What is Inquiry Letter in Business Communication?

 

Letter of inquiry is one of the most important types of business letters. When a buyer wishes to get some information about the quantity, price, availability etc of goods to be bought or about the terms of sale, payment etc he writes a letter of inquiry to the seller.

According to Morris Philip and Others, “The letter that seeks information concerning the goods and services from a business concern is called an inquiry letter.”

According to Gartside, “An inquiry letter asks information like catalogue, quotation, sample and cost of a product form a seller in a concise and clear way.”


Objectives of Inquiry Letter

• To get the price quotation of specific commodities

• To ask for catalog

• To know payment terms

• To know the past records of job applicant

• To know the credit worthiness of a firm or a person

• To ask for folders

• To get recommendation from former employer

• To know the financial strength of a firm or a person

• To know the business reputation of a firm

• To know the transportation facility provided by the firm

• To obtain information about social status of a person or a firm

• To evaluate the performance of a person or a firm

• To learn about the quality of a product

• To know the availability of an item

• To make request for sample etc.


Types of Inquiries Letter

Solicited Inquiry: An inquiry made in response to the sellers advertisement and publicity is called a solicited inquiry. Actually it is a response by the buyer to the advertisement or publicity of a seller.

Unsolicited Inquiry: An inquiry made at the buyer’s own initiative is called unsolicited inquiry. This type of inquiry is made when a buyer wants to know anything from the seller.

Inquiry for some Favor: An inquiry made not about goods but some other information like special price or favorable terms is called inquiry for some favor.

Routine Inquiry: An inquiry made by an old or regular buyer in the usual course of action is called routine inquiry. Most of the business inquires fall in this category

SAMPLE LETTER 

1. Business Enquiry Letter – Regarding the Purchase of Materials in Bulk

89 B, Shamma Cottage

Devakottai

Karaikudi

Tamil Nadu – 630201


2nd January, 2022


The Manager

Fabloe Cloth Company

Katargam

Surat – 395003


Subject: Business enquiry for bulk purchase of fabrics


Sir/Ma’am,


I am writing in regard to our intention to buy cloth materials in bulk. I came across your store, and we had a talk with your supply manager in this regard.


I own a boutique that sells customised clothing, and I am in need of materials that would be suitable for sarees, salwar suits and lehengas. I am looking for crepe, georgette, double georgette, linen, cotton, silk cotton, jute, brasso silk, and chiffon materials. It would be a great help if you could send me the colours and patterns available in these categories and also the pricing details for each. I would also like to know if it is possible for you to customise colours and patterns for me.


Once I have a look at the different patterns and colours you have, I will let you know the ones for which you can send me samples. I will meet you in person to discuss the final pricing and the quantity of different fabrics I need. Feel free to contact me in case of any questions.


Thank you.

Yours sincerely,

Signature

ALWIN ROY


2. Enquiry Letter Sample – Regarding a Job Vacancy

142 C, Blue Bird Apartments

Firefly Lane

Adugodi

Bangalore – 560027


05/01/2022


The HR Manager

Ellys Academy

Whitefield

Bangalore – 560066

Subject: Enquiry regarding the job opening for the post of English Language Trainer

Sir/Ma’am,

With reference to the mail I received dated 28/12/2021; I would like to enquire about the job opening for the post of English Language Trainer at your esteemed institution.

I have completed my post graduation in English Literature. I have experience working as an English Teacher for two years and as an English Language Trainer for a year. I have been looking for opportunities to work with an organisation like yours that associates with different institutions and trains their students. I would like to know more about the job role and other related details. Kindly send me a brochure so that I can learn more about your organisation and the activities you carry on.

I hope to hear from you soon and would also like to meet you in person for an interview on a suitable date. I am enclosing a copy of my updated resume for your kind perusal.


Thanking you.

Yours sincerely,

Signature

SAJITHA RAVINDRAN


Enquiry Mail Format Sample Regarding Return and Replacement of Damaged Products

Recipient’s mail id

Subject: Enquiry about the procedure of return and replacement

Sir/Ma’am,

I am Rachel Green, Assistant Buyer at Tailorman Clothing Company. I had ordered 100 suits on the 2nd of January, 2022, and I received them today (08/01/2022). Upon checking them, I found that product numbers 22, 26, 54, 72, 89 and 93 have been damaged. I would like to know what is the procedure for return and replacement that is followed. It would be of great help if you could kindly get back to me with the details as soon as possible so that I can initiate the process of return at the earliest as we require the suits for an event next week.

Thank you in advance.

Sincerely,

RACHEL GREEN

Assistant Buyer

Tailorman Clothing Company

Contact: 123456

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