§ Inquiry Letter (Enquiry)
A
letter of inquiry is a letter of request. The objective is to get the reader to
respond with an action that satisfies the request. The action taken can benefit
either the writer or the reader, and sometimes both. That being the case, the
scope of an inquiry letter must include enough information to help the reader
determine how best to respond. Letters of enquiry describe what the writer
wants and why. The more unusual the request, the more convincing the reason
needs to be.
A
letter
of inquiry
could be written to enquire about :
·
a procedure for admission or membership
·
a training program
/ course
·
tour / travel arrangements
·
sale / services
Include
the following content :
·
Refer to the advertisement if mentioned in the
question.
·
Specify the information that you need
·
Conclude politely requesting for a prompt response
It is important to recognize
that a well-written letter of inquiry is crucial to securing funding for your
project. The letter of
inquiry should be brief—no more than three pages—and must be a succinct
but thorough presentation of the need or problem you have identified, the
proposed solution, and your organization's qualifications for implementing that
solution.
The letter of inquiry should
be addressed to the appropriate contact person at a foundation or to its CEO
and should be sent by regular mail.
This
type of letter is often written to suppliers you have not done business with
before. Such a letter often asks for a brochure, catalogue or price list. It is
sometimes considered useful to give some details of your business, and also
where or how you heard of the supplier's name and address.
You should always address
your letter “Dear Sirs”, “Dear Sir or Madam” – in this way you are
writing to a company. If you address it to an individual, it may mean delay if
the person is away or ill.
1. Subject Heading : This should inform the
reader that this is an enquiry or request. Example :
·
Enquiry about Textbooks
·
Request for Brochure
·
Query about Website
·
Question regarding Product
Components
2. First Paragraph : This should tell the reader what you want.
The introduction serves as the executive summary for
the letter of inquiry and includes the name of your organization, the amount
needed or requested, and a description of the project. The qualifications of
project staff, a brief description of evaluative methodology, and a timetable
are also included here. Example :
Please send me...
Could you please send me...
(for things that the
organization offers to send)
I would be grateful if you
could tell me…
(for things that are not
normally offered)
I am writing to enquire
whether…
I would be grateful if you
could…
(to see if something is
possible)
I would especially like to
know…
Could you send me more
details…
( + a more detailed request)
Could you also…
I would also like to know...
Could you tell me whether...
( + an additional enquiry or request)
3. Second
Paragraph : This paragraph tells the
reader why you are contacting his or her organization, and gives further
details of the enquiry
There are
two reasons why you may contact an organization:
- You have contacted this
organization before, and want to again.
- You have not contacted this
organization before, but you have heard about them. You should describe from
where, such as from an advert or a recommendation
Example :
- I saw your advert in the HK
Daily on Wednesday, 13 June 2007.
- Your company was recommended
to me by Ms. Elsie Wong of Far Eastern Logistics.
- With reference to your
advertisement (ad) in...
- Regarding your advertisement (ad) in ...
4. Final
Paragraph : This paragraph should contain a polite expression
and/or an expression of thanks to the reader. The degree of politeness (and
therefore the length), depends on how unusual or difficult your request is.
Possible language includes:
- Thanks. (For a very informal
and normal enquiry or request)
- I look forward to hearing
from you.
- I am looking forward to
hearing from you.
- Thank you for your
assistance.
- Thank you very much for your
kind assistance.
- I appreciate that this is an
unusual request, but I would be very grateful for any help you could provide. I
look forward to hearing from you.
Example of inquiry letter :
|
7, Greater Colony
Kanpur
21st January ‘2011
The Director
Sky-High Institute
25 High Street
Kanpur
Subject: Enquiry regarding coaching classes
Dear Sir,
This is in reference to your advertisement in ‘The
Daily Times’ dated 18 January 2011. I am preparing for the Pre Medical Test.
I am interested in joining your institute, but befor I do so, I would like
the following information.
I would like to know the duration and the timings of
the course. What is the fee structure and the mode of payment? I would also
like to know the strength of each batch and the success rate of your
Institute. Do you offer any discount to students who have excelled in
academics?
I would be grateful if you could give me a prompt
response so that I can take timely decision to join your institute.
Thanking you
Yours faithfully
Meena Saxena
|
§ Order Letter
An “Order” is an expense for the person placing the
order and an income for the one getting it. But this is not all. The company
that bags the order has to fulfill lot of commitments to ensure that it has a
satisfied customer, which can be an individual or another company. Timely
delivery of the order, quality of delivery and after sale service – are all
part and parcel of getting an order.
An Order Letter is the one that is written by the
person/company placing the request of purchase from another company. This
letter comes into action only when a detailed study of the desired product has
been done in the market and based on promised service, quality and price of the
product, a decision for a purchase has been made.
An Order Letter should be drafted very carefully as it
needs to pen down all the terms and conditions of the purchase for the benefit
of both involved parties. It should have details such as product
specifications, quantities, price agreed upon, delivery date, late delivery
clauses, etc. It should be addressed to the person responsible for the
execution of the order with a copy to the head of department. Since it is
totally an official letter it should be typed.
DOS AND DON’T’S OF ORDER LETTER
- An Order Letter should be addressed to the person
responsible for executing the order
- It should include all the terms and conditions
agreed upon by both involved parties
- Since it is purely an official letter it should
be typed out
- There is no need to use too many adjectives in
the letter since it is purely for an order being placed
- The letter should have all relevant details
related to the order, for example, quantity, price and other terms and
conditions
Letter for placing an order ( the goods ordered
through a letter include)
·
Books
·
Sports
/ laboratory equipment
·
Magazines
/ journals
·
Electronic
gadgets
·
Garments
·
Household
items
Include the
following content
·
Refer
to the advertisement
· Give
details of goods being ordered (brand , item, author, colour/size etc,
quantity, price if given)
·
Give
the mode of dispatch and payment
·
Conclude
politely asking for a prompt and safe delivery of goods.
Example of order letter :
|
154 Green Avenue
New York, USA
January 5, 2010
Ms. K. Hutchinson
Beller Company, Inc.
424 Park Avenue
New York, New York 10021
Dear Ms. Hutchinson :
Thank you for sending your catalog so promptly. It arrived within a few days
of my request. Please send me the following items by parcel post :
1 copy Emmet and Mullen,
High School Algebra @ $7.50 $ 7.50
25 copies Pinehurst,
Plane Geometry @ $8.75 $ 218.75
Total $ 226.25
I am enclosing a money order for 226.25. If there are additional charges,
please let me know.
Please mail the books to the address given above.
Very truly yours,
Brandon
Michael
(Adapted
from Let’s Write English by George E. Wishon & Julia M. Burks)
|
|
Army School
Aligarh
20th January ‘2011
The Sales Manager
Light House
Main Road
Noida
Subject: Placing an order for books
Dear Sir,
I have reliably learnt that your book shop supplies
books at discount rates. I would like to place the following order for the
school library.
S.No. Book’s
Name Author Quantity
1. Macbeth William
Shakespeare one
2. The Suitable Boy
Vikram Seth one
3. Pride and Prejudice Jane Austen one
4. Wing of Fire APJ Kalam one
The payment will be made by cheque on receipt of the
goods. Kindly ensure that the order reaches us within a week .
Thanking you
Yours faithfully
Priya
Librarian, Army School
|
References
:
http://www.ritenour.k12.mo.us/cms/lib011/MO01910124/Centricity/Domain/494/Writing%20a%20Complaint%20Letter.pdf
http://www.englet.com/order
