An inquiry letter template is used to write an inquiry letter, asking for some specific information from someone and sent formally as well as by email. Professional Inquiry letters can be written to collect information or data about products, services, jobs, contract making and generating promotions. Employers and organizations tend to write these inquiry letters to get desired data. An employer writes an inquiry letter to seek information about the applicant’s background, experience, skills and knowledge, character, previous performance and abilities. Whereas, companies write these inquiry letters about the deals, capabilities of customers, whether to build business relationships or not.
Elements of Inquiry Letter:
An inquiry letter is usually written either by investigation agencies or departments while conducting an investigation against an individual or organization. Further, an inquiry letter consists of all necessary details and description regarding the ongoing investigation. The following elements should be kept in mind while writing this letter professionally and in a particular format. These are given below;
Opening: Introduce your organization and yourself, if possible, your position as well. Provide a statement of purpose to make it look more professional and understandable.
Explanation: In this section you write the reason and mention the purpose of writing the letter. It is important to explain why you are writing and what is the use of requested information. It is essential to mention that the data or information is confidential.
Listing: In this part you list all the specific information you require. It is important to make each point clear.
Closing: Conclude your letter by mentioning your address or contact details like email and phone number. So, that the recipient will reach out to you easily or on time. Also state that you will be expecting the response within a limited time period (such as 5 working days).
When you write an inquiry letter with the above-mentioned steps and in a professional manner, the recipient automatically feels obligated or intimidated to give a response to your letter within the respected time period. This makes your letter efficient and it increases the chances of you receiving the desired response.
Reasons to Write an Inquiry Letter:
An inquiry letter is written to extract some information from the recipient. The reasons why inquiry letters are still written nowadays instead of just contacting the recipient through a text or call are as follows:
• If you send an inquiry letter, the recipient naturally gets the idea that it is an important matter. Because you took the time and effort to personally write the letter to contact the recipient.
• It creates a professional impact on the recipient and it shows that you are a respected personality that needs to be taken seriously.
• By writing an inquiry letter, we can ask for all the required information all together instead of having to repeatedly bother the recipient to provide information. The recipient can simply read the letter and provide all the information needed in a single response letter.
• An inquiry letter allows the writer to become direct with the recipient instead of having to call them at random times or request an appointment. It is time saving and the response can be received faster because the letter will reach the recipient directly.
Keeping in mind all these facts, we realize that even in today’s age of technology, inquiry letter writing template is still considered the best approach to contact any individual for required information.
