Inquiry Letter

Definition
Inquiry letter is The letters that are written for collecting information about job
seekers, prices, products, and services before awarding jobs, granting credit, making
contracts and giving promotions are known as letters of inquiry. These letters are
written to a third party seeking information about either a job or a company that
wishes to make business relationship.

Quible and others defined, “Letters of inquiry are a type of business message
that asks the recipient for information or assistance.”

Prospective employers and business organizations usually write inquiry letters for
obtaining desired information. Prospective employers write this letter to the referees
mentioned in the job application to obtain information about the applicant’s personal
and family background, ability, skills, honesty, character, integrity, quality of
performance, fitness for job etc.

On the other hand, business enterprises write inquiry letters to third parties referred by
the customers to know about their business dealings, financial capabilities and
goodwill to determine whether to establish business relationships with those
enterprises.

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

01. 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.
02. 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.

Forms of Inquiry Letter

Forms of Inquiry letter may take any of the following forms:

1. Solicited Inquiry: An inquiry made in response to the seller’s advertisement

and publicity.
2. Unsolicited Inquiry: An inquiry made at the buyer’s own initiative.
3. Inquiry for favor: An inquiry about some other information which may be
about some special price or some favorable terms.
4. Routine inquiry: An inquiry made by an old buyer in the usual course of
business so, A letter of inquiry which asks valuable information from seller or
producer should be:

 Straightforward and courteous

 Positive and confident in tone
 Brief, complete and correct.

Content of Inquiry Letter / Factors to be considered

for drafting an Inquiry Letter
Generally content of inquiry letter asks information regarding two things which are:

1. Price, quality, quantity and availability of a product

2. Business policy related information such as terms of credit

Keeping the above two things into consideration an inquiry letter should highlight the
following matters:

1. Name: The product that is going to be purchased should be mentioned clearly

in such letter.
2. Description: Information like quality, quantity, size & share, local or foreign
origin and others of the inquired product should be mentioned clearly.
3. Sample: Such letter should request for sample of the inquired product
4. Price list: Such letter should ask for price list of the inquired product.
 5. System of Supply: When, where, how and in what terms the product should
be traded must be asked by such letter.
6. Payment system: What should be the way to pay the price should be sought
by such letter.
7. Transportation: The way of shipment of the inquired product should be
asked by such letter.
8. Provision for Addition or subtraction of value and quantity: Because of
change in the economy or other events whether there would be any provision
for plus/minus of value and quantity of inquired product must be sought by
such letter.
9. Assurance: If the sales term and other conditions favor the buyer, whether he
can go for bulk purchase or not and in this connection what additional benefits
will be given should be inquired by such letter

Example