Letter of Inquiry

Letter of Inquiry

A letter of inquiry is a general term used for a number of different kinds of business letters addressed to a company. For example, applicants usually send a letter of inquiry, with an enclosed résumé (CV), to an employer for whom they would like to work. Companies send a letter of inquiry to their business partner when they need information about the goods they'd like to order. A letter of inquiry is usually short and to the point, containing only the request and a short introduction with an address, phone number or e-mail address from the sender's side.

General Format

Elements

Business letters (in the United States) usually contain the following elements, in order:
• Sender's address & contact information.
• Date of writing.
• Subject.
• Recipient's name, title, company, & address.
• Salutation/greeting.
• Message (body of the letter).
• Valediction/closing.
• Sender's signature.
• Sender's name, title, company.

In some situations, a business letter may also include the following optional information:

• Enclosures (Encl.: or Enc.:).
• Carbon Copy Recipients (cc:).
• Reference Initials (of the typist, if different from original author of letter).

Line Spacing

In general, each element or paragraph of the letter is followed by a single blank line, except:

• the date, followed by three or four blank lines.
• the final content paragraph, followed by two blank lines.
• the valediction/closing, followed by three or four blank lines (enough for the sender to sign the letter), and
• the sender's title, followed by two blank lines.

Font Formatting

No special character or font formatting is used, except for the subject line, which is usually underlined.

Punctuation

The salutation/greeting is generally followed by a comma, although in the United States a colon is often preferred. The valediction/closing is followed by a comma.

Example Template

[SENDER'S NAME]
[SENDER'S ADDRESS]
[SENDER'S PHONE]
[SENDER'S E-MAIL]

[DATE]


[RECIPIENT W/O PREFIX]
[RECIPIENT'S TITLE]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]

(Optional) Attention [DEPARTMENT/PERSON],

Dear [RECIPIENT W/ PREFIX],

Re: [SUBJECT]

[CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT
CONTENT CONTENT. CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT
CONTENT CONTENT CONTENT CONTENT CONTENT. CONTENT CONTENT CONTENT CONTENT CONTENT
CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT.]

[CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT
CONTENT CONTENT. CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT
CONTENT CONTENT CONTENT CONTENT CONTENT. CONTENT CONENT CONTENT CONTENT CONTENT CONTENT
CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT CONTENT.]


[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],




[SENDER]
[SENDER'S TITLE]


Enclosures ([NUMBER OF ENCLOSURES])

cc: [CC RECIPIENT], [CC RECIPIENT TITLE]
[CC RECIPIENT], [CC RECIPIENT TITLE]


Indentation Formats

Business letters generally conform to one of four indentation formats: Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented.

Block

In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented.

Semi-Block

In a Semi-Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are indented.

Modified Block

In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.


Modified Semi-Block

In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented three inches from the left margin, but can be set anywhere to the right of the middle of the page, as long as all three elements are indented to the same position.

Not same at all places

The format of a letter is not same at all places. So if you are a school student, then don't fully accept this if your syllabus is different.

Example :

CBSE Board (India)
The usual format (If I am writing)...
My Address
(leave a line)
Date (DD Month YYYY)
(Leave one line)
Receiver's Designation & Address(Can take 2 or more lines)
(leave a line)
Sub:-_______________________________________(Subject)
(leave a line)
Salutation"Sir"
(leave a line)
Body:
Parah 1-What , Why and other initials
(Leave a line)
Parah 2-Describe the problem
(Leave a line)
Parah 3-Request for help or action
(leave a line)
Complementary Close "Yours Faithfully" "Abc" (my name)


• A letter of inquiry clearly and concisely describes: the project, its aims, its significance, its duration and the amount of funds required. The document should never exceed five pages.
• Generally they are 2-3 pages.
• The letter of inquiry should not include any additional supporting information such as videotapes, financial reports, annual reports.
• Letter confirming organization’s charitable/tax-exempt status may be required.


Components of a Letter of Inquiry

• Opening paragraph.
• Statement of need/rationale.
• Organizational description/expertise.
• Description of the project (include timeline and outcomes).
• Budget request and information.
• Closing.


Opening Paragraph

• Summary statement.
• Stand alone.
• Make it clear what you want the reader to do.
• Answer the following questions.
• What are you proposing to do.
• How much is being requested.
• Over what time period.
• Say if you are responding to an RFP.
• Keep the paragraph short.

Example of Opening Paragraph

Syracuse University is pleased to submit a letter of inquiry to the Getty Trust Campus Heritage Grants for the completion of a variety of structural and building envelope condition surveys. Our goal is to develop a comprehensive condition assessment and preservation plan that will be the basis of future capital projects that will ensure the preservation of our historic structures. We estimate the cost of the project will be $190,000. “


Statement of Need

• Who is affected by the problem.
• What factors, or causes, contribute to the existence of the problem.
• What can be done to ameliorate the problem.
• What your organization (and others) are doing to currently address the problem.
• What remains to be done.
• What consequences the target population will face if this need is not met.


Project Activity

• Give a general overview of the activities involved.
• Highlight why your approach is novel and deserving of funding.
• List other collaborators.


Outcomes (1-2) paragraphs)

• State what will be the specific outcomes achieved.
• Indicate how evaluation is part of the project – how will you know you’ve achieved these outcomes?

Credentials

• Demonstrate why you are best equipped to carry out this activity.
• Put any historic background about the institution here.
• Organizational capacity to carry out proposed project
• Major recent accomplishments


Budget

• State the total project cost and how much you will requesting
• Indicate broad categories of activities to be funded.
• Include other sources of funding, both cash and in-kind. Especially indicate what SU will contribute. Do not overlook the value of all in-kind contributions, including those of your collaborators.

Closing

• Offer to give any additional information the foundation might need.
• Give a contact name and contact information for foundation follow-up.
• Let them know that you will give them a call to follow up.
• Express appreciation for the reader’s attention.
• Ask, “May we submit a full proposal?”.


Inquiry Letter Example

1102 West 30th
Lawrence, KS 66321
August 4, 19XX

Dr. Maria Gomez-Salinas
Director of the Diabetes Clinic
St. David's Hospital
1000 Greenberg Lane
Wichita, KS 66780


Dear Dr. Gomez-Salinas:

I am writing you in hopes of finding out more about how the
new Glucoscan II blood glucose monitoring system, which a
representative at Lifescan informed me that your clinic is
currently using.

Originally, I saw Lifescan's advertisement of this new
device in the January 19XX issue of Diabetes Forecast and
became very interested in it. I wrote the company and got
much useful information, but was recommended to write
several current users of the system as well.

For a technical report that I am writing for a technical
writing class at Johnson County Junior College, I need some
help with the following questions:


1. How often does the Glucoscan II need to be calibrated in practical, everyday use conditions?
2. How accurate is the Glucoscan II compared to other similar systems that your patients have used?
3. What problems do your patients experience with this new device?



The Lifescan representative indicated that your clinic is
one the leaders in implementing new technology for
diabetics, and therefore I am eager to hear from you. In
the report I will acknowledge your contributions, and I
will send you a copy of the completed report if you wish.

Thank you for your time, and I hope to hear from you soon.

Sincerely,



Anita Teller
Student, Medical Technology
Johnson County Junior College