Inquiery Letter

26 Oktober 2010 NeLi Andriani

A letter of inquiry asks someone for specific information. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, always make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need.

So, What are the 2 types of Inquiry Letters?

* Solicited: Sent in response to an advertisement, or any other direct communication.

* Unsolicited: Not sent in response to an advertisement. Because your letter is not expected, you need to make sure that it is very clear why you are writing it.

How to Write an Inquiry Letter
Here‘s what you need to include in an inquiry letter:

1. Introduce yourself:

In a solicited letter, you can just mention that you are writing with reference to a particular advertisement.

But in an unsolicited letter, give more detailed information as to who you are, where do your work (if relevant) and why do you need this information.

2. What Information do you need:

Clearly mention what information you require- why are you writing this inquiry letter? Again, it should be very clear why you require this information.

3. Why are you sending the letter to this specific person/organization:

If you are sending a solicited letter in response to an ad, then this information is not required. But if you are sending an unsolicited letter to a person or an organization, tell them why you have specifically chosen to write to them.

For example, you could say, “I believe you will be the best person to help me as you are an established authority in the field of – – -.“

4. Include your contact details:

This goes without saying. Make it easy for them to contact you. Include your telephone numbers, address, and Email ID.

5. Send a stamped, self-addressed envelope:

If you want a quick reply, (or any reply!) you need to make it easy for the person to send it to you.

Including a stamped, self-addressed envelope in inquiry letters will definitely increase your chances of getting a reply.

6. Mention that you could not find this information anywhere else:

You must show that you have done your homework before writing the inquiry letter. State that you tried to find this information, but were unable to do so.

7. Close the letter by saying Thanks:

Acknowledge that somebody will take out the time to send you the required information, and thank them for their time. Be Polite. It will only help you!



Jl. Tanah Merdeka No. 6

Rambutan, Ciracas

Jakarta 13830

Tel: 021-8400941, 70910652


No: 239/SI-PTPS/IV/2010 Jakarta, April 12th 2010

Mr. Joko Susanto

Executive Director

PT Forum Sahabat

Mal Taman Palem, 2nd Floor 88 A



Dear Mr. Joko,

Our company operates in printing field. Up to now, we are developing the cooperation with hundreds of publishers around Jakarta, Bogor, Depok, Tangerang, and Bekasi. We also offer cooperation for books printing.

Because of this is the first time we propose cooperation with your company so we need some information related to the process for having cooperation at your company.

We hope that our company can make cooperation with your company later. Finally, we thank you for the information that you will give us.

Sincerely yours,

(Brian Santoso)

Marketing Director


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