This document provides guidance on writing emails of inquiry and replying to inquiries. It recommends using a three-part structure for inquiries: introduction, body, and conclusion. For inquiries, the introduction states who you are and what you want to know, the body asks questions, and the conclusion requests a reply. When replying, thank the person for their inquiry, answer all their questions, highlight selling points, and encourage further contact. Examples of effective inquiries and replies are also included.

1. Business
Writing
Inquiry

2. Objectives
This tutorial helps learners …
•
write an email of inquiry
•
reply to an inquiry

3. Common Layout
Three-part plan
•
Head
Who(m), What, When
•
Body
previous contact/ introduction/
background
purpose
Core
wh-questions
Conclusion
•
Introduction
expected action/response
End
Complimentary closing
Signature block

4. Making an Inquiry
Ref/Rea
How you know about the
supplier/product
Who you are
Ask information about specific
product/service
Core
What you need to know
Res
Request a reply

5. Examples:
Dear Sir/Madam
Please send me details of fax machines which you supply,
together with prices.
We need a model suitable for sending complex diagrams and
printed messages, mostly within the UK.
Yours faithfully

6. Examples:
Dear Sir / Madam
I would like some information about our courses in
English for Business Executives, beginning in July.
Please send me a prospectus, details of your fees, and
information about accommodation in London for the
period July to December. If possible, I would like to stay
with an English family.
Yours faithfully

7. Examples:
Dear Sir/Madam
During a recent visit to the Ideal Home Exhibition I saw a
sample of your plastic tile flooring. I think this type of flooring
would be suitable for the ground floor of my house, but I have
not been able to find anyone who is familiar with such tiling.
Would you please give me the following information:
1.
What special preparation would be necessary for the
underflooring?
2.
In what colors and designs can the tiles be supplied?
3.
Are the tiles likely to be affected by rising damp?
4.
Would it be necessary to employ a specialist to lay the
floor? If so, can you recommend one in my area?
I should appreciate your advice on these matters.
Yours faithfully

8. Examples:
Dear Sir/Madam
We have recently extended our television department and are
thinking of adding new ranges to our present stocks. We are
particularly interested in your Belltone television models and
should be glad if you would send us your trade catalogue and
terms of sale and payment.
Your products are not yet offered by any other dealer in this
town, and if we decide to introduce them we should like to
request sole distribution rights in this area.
I hope to hear from you soon.
Yours faithfully

9. Replying to an Inquiry
Ref/Rea Thank for the inquiry
Core
Answer all the questions asked
•
Res
•
Highlight selling points
Encourage further contact

10. Examples:
Dear Mrs Rawson
In reply to your enquiry I have pleasure in attaching a leaflet
showing our latest fax machines.
All the models illustrated can be supplied from stock at
competitive prices as shown on the price list inside the
catalogue.
May I suggest a visit to our showrooms where you could see
demonstrations of the various machines and at the same time
view our wide range of office equipment.
Yours sincerely

11. Examples:
Dear Ms Iwanami
Please find attached our prospectus covering courses from
July to December. Details of fees and accommodation in
London for that period are covered in the booklet ‘Living in
London’ which accompanies the prospectus.
At present we still have places available for students taking
the English for Business Executives course beginning in July,
but would ask you to book as soon as possible so that we can
reserve a place for you and arrange accommodation with an
English family.
We are sure you will enjoy your stay here and look forward to
seeing you.
Yours sincerely

12. Examples:
Dear Mr Wilson
Thank you for your enquiry of 18 August regarding our plastic
tile flooring. We attach a copy of our brochure showing the
design and range of colors in which the tiles are supplied.
Bottemline, 22 The Square, Rugby, is a very reliable firm
which carries out all our work in your area. I have asked the
company to get in touch with you to inspect your floors.
Their consultant will be able to advise you on what preparation
is necessary and whether dampness is likely to cause a
problem.
Our plastic tile flooring is hard-wearing and if the tiles are laid
professionally, I am sure the work will give you lasting
satisfaction.
Please let me know if I can provide any further help.
Yours sincerely

13. Examples:
Dear Mr Sanderson
Thank you for your email of 8 April enquiring about our Belltone television
products.
This range has been discontinued and replaced by the ClairTone. You will
see from the attached catalogue that the new models are attractively
designed and include the latest technical improvements. Although rather
more expensive than their predecessors, the ClairTone models have
already been well received and good sales are being reported regularly
from many areas.
As part of our efforts to keep down manufacturing costs, I am sure youwill
understand that we must increase sales by distributing through as many
outlets as possible. Dealers in other areas appear to be well satisfied with
their sales under this arrangement, and it appears to be working very well.
I hope we can look forward to receiving your orders soon, and will be glad
to include your name in our list of approved dealers, with your permission.
I look forward to your early reply.
Yours sincerely

14. Business
Writing
Inquiry