7. Inquiry

7.1. What is a LI?

A letter of inquiry is a letter of request. An inquiry is sent when a person wants advice, names, directions or some information, especially about:

• the supply of goods

• catalogues or samples

• a quotation or prices

• terms and discounts

• availability of goods

• delivery times and deadlines

• a method of transport

• insurance

The objective in an inquiry letter is communicated by one or more questions to which the writer desires a response. Phrase your question(s) in a tone and style that is both courteous and straightforward. Be specific and brief.

The scope of an inquiry letter is contained in the information you provide for the specific purpose of helping the reader grasp your objective. You may safely assume that your reader is a busy person, so getting to the point is important. Your goal is to have the reader make a decision quickly and respond in a timely manner.

7.2 What types of IL you know?

There are two types of inquiry letters: solicited and unsolicited.

You write a solicited letter of inquiry when a business or agency advertises its products or services. For example, if a software manufacturer advertises some new package it has developed and you can't inspect it locally, write a solicited letter to that manufacturer asking specific questions. If you cannot find any information on a technical subject, an inquiry letter to a company involved in that subject may put you on the right track. In fact, that company may supply much more help than you had expected (provided of course that you write a good inquiry letter).

Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry. For example, if you read an article by an expert, you may have further questions or want more information. You seek help from these people in a slightly different form of inquiry letter. As the steps and guidelines for both types of inquiry letters show, you must construct the unsolicited type more carefully, because recipients of unsolicited letters of inquiry are not ordinarily prepared to handle such inquiries.

7.5. Are there any differences in the style and tone of these two types? What are they and why is it so?

1. Early in the letter, identify the purpose — to obtain help or information (if it's a solicited letter, information about an advertised product, service, or program).

2. In an unsolicited letter, identify who you are, what you are working on, and why you need the requested information, and how you found out about the individual. In an unsolicited letter, also identify the source that prompted your inquiry, for example, a magazine advertisement.

3. In the letter, list questions or information needed in a clear, specific, and easy-to-read format. If you have quite a number of questions, consider making a questionnaire and including a stamped, self-addressed envelope.

4. If you are to receive some benefit, it may help to explain for what purpose the benefit will be used.In an unsolicited letter, try to find some way to compensate the recipient for the trouble, for example, by offering to pay copying and mailing costs, to accept a collect call, to acknowledge the recipient in your report, or to send him or her a copy of your report.

5. In closing an unsolicited letter, express gratitude for any help that the recipient can provide you, acknowledge the inconvenience of your request, but do not thank the recipient "in advance." In an unsolicited letter, tactfully suggest that the recipient will benefit by helping you (for example, through future purchases from the recipient's company).

7.8. What do the structure and contents of IL depend on?

Now let’s have a look at the structure and contents of a business letter of inquiry. The contents of this will depend on three things: how well you know your supplier; whether your supplier is at home or abroad; and the type of goods or information you are enquiring about - there is a difference between asking IBM about the cost of installing a complex computer and asking a publisher how much a book would cost.

7.9 What are the parts of an IL?

1. Opening linesIf a prospective customer addresses a supplier for the first time, it is useful to tell something about his / her own business, the kind of goods he / she needs and for what purpose they are required.

2. Indicating the state of the marketIn this part of an inquiry you should indicate the demand in your area for the goods which the supplier produces.

3. Asking for information

4. Asking for catalogues, price-lists,prospectuses

5. Asking for detailsWhen asking for goods or services you must be specific and state exactly what you want. If replying to an advertisement you should mention the journal or newspaper, the date, and quote any box number or department number given

6. Asking for samples, patterns, demonstrationsYou might want to see what a material or item looks like before placing an order. Most suppliers are willing to provide samples or patterns so that you can make a selection. However, few would send a complex piece of machinery for you to look at. In that case you would be invited to visit a showroom, or the supplier would offer to send a representative. Nevertheless, if it is practical, ask to see an example of the article you want to buy

7. Suggesting terms, methods of payment, discountsFirms sometimes state prices and conditions in their advertisements or literature and may not like prospective customers making additional demands. However, even if conditions are quoted, it is possible to mention that you usually expect certain concessions. Although it is true that once a supplier has quoted a price and stated terms, he may be unwilling to change them, by suggesting your terms you indicate that certain conditions may persuade you to place an order

8. Asking for goods on approval or on sale or returnSometimes wholesalers and retailers want to see how a line will sell before placing a firm order with the supplier. They may be able to do this by getting goods on approval or on a sale or return basis. In either case the supplier would have to know the customer well, or would want trade references. He will also place a time limit on when the goods must be returned or paid for.

9. Closing sentencesUsually a simple 'thank you' is sufficient to close an enquiry. However, you could mention that a prompt reply would be appreciated, or as the examples show, that certain terms or guarantees would be necessary.

7.10 What is usually asked for in the body of an inquiry?

state of market, information, details, patterns, terms of payment, discount, asking for goods on approval or on sale return