Inquiry Letter

What Is Inquiry Letter?

Inquiry letter is letter for asking information about product or service that offered by company. So there is early stage of bussiness transaction. For example, if we get a sales letter or brochure from a company and we interested in it, we can ask all information about what product or service that they offer before. After that the company will reply the letter with answer the question of we ask and if we really interested, we can make an order letter. 

Asking For Information About The Products Offered

In the letter of inquiry for the items usually offer prospective buyers ask :

1. Name and type of items. Ex : If the sales letter is offer handphone. We can ask what is type of the handphone. 
2. Specification of items, namely : type, size, quality, capacity, etc. Ex : If the sales letter is offer car. We ask, how much capacity of this car. 
3. The price per unit. Ex : If they product are offer for sale in large quantities, ask the price per unit.
4. Piece of price. Ex : If we want to buy in large quantities, we can ask for discount.
5. How to pay. Ex : How we can pay, credit or cash.
6. How to surrender. Ex : How we can get the product.
7. Easy that may be obtained by the buyer, such as guarantees and other. Ex : If the product that we want to buy is handphone, ask how long the guarantees.

Asking For Information About The Services Offered

Through a letter of inquiry and supply service, prospecitve buyers can inquiry :

1. The form of services that can be presented by the seller. Ex : If the service offer is hotel, ask what is the facilities. 
2. Equipment that can be used by the seller as a support (If any). Ex : If the service offer is rental car, ask what type of the car that they use. 
3. Price. Ex : Ask the price of service they offer.
4. Piece. Ex : If the service offer is hotel and we want to order in a long time, we can ask for discount.
5. How to pay. Ex : How we can pay, credit or cash.

Tips For Writing An Inquiry Letter

There is several tips to consider to make an inquiry letter :

1. Begin your letter by stating who you are and givingyour status or position.
2. Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible.
3. You might want to briefly explain the purpose of your letter or what you hope to accomplish.
4. Include the date by which you need the information,services, etc. that you  are requesting, and indicate that you await the reader’s response.
5. Thank the person for his/her time.

Elements Of Inquiry Letter

• Sender’s Address and Date- give the following information: house number, street, area code, place, country, telephone.
• Recipient’s Address- starts two lines below the sender's address.
• Salutation.
• Body of the letter- Capitalize and indent the first word of the text. The next text is left justified. And a spaceis put after each paragraph. CONTENT:

1. 1st paragraph - Introduction and reason for writing.
2. Following paragraphs - Explain the reason in details and background information, etc.
3. Last paragraph – Summarize your reasons and make clear what you want the recipient to do.

• Greeting in Business letter: Use “sincerely”. Write the greeting two lines below the last paragraph. Leave 4 blank lines afterthe greeting (space for the signature) and write the sender's name below that space.'

Example Of Inquiry Letter

PT. ABDURAHMAN PERSADA

Jl. Ujung Harapan Raya No.57

Kab. Bekasi

2 December 2011

PT. PRIMA NUGROHO

Jl. Krakatau Blok A7 No.43

Bekasi Timur

Dear Sir or Madam,

We saw your product at International Design of Shoes Fair in Mega Bekasi on 1 December 2011 and made interested us.

Please send types of sample, the terms and catalogue of the shoes. If the cost is low and types of sample are interesting, we will order your product.

We are looking forward to receiving your reply soon.

Sincerely, 

Deni Soeltoni
Head of Distributor

Reply Of Inquiry Letter

PT. PRIMA NUGROHO

JL. Krakatau Blok A7 No.43

Bekasi Timur

4 December 2011

PT. ABDURAHMAN PERSADA

Jl. Ujung Harapan Raya No.57

Kab. Bekasi

Dear Mr. Deni Soeltoni,

We thank you for your inquiry of 2 December 2011. As requested, we enclose our illustrated catalogue which gives complete details of our shoes, together with the prices and the models.

We expect that our catalogue, prices and the terms give all information requested.

We are looking forward to receiving your order soon.

Sincerely, 

Yudha Pradipta

Chief Manager

Encl. illustrated catalogue