This document provides guidance on writing effective enquiry letters. It explains that enquiries can be solicited or unsolicited and for goods or other information. Effective enquiry letters are straightforward, positive in tone, brief and to the point. They include a subject heading, introduction of the request in the first paragraph, details and reason for the enquiry in the second paragraph, and a polite closing in the final paragraph thanking the recipient. The document provides sample enquiry letters and components to consider when drafting an effective enquiry letter.

1. Enquiry Letters
Unit 4 , Part 1

2. Introduction
• Letters of enquiry describe what the writer
wants and why. The more unusual the
request, the more convincing the reason
needs to be.

3. ENQUIRIES
• Solicited enquiry: An enquiry made in response to the seller’s
advertisement and publicity.
• Unsolicited enquiry: An enquiry made the buyer’s own
initiative.
• Enquiry for some favor: An enquiry not about goods but
about some other information, may be about some special
price or some favorable terms.
• Routine enquiry: An enquiry made by an old buyer in the
usual course of business.
A letter of enquiry should be:
• Straightforward, compact and courteous;
• Positive and confident in tone;
• Brief and to the point, yet clear, complete and correct.

4. Content
• Subject Heading:
• This should inform the reader that this is an enquiry
or request; e.g.
» Enquiry about Textbooks
» Request for Brochure
» Query about Website
» Question regarding Product Components

5. First Paragraph
• This should tell the reader what you want; e.g.
1. Please send me... (for things that the organization
offers to send)
2. I would be grateful if you could tell me... (for
things that are not normally offered)
3. I am writing to enquire whether... (to see if
something is possible)
4. I would especially like to know... ( + a more
detailed request)
5. Could you also... ( + an additional enquiry or
request)

6. Second Paragraph
• This paragraph tells the reader why you are
contacting his or her organization, and gives
further details of the enquiry.
• There are two reasons why you may contact an
organization:
1. you have contacted this organization before, and
want to again.
2. you have not contacted this organization
before, but you have heard about them. You
should describe from where, such as from an
advert or a recommendation;

7. Example openings for the second
paragraph
• I saw your advert in the HK Daily on
Tuesday, 22 September 2009.
• Your company was recommended to me
by Ms. Elsie Wong of Far Eastern Logistics

8. Final Paragraph
• This paragraph should contain a polite
expression and/or an expression of thanks to
the reader. The degree of politeness (and
therefore the length), depends on how
unusual or difficult your request is.

9. Final Paragraph contd.
• Possible language includes:
1. Thanks. (For a very informal and normal enquiry or
request)
2. I look forward to hearing from you.
3. I am looking forward to hearing from you.
4. Thank you for your assistance.
5. Thank you very much for your kind assistance.
6. I appreciate that this is an unusual request, but I would
be very grateful for any help you could provide. I look
forward to hearing from you.
• If you think the reader might have further questions, you
can suggest that he or she contact you; e.g. 'If you have any
questions, please do not hesitate to contact me'.

10. Sample letter 1
Golden Gate Engineering
Prince Square, Prince Street, Dehradun
24 September 2009
Pro-Skills Training Centre
Jubilee Building
Silver Road
Dehradun
Dear Sir or Madam,
Enquiry about Quality Control Course
I am writing to enquire whether your company could offer a course on Quality Control for our managers.
I saw your advert in the HK Daily on Tuesday, 22 September 2009, and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the
advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest,
on Monday, 12 October 2009, for a group of 20. Could you send us some information about the teaching staff and the possible schedule for
this course?
I am looking forward to receiving your reply.
Yours faithfully,
(signature)
David Mathur
Managing Director

11. Rich Lucky Trading Company
Sample letter 2
345, Nathan Rd, Kowloon, H.K.
28 September 2009
Hi-fashion Garment Ltd
Unit 398
Shek Kip Mei Industrial Estate
Dear Sir or Madam
Request for Catalogue
Please send me your current catalogue.
Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics. Our African customer is interested
in importing a range of printed 100% cotton cloth.
I look forward to hearing from you.
Yours
(signature)
K.K. Chan
Merchandiser

12. Now write the perfect enquiry letter
pick the correct option and start to write
• Position of your address: (right, center, left?)
• Position of date:(above address, below address, in
between address?)
• Format of date: (9/29/09, 26/9/09, 26 September
2009?)
• Salutation: (Dear Sir or Madam, Dear Mr. Pandey,
Dear G. Pandey, Dear Pandey G. ,Dear Pandey?)
• Paragraph Style: ( block, indented)

13. Options for the subject line:
Choose the best one:
1. Please Tell Me about Your Local Tours
2. Request for Details of your Range of Local Tours
3. Enquiring about your Local Tours
4. Requesting Regarding your Local Tours
5. Enquiry about Local Tours
6. Your Local Tours

14. Paragraph 1, Sentence 1:
Choose the best option
a) I would be grateful if you could give me details
of the local tours your company provides.
b) I am writing to enquire whether you could
send me details of the local tours your company
provides.
c) Please send me details of the local tours your
company provides.

15. Paragraph 1, Sentence 2:
Choose the best option
a) I would also be very grateful if you would be
able to send me information about your one-day
tours.
b) I am especially interested in one-day tours.
c) Send me information about your one-day
tours.

16. Paragraph 2, Sentence 1:
Choose the best option
a) My friend recommended you.
b) Mr. K.K. Chan of Fortune Trading says you
tours are good.
c) Your tours were recommended by Mr. K.K.
Chan of Fortune Trading.

17. Paragraph 2, Sentence 2:
Choose the best option
a) This is for a staff outing.
b) Like him, I am planning a social outing for my
staff members.
c) Mr. Chan used your company to organize a
staff outing for his staff, and I would like to do
the same.

18. Final Paragraph
Choose the best option
a) Thanks.
b) I look forward to hearing from you.
c) Thank you very much for your kind
assistance.

19. Sign off:
pick the correct option
Yours sincerely,
or
Yours faithfully
( signature)
General Manager
The General Manager
General manager

20. The end
• See you have a perfect letter!!

21. • An order, is the ‘thread’ which establishes a legal
relation between the seller and the buyer. The order
must be brief but clear, complete and accurate so
that it may be correctly understood and promptly
executed.
• Order form includes all relevant instructions about
time allowed for execution of the order, about
packing, insurance and transportation and about
terms of payment.

22. Hints for drafting an ‘Order’
• Thank the seller for his quotations especially when special
terms have been offered; or add a note of appreciation in the
case of a repeat order.
• Give specification of the goods:
(a) exact trade name, catalogue number , size, colour, style,
design, quality, etc.
(b) Price and discount.
(c) Quantity desired for each item.
(d) Alternative goods, if acceptable.
• Give shipment or forwarding directions; goods to be sent by
Parcel post, goods or passenger train, truck or ship.
• Give special instructions, if any, for packing, marking,
insurance, etc.

23. • State the manner of payment:
(a) Debit to account
(b) Cash sent with order(C.W.O)
(c) Cash to be paid on delivery(C.O.D)
• Close with what you wish to emphasize:
(a) Quality, (b) Prompt execution, (c) Discount,
(d) Time factor, etc.

24. Messes.Hiremath Bros. wish to place an order with National
Paints Co..Ltd. For a few types of paints, varnish and mixers.
Prepare an order for them mentiontioning that the tins should
be sent by pasenger train, carriage forward to your station,
where you will collect them . Mention also the method of
payment

25. HIREMATH BROTHERS
Stokists in Hardware & Dealers in Paints
36/2 Kadokar Calli.Belgaum
26th March, 2012
The Sales Manager
National Paints co.,Ltd.
Ahemdabad
Dear Sir,
Thank you for your quotation and the price list. We are glad to place our first order with you for the following
items:.
------------------------------------------------------------------------------------------------------------------------------
S.No. Description Quantity Unit Amt.
1
------------------------------------------------------------------------------------------------------------------------------
Since the above goods are required to replenish our nearly exhausted stock of theses items, we request you to
expedite the dispatch by passenger train , carriage forward to Belgaum. We shall arrange for taking delivery of the
goods at our end.
Please send the invoice , at 7.5% discount, through Belgaum Bank Ltd. ,Belgaum.
Yours faithfully