Name

: Bendiola, Ivan C.
Course & Year : BSA-3
Date
: September 17, 2015
Activity 7
. : Inquiry and Reply Letter
Draft 1
.

Kings Cross Engineering Co.

Euston Road
London

September 10, 2015

Hogwarts Steel, Inc.

24 Grosvenor Square
London
Subject: Request for Catalogue
Gentlemen:

We saw your advertisement in the The Times a few days ago and were interested in your steel
products.
Please let us have the details of your products together with the sample, terms of payment and
the price list. If the quality is satisfactory and the terms are reasonable, we will place a large
order soon. We would appreciate if you could also give us details of discount and make the
fastest delivery possible.
We hope to receive your reply soon.

Very truly yours,

Kings Cross Engineering Co.

Harry Potter
Sales Manager

In developing the sample inquiry letter in the preceding page, the first step being
followed was stating carefully the circumstances which necessitate the inquiry. Accordingly, it
can be observed that in the first paragraph consisting of a short sentence, the significant
circumstance that caused the inquiry letter to be written was upon reading an advertisement in
The Times newspaper.
The second paragraph illustrated the next two steps in making a letter of inquiry, these are
stating the facts needed by the reader in making a complete reply and asking for information or
stating the questions. Evidently, the writer specified the things and information he needs from the
addressed company which were sample product, price list, and terms of payment.
The last step which is expressing gratitude to the favor requested, was also shown in the
second paragraph in an indirect manner. The particular term that expressed gratitude was we
would appreciate which was supported by the word also making it an expression of gratitude
as a whole and not only for the discount and delivery.
As a whole, it can be noticed that an inquiry letter should appeal with a positive mood or
attitude to make it more attractive so that the possibility of getting a reply would become more
likely.

Hogwarts Steel, Inc.

24 Grosvenor Square
London
September 17, 2015

Kings Cross Engineering Co.

Euston Road
London
Subject: Request for Catalogue
Dear Mr. Potter:

Thank you for your inquiry letter of 1 September 2015 and your interest on our advertisement.
As requested, we enclose herewith the latest illustrated catalogue together with price list and the
corresponding terms of payment. Dispatch of product will be sent after we receive your order
letter in two weeks and we could give you 5% cash discount in 30 days from invoice date.
We are looking forward to your order soon.

Yours faithfully,
Hogwarts Steel, Inc.

Albus Dumbledore
Marketing Manager

Just like the inquiry letter, a reply letter consists of necessary steps. The first step is
acknowledge the inquiry or state the circumstances necessitating the reply. Normally, it was
shown in the first paragraph in which the responder expressed his gratitude for the letter of
inquiry he received as well as the inquirers interest in their companys advertisement which was
the root cause of writing the letters.
At the next paragraph, the responder was able to address the questions fully and thus
fulfilling the second step. The responder was direct and prompt in attending the specific needs of
the inquirer which would become their potential customer. Another good thing about the given
reply letter was the inclusion of exact and additional details that suit what the inquirer really
wants.
The last step of making a reply letter is build goodwill and pave the way for further
contact. This was evidently achieved in the third paragraph of the sample letter.