Letters of Enquiry

BUSINESSCORRESPONDENCE

Letters of Enquiry, Order Letters, Letters of Complaint, Reply to Letter of Complaint, Promotion Letters, Sales Letters

Business correspondence means the exchange of information in a written format for the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization. The correspondence refers to the written communication between persons. Hence oral communication or face to face communication is not a business correspondence

Need for written communication

Maintaining a proper relationship.

Serves as evidence or as historical record of a business activities.

Create and maintain goodwill.

Inexpensive and convenient.

Formal communication.

Independent of interpersonal skills.

Types of correspondence

Business letters

Business letters are the most formal method of communication following specific formats. They are addressed to a particular person or organization. A good business letter follows the seven C's of communication. The different types of business letters used based on their context are as follows,

Letters of enquiry

Enquiry letter

An EInquiry letter is a formal letter, written to enquire and get details regarding something that a person is interested in. It could be written with respect to an item that a person is interested in buying, a course that a person wants to study, a vacation trip that a person wants to go on, etc.

As the sender of a letter of Enquiry needs information about something, the enquiry letter must mention the contact details of the sender where the said information has to be sent. It must contain the particulars of the thing enquired about.

It must also list down all the aspects of the thing about which the sender wants detailed information.

When writing a letter of enquiry, make sure to mention a list of all the details you would want to gather about the product you would like to purchase or the service you would like to avail.

 

The Enquiry Letter Format is as follows –

1. Sender’s address: Include an email and phone number, if required.

2. Date: Below address. Leave one space or line.

3. Receiver’s address

4. The subject of the letter

5. Salutation (Sir / respected sir / madam)

6. Body

Paragraph 1: Introduce yourself and the purpose of writing the letter

Paragraph 2: Detail of the enquiry

Paragraph 3: Conclude / end

7. Complimentary Closing

8. Sender’s name, signature and designation (if any)

Enquiry Letter Samples

1. You intend to join coaching classes at Success Coaching Centre situated in Chennai. The institute specializes in teaching science to classes XI – XII. Write a letter of enquiry in 100 – 120 words addressed to the Administrator in – charge of the institute seeking clarification about the timing, duration, staff, transport and other necessary details for joining the institute. You are Sonia / Shiv of 2, KP Road, Kerala.

 

Sonia

KP Road

Kerala.

 

Date : 20th Jan 2023

 

Administrator in-Charge

Success Coaching Centre

Kerala.

 

Subject : Enquiry for Class XI – XII two year study course.

 

Respected Sir / Madam

 

I am Sonia, a student of class X of KV, KP Nagar Kerala. I want to pursue non-medical stream and am planning to join a coaching class for the same. I came to know that your institute is the best and so I am keen to join it.  I am interested in joining the two year classroom course. Kindly give me the following details- 

Details of the course structure.

The timing of the class.

The details of the faculty.

Availability of transport facility.

Fee structure for the course.

I request you to reply at the earliest so that I can take a decision.

 

Thank you

Yours Sincerely

Sonia

 

2. You are Mrs. / Mr. Gupta. Your son is a student of Class XII and wants to pursue a course in Mass Communication. Write a letter in 120-150 words to the Dean, Institute of Mass Communication, University of Delhi,  seeking information about the course admission procedure, eligibility criteria, fee structure, hostel facilities, placement opportunities,etc.

 

302, Hi life Apartments

Malad, Mumbai.

 

Date 12 October 2022

 

Dean

Institute of Mass Communication 

University of Delhi

New Delhi.

 

Subject : Enquiry for course in Bachelor of Mass Communication.

 

Sir

 

I am Mrs. Gupta M/O Saransh Gupta. My son is studying in Class XII and wants to pursue Mass Communication. So, I am writing to you to enquiry about the said course. Kindly give me the following details.

I want to know the course content, course duration, fee structure, eligibility criteria, admission procedure for the B. Mass. Comm. Degree course. Also, information on hostel availability will be required. Also, I want to know about the placement opportunities that will be available to my son once he completes the course.

Kindly give any other additional information that you think is required.

Please reply with the same at the earliest so that I can make an informed decision.

Thank You

Yours Sincerely

Mrs. Gupta

Phone Number XXXXXXX

Write a letter of inquiry to buy computers

From, 

Tom Moody, 

BT Nagar, Bengaluru.

To,

Mike Tyson

Technical Department Head

Oscar Computers Limited

34 Tango Charlie Street

New York, New Jersey 4589

Dated: 2nd of April 2012

Subject: Inquiry about a computer

Dear Mr. Tyson,

This is to inform you that I am planning top purchase ten computers for my organization. I would like to make an inquiry regarding various types of computers.

We are a financial based organization dealing with the stock exchange on a daily basis. As a result we would be requiring computers with good performance and that will run fast on any kind of internet connection. The aspects in regards to which I would require information are:

Processor of the computer

Best Possible price

The ram size

The name of the brand

I would request you get back to me in regards to the above aspects and also suggest other possible options.

Regards,

Tom Moody

Managing Director

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