. The wizard will prompt you through each field and allow you to choose a format.
Using the proper business letter format is one step in making your business more professional. Take the time to make the right impression with your business.

reference :
http://sbinformation.about.com/od/bizlettersamples/a/letter-format.htm