How to Write an Inquiry Letter
An inquiry letter is a document requesting information and/or assessing its authenticity, submitted on behalf of an organization or an individual for their personal respective purposes. There are other terms that represent this type of letter, such as: a letter of interest, letter of intent, query letter, pre-proposal letter, prospecting letter, and concept paper. Inquiry letters deal with various matters, for instance, funding, scholarships, grants, job vacancies, sales, projects, and others. Since they imply pre-proposal information or fund requests, they are common in different business setups. As an inquiry letter is a request, you should remember that your tone should not sound authoritative.
- An inquiry letter should be typed, because it is an official letter.
- Be courteous and concise. Remember, by submitting this request you are imposing on the receiver’s time and/or resources.
- If a lot of information is requested, you should use a bullet-point format so that no important details are missed out.
- In case you have a deadline that sets when you need the information, you should notify the receiver of this.
- If an inquiry letter is being written on a letterhead, you should make sure in advance that the correct contact details and phone numbers are mentioned so that you can get an answer to your request.
- If you are seeking for a grant and the foundation has published their guidelines on writing an inquiry letter, you should follow them precisely.
- If necessary, you can mention that you will keep in private any information provided.
- When writing the letter, follow a standard business format and it ensures that it is free of spelling and grammatical mistakes.
- Do not send a request for information you could easily find by yourself, for example, using an Internet search engine.
Guidelines – How to Write an Inquiry Letter
- Organize the letter carefully to make the information contained it in clear.
- Begin your inquiry letter by providing a short introduction about you or your company. Tell the receiver how you found out about them or their organization that you are writing to.
- Explain the reason why you are writing. Clearly indicate what it is that you are requesting and what actions you expect from the recipient. Try to be as specific as possible.
- Provide the statement of need precisely as it is an essential element of an inquiry letter. You have to show the recipient why it is so important to you to obtain the requested information. Such an explanation may induce the receiver to act more quickly.
- Give all the necessary details in relation to what is being inquired about.
- Make it as easy as possible to the receiver to respond to your inquiry. If necessary, you should offer to pay for any needed mailing costs or photocopies, or probably, including a stamped envelope, necessary questionnaires, forms or other documents.
- Thank the recipient for their time. Do not forget to add your contact information so that they were able to answer you or get in touch with you if appropriate.
- Your letter may be relatively short, but it should be informative and clear in order to adequately explain what you are requesting about and what you want the receiver to do in response to your inquiry.
An inquiry letter is a request for specific information which, when given, may be useful to you. That is why you should be clear and concise about what is being inquired about so that the receiver could understand what exactly you want from them and respond to you.