UNIT-3 [ Lesson-4: Inquiry Letters ]
After reading this lesson you will be able to:
- identify letters of inquiry from other types of business letters
- categorise letters of inquiry
- write different types of inquiry letters
Inquiry Letters
Introduction
In business INQUIRY LETTERS occupy a large volume of the daily correspondence. These letters are very important because they ask for information that is needed to carry on business or they request for some favours: if the letter is not properly written, i.e., if the inquiry is not clear and complete, the answer will not serve it’s purpose.
An inquiry when properly written may bring valuable business information and the opportunity to save money or to make a profit. If a reply is effectively composed, it may build goodwill and increase profit.But business people are very busy and are not always willing to answer all letters of inquiry. Now, you want you reader to respond. How do you do that? You have to bring reader benefits to the forefront.
That means, after a reading the letter, the reader must feel there is some benefit for him or her if she/he sends an early reply. In the other hand, it is not always possible to give the reader any direct and tangible benefits. It is important to write inquiry letters in simple, clear English using the direct approach.
How do you write your letters of inquiry?
Begin your letter by simply stating your request. Be direct, polite and to the point. Examples:
– Could you please tell us ….
– Will you kindly inform me ……….
– We should be glad to receive details of your prices…..
– We would be glad if you inform us of the terms and conditions ………
– We will be glad if you send us………….
– May I ask for the following details …
If you are requesting for more than one item information them state your items in simple, clear English and number each of your items.
Example
– …. whether your business dealings with the firm have been entirely satisfactory
– whether in your opinion, we may safely give them credit upto Tk. 5000.00, and
– whether they are prompt in their payment.
Now how do you close your letter of inquiry
You can close your letter of inquiry in one of the following ways (notice the reader benefits in such of the following endings):
- If your prices and terms prove satisfactory, we will cover all our requirements and start real business with you
- We look forward to placing further orders with you and hope you will be able to facilitate business by quoting very low prices
- By completing the enclosed resale certificate before July 30, you can satisfy our auditors that you qualify for exempt status
- As we are in a position to handle large quantities, we trust you will make an effort to submit a really competitive quotation
- I shall greatly appreciate your co-operation.
From these various endings you can understand that your letters of inquiry must end in a positive way leaving you reader to think and to act upon immediately.
ACTIVITY
Find out the basics of writing letters of inquiry
Types of Letters of Inquiry
Letters of inquiry fall into three broad categories depending on the nature
of inquiry made:
(1) General Inquiries,
(2) Sales related Inquiries, and
(3) Status Inquiries.
General Inquiries
These letters seek information that is required for private or business research purposes. In such letters the writer must state the following:
– why she/he needs the information
– why she/he has selected the reader as her/his source of information
– how reciprocal s/he expects the reader to be.
SAMPLE
Letter of inquiry from a research student
Sales related Inquiries
This type of letter is written in regard to a product or service which the writer has already purchased or is considering to purchase. In order to get a satisfactory reply you must be courteous and specific in stating your
inquiry
Status related Inquiries
This type of letter asks for information regarding the financial position, credit reputation and business methods of traders and different firms. Granting credit to customers/clients is now an accepted phenomenon in the business world.
But before you grant credit you have to make sure about the social and financial position of your client. You have to write inquiry letters to reliable sources for information about your client -asking for a credit. For authentic information you can write to
- banks or Chamber of Commerce
- friends or relatives
- public Information or Commercial Inquiry Agencies
Generally you have to ask for two references and it is always better to go for bank reference because the information given by the bank is more authentic.
Remember, status related inquiry letters are treated as strictly confidential. Therefore, you must mark such letters, “confidential” or “private and confidential.”
SAMPLE
Inquiry regarding status and credit references.
ACTIVITY
1. How many types of letters of inquiry are there? Give a brief description of each type.
2. Write a complete letter of inquiry for each type.
Question for Review
1. Define letters of Inquiry
2. How many types of Inquiry Letters are there. Explain each type
3. What guidelines should you follow to write Letters of Inquiry?
4. Write a letter of
(a) general inquiry
(b) sales related inquiry
(c) status related inquiry