Inquiry Letter and Reply

Inquiry Letter

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.

A.     Inquiry Letter Definition

A document requesting information sent on behalf of an individual or an organization 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

B.     Format of Inquiry Letter

Inquiry letter is a kind of letter of request or a request for information about a product, service, jobs or other business information. In general, the general function of this letter is to respond to an advertisement of information sources such as newspapers, magazines or electronic media about a product / service when we are interested in the information obtained.

Usually start is a first step in building a business or cooperation of the two parties, namely the provider of products / services and buyers of products / services.

In this letter, there are some things that are discussed by the provider of the service / product which is the question of the buyer in order to help the buyer itself to find out information about the products / services. These things include: a. Name and type of product b. Product specifications, namely; type, size, quality, capacity and others; c. Unit price. d. Discounts; e. Method of payment from the buyer to the seller; f. How to delivery of the product from the seller to the buyer, and g. Ease of which may be obtained by the buyer, such as warranty and others.

C.     Inquiry Letter Samples

ANDI CLOTHES    & CO Jln.Kaliurang No.23 Yogyakarta INDONESIA 15 february 2015 Distro cloud Corporation Pasundan  Raya Street, No. 15 Jakarta 1240 Dear Sirs, We are a boutique located in Bekasi , and we were interested in your distro cloud shirt medium size product. Therefore, we will appreciate it if you can send us a very detailed explanation of the product complete with your catalogues, price list, term, sample of design, and payment. We would also to know if you are offering any trade discounts. If you can quote us your favorable prices, we would like to place our order as soon as possible. We are looking foward to hearing from you.soon. Yours faithfully,   ANDI CLOTHES &CO ANDI SATRIO Purchase Manager

Reply of inquiry letter

Distro cloud Corporation Pasundan  Raya Street, No. 15 Jakarta 1240 16 january 2013  ANDI CLOTHES  &CO Jln. Kaliurang No.23 Yogyakarta INDONESIA Dear Mr Andi Satrio We thanks you for your inquiry about our Distro cloud shirts product. We are enclosing our catalogue together with prices and terms, for your review and are confident that this catalogue will provide many of the answers you have inquired. We are also pleased to inform you that we will allow you a 10% discount on order of 60 pieces. We hope you will find our prices and terms satisfactory and expecting your order as soon as possible. If there is additional information you would like to know regarding our products, please do not hesitate to contact us. We will be most happy to be of assistance. Yours faithfully, For Distro cloud Corporation Aris Tobing Sales Manager

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

·         Masthead (header)
Listed address, if an agency / company, at the head of the letter can also use the letterhead of the company / institution where you work and simply write the destination address of the company.\

Letter dated (date); Examples of the above letter: 15 february 2013

·         Opener (openning)
Opener always begins with a greeting. In a letter opening depends formal / formal.
Examples for non-formal: Dear Rara
Example for formal: To Whom It May Concern

·         Reference (reference)
The first paragraph is always preceded by a reference that you meet about the company in question. Reference can be advertisements in print and electronic media or any other business information you get from business colleagues who work in the company. The expression commonly used are as follows:
With reference to your advertisement (ad) in ... Or
Regarding your advertisement (ad) in ...

·         Request information
After the reference, you can continue to write the application you want to get information. The expression commonly used are 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 ...

·         Cover and signature (signature)
The expression commonly used on the cover are:
Sincerely Or formal expression which is also commonly used are: Yours faithfully
After writing the cover, include the name and position (if you are a staff member in a company).

Reference :

http://ahmadfahriblog.blogspot.co.id/

https://targetstudy.com/letters/inquiry-letter/inquiry-letter-examples.htm

A Part of Business Letter

A Part of Business Letter

A business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication.

A.             Functions of a Business letter

            Business letters secure, promote and maintain business without complications, Business letters serve us a reference for the future. Every organization should have to classify its outgoing mail and incoming mail and file them classified on the basis of their subject matter in a chronological sequence. Business letters serve to maintain the correct information of the organization in the perception of the receiver. Business letters establish and maintain contacts over a wide area truly enlarging  the scope and extent of business. Business letters can be used as legal documents in disputes. All business letters promote goodwill and enhance the prestige and the image of the organization.

We can enumerate the functions of a business letter thus :

1.      Promotional Functions:

Business organisations have to grow and enlarge, improving the quality of their products, by producing new products and providing better services. The customers have to be kept informed through letters these developments. Business organisations have to expand their market by tapping new areas. All round expansion is possible only if the organisation keeps all the people concerned well informed through letters that promote sales and service.

2.      Informational Functions:

Business letters provide valuable data about earlier policies, transactions and all other activities of the organisation. Modern business cannot depend on memory as in olden days. Letters are ready references if they are available. New policies can be evolved by studying the earlier ones. It is not only essential to maintain good correspondence but also more essential to make them be available in the files.

3.      Legal Functions:

Business letters can provide evidence in legal disputes, if any, that occur in a transaction. They are useful as legal documents in quotations and offers.

4.      Goodwill Functions:

Business letters promote goodwill among parties transacting business. They build a good rapport between parties in a business transaction. All these functions of a business letter promote sales and improve the image of the firm. So, every business letter is a sales letter if it serves the stated or implied objectives.

B.     Types of Business Letters

Letter writing is a prized skill in the world of work. The higher you advance in your career, the more you will need to write letters. Letters are more formal and official than other types of business communication. They offer personal, verifiable authorization. Unlike e-mail, letters often must be routed through channels before they are sent out. Letters are the expected medium through which important documents such as contracts and proposals are sent to readers.

There are four basic types of business letters: inquiry letters, special request letters, sales letters, and customer relations letters. Business letters can be further classified as positive, neutral, or negative. Inquiry and special request letters are neutral, sales letters are positive, and customer relations letters can be positive or negative.

1.      Inquiry Letters

An inquiry letter asks for information about a product, service, or procedure. Businesses frequently exchange inquiry letters, and customers frequently send them to businesses. Three basic rules for an effective inquiry letter are to state exactly what information you want, indicate clearly why you must have this information, and specify exactly when you must have it.

2.      Special Request Letters

Special request letters make a special demand, not a routine inquiry. The way you present your request is crucial, since your reader is not obliged to give you anything. When asking for information in a special request letter, state who you are, why you are writing, precisely what information you need, and exactly when you need the information (allow sufficient time). If you are asking for information to include in a report or other document, offer to forward a copy of the finished document as a courtesy. State that you will keep the information confidential, if that is appropriate. Finally, thank the recipient for helping you.

3.      Sales Letters

A sales letter is written to persuade the reader to buy a product, try a service, support a cause, or participate in an activity. No matter what profession you are in, writing sales letters is a valuable skill. To write an effective sales letter, follow these guidelines: (1) Identify and limit your audience. (2) Use reader psychology. Appeal to readers' emotions, pocketbook, comfort, and so on by focusing on the right issues. (3) Don't boast or be a bore. Don't gush about your company or make elaborate explanations about a product. (4) Use words that appeal to readers' senses. (5) Be ethical.

The "four A's" of sales letters are attention, appeal, application, and action. First, get the reader's attention. Next, highlight your product's appeal. Then, show the reader the product's application. Finally, end with a specific request for action.

      In the first part of your sales letter, get the reader's attention by asking a question, using a "how to" statement, complimenting the reader, offering a free gift, introducing a comparison, or announcing a change. In the second part, highlight your product's allure by appealing to the reader's intellect, emotions, or both. Don't lose the momentum you have gained with your introduction by boring the reader with petty details, flat descriptions, elaborate inventories, or trivial boasts. In the third part of your sales letter, supply evidence of the value of what you are selling. Focus on the prospective customer, not on your company. Mention the cost of your product or service, if necessary, by relating it to the benefits to the customer. In the final section, tell readers exactly what you want them to do, and by what time. "Respond and be rewarded" is the basic message of the last section of a sales letter.

3. Customer Relations Letters

These deal with establishing and maintaining good working relationships. They deliver good news or bad news, acceptances or refusals. If you are writing an acceptance letter, use the direct approach-tell readers the good news up front. If you are writing a refusal letter, do not open the letter with your bad news; be indirect.

Follow-up Letters. A follow-up letter is sent to thank a customer for buying a product or service and to encourage the customer to buy more in the future. As such it is a combination thank-you note and sales letter. Begin with a brief expression of gratitude. Next, discuss the benefits already known to the customer, and stress the company's dedication to its customers. Then extend this discussion into a new or continuing sales area, and end with a specific request for future business.

Complaint Letters. These require delicacy. The right tone will increase your chances of getting what you want. Adopt the "you" attitude. Begin with a detailed description of the product or service you are complaining about. Include the model and serial numbers, size, quantity , and color. Next, state exactly what is wrong with the product or service. Briefly describe the inconvenience you have experienced. Indicate precisely what you want done (you want your money back, you want a new model, you want an apology, and so on). Finally, ask for prompt handling of your claim.

Adjustment Letters. Adjustment letters respond to complaint letters. For an adjustment letter that tells the customer "Yes," start with your good news. Admit immediately that the complaint was justified. State precisely what you are going to do to correct the problem. Offer an explanation for the inconvenience the customer suffered. End on a friendly, positive note. For adjustment letters that deny a claim, avoid blaming or scolding the customer. Thank the customer for writing. Stress that you understand the complaint. Provide a factual explanation to show customers they're being treated fairly. Give your decision without hedging or apologizing. (Indecision will infuriate customers who believe they have presented a convincing case.) Leave the door open for better and continued business in the future.

Refusal of Credit Letters. Begin on a positive note. Express gratitude for the applicant for wanting to do business with you. Cite appropriate reasons for refusing to grant the customer credit: lack of business experience or prior credit, current unfavorable or unstable financial conditions, and so on. End on a positive note. Encourage the reader to reapply later when his or her circumstances have changed.

C.     Parts of a Business Letter

A.    A business letter is a formal letter with six parts:

1.      The Heading

The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date.  Make sure the heading is on the left margin.

Example:

Ms. Jane Doe

543 Washington St

Marquette, MI 49855

Tel:
Fax:
Email:
June 28, 2011 

2.      Recipient’s Address

This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter.

3.      The Salutation

The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr).  If you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.

The salutation always ends with a colon.

4.      The Body

The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.

                  

5.      The Complimentary Close

The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.

6.      The Signature Line

Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes a middle initial, although it is not required. Women may put their title before had to show how they wish to be addressed (Ms., Mrs., Miss). The signature should be in blue or black ink.

7.      Enclosures

If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.

Format and Font

Many organizations have their own style for writing a business letter, but here  are some common examples.

Block
The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.

Modified Block

Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.

Semi-Block
The least used style is called a semi-block. In it each paragraph is indented instead of left justified.

Font
The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.

Sample Letter

{NOTE: your name goes only at the bottom}

Your Return Address (no abbreviations for Street, Avenue, etc.)

Your City, YO [your two letter state abbreviation] zip

Date (write out either like June 4, 2004 or 4 June 2004)

First and Last Name of the Person to whom you are writing 

Address 

City, ST zip

Dear Mr./Ms. Whomever:

In the first paragraph, introduce what you are writing about and what you want from them.

In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.

In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.

Sincerely yours,

{four spaces so that your signature may appear here}

Jane Doe

A business letter is not restricted to one page; the letter should be as long as it needs to be.

Reference:

http://smallbusiness.chron.com/basic-parts-business-letter-216.html

https://www.nmu.edu/writingcenter/parts-business-letter

https://turkibluedexter.wordpress.com/2013/10/01/bahasa-inggris-bisnis-1-part-of-business-letter-and-style-of-business-letter/