Inquiry Letter
Definition of Inquiry letter
A
letter of request, also known as a letter or letters of interesting candidates,
will be sent to the companies. Letter of request is a letter from a prospective
buyer to the seller requesting information about the products offered. With the
offer of the seller will potential buyers will know the price, and the sale and
purchase, and a description of the goods or services to be purchased. This is
the purpose of the prospective buyer a written request to the seller.
When
a prospective buyer has to know the condition of the goods / services following
the price and terms of sale and purchase, of course he did not need to ask for
a quote from the seller. Letter of inquiry required in formal trade demand
formal procedures in writing. Letter of inquiry is often an early stage of the
business transactions. Through a letter of inquiry to ask a potential buyer or
to request information about the goods or services to be purchased. In
reaction, the seller explained the things he wanted to know the buyer, the
buyer did finally order and business transactions as the top buying and selling
process.
In
addition to the above mentioned potential buyers asking price lists and
catalogs (if the items varied) and a technical description of the goods in the
form of leaflets or brochures. For items that allow, prospective buyers can
also request a sample of goods actually sent.
Format of a Letter of Inquiry
Follow this format in writing a letter of
inquiry:
1.
In the first paragraph,
identify yourself and, if appropriate, your position, and your institution or
firm.
2.
In the second paragraph,
briefly explain why you are writing and how you will use the requested
information. Offer to keep the response confidential if such an offer seems
reasonable.
3.
List the specific
information you need. You can phrase your requests as questions or as a list of
specific items of information. In either case, make each item clear and
discrete.
4.
Conclude your letter by
offering your reader some incentive for responding.
Types of inquiry letter
Based on purpose, there are two most common types of inquiry
letters such as (1) personal status inquiry letter and (2) business status
inquiry letter.
- Personal status inquiry letter: The letters that are written by prospective employers for obtaining information about job applicants are called personal status inquiry letter. Employers write this letter to obtain information relating to the applicant’s personal and family background, ability, skills, honesty, character, integrity, quality of performance, fitness for job etc. generally this letter is written to the referees mentioned by the concerned applicant. In response to this letter, the referees write a reply letter to the employer. This response letter may be favorable, unfavorable or neutral to the applicant.
- Business status inquiry letter: When a business enterprise writes letter to another business enterprise for collecting information about a prospective customer, it is known as business status inquiry letter. This letter is usually written for collecting information about financial capability, goodwill, nature of business dealings, honesty etc. of a business enterprise to determine whether to establish business transactions with it. Responses of this letter may be either favorable or unfavorable.
Sample
Inqury Letters
Alfaindo
Melati Street 24, Jakarta 17510 INDONESIA
Phone: (021) 88321475
Melati Street 24, Jakarta 17510 INDONESIA
Phone: (021) 88321475
Reff No. 018/ EXe-Mark/SP/2009
October 20, 2009
PT. ANUGERAH JAYA
Mr. Dedi
Purchasing Manager
Flamboyan Street 105
Jakarta 17510
October 20, 2009
PT. ANUGERAH JAYA
Mr. Dedi
Purchasing Manager
Flamboyan Street 105
Jakarta 17510
Dear Mr Dedi,
Subject: The list of goods and the production price list
Subject: The list of goods and the production price list
Our company is a company that specializes
in the sale of goods of basic needs, including fast food, goods, household
goods, raw food, and so on. We will soon open several branches in various areas
in Java. although we will open branches in various regions, we would like distribution
of goods to be sent for sale in our company running smoothly and the goods we
sell quality goods with prices that can reach the surrounding community.
Some time ago we read a profile of your
company, your company produces goods in a Jakarta newspaper. We are very
interested to work with your company. Therefore we are very happy if your
company is willing to send the list of goods and the production price list. If
your company has regional branches in Central Java and East Java, we also ask
to include the address of an office in your company so that later if your
office area is within easy walking distance from our company, we can order the
goods from the nearest branch office .
We also hope that your company can provide
special offers for our company. We also want to know how the payment system.
We are expecting a reply from you to work with our company.
Your Sincerely,
Purchasing Manager
Siswo.Pranoto SKom
Replying
Enquiry
The reply to an enquiry should have
the courteous thanking feature, thanking the sender for his interest. The reply
to an enquiry should be so prompt and correct that it should change a routine enquiry
into a firm order. The reply should provide all the answers to the questions in
the enquiry letter. It should even answer implied questions and unasked
questions. The tone should be cheerful and the information complete. Details of
dates, price, quality and quantity etc., should be exact and correct. In short,
the reply to an enquiry letter should not give scope for the enquirer to ask
for more clarifications and further details. The reply should have a clinching
effect.
Sample Replying Enquiry Letters
PT. Antoni Victory
Jl. Selat Makasar No. 2,
Jakarta
Date:
15th December 2016
PT. Antilope Madju
Jl. Joglo Raya No. 48, Jakarta
Dear
Sir / Madam
I
am writing to you to inquire about a vacancy in your company's office for an IT
Project Manager. I have been told of this opening by a Mr Richard Brown who is
currently employed by your company.
If
the position exists then I am very interested in it as I feel it is a perfect
fit for my skills and abilities. I am currently working for a leading
multinational company, where I have been successful in controlling cost and
budgets, improving staff performance and completing projects to time.
I
look forward to discussing my relevant work experience and academic
qualifications with you and also explaining how I contribute to your company's
continued growth and success.
Please
feel free to contact me if you require clarification or any further
information. I thank you for your time and I look forward to hearing form you.
Yours
sincerely,
Mark
Thompson
Referensi:
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