Making Inquiries

Meaning of Inquiry

- a question, an investigation, a request for information, or the process of

seeking information.

Enquiry is a less common variant of inquiry. Their verb forms—inquire and

enquire—also mean the same thing: to ask, to seek information, or to
investigate.

Cycle of Inquiry

Inquiry Letter

An inquiry letter is written when a person needs more information about

products, services, internships, scholarships, or job vacancies offered by
companies, associations, or individuals.

An inquiry may also be in the form of telephone, email, or personal interview.

Both interview and letter require correct and appropriate language use. Both
require correctness, conciseness, clarity of language, and courtesy.

While letters require correctness of spelling, punctuation, capitalization,

indention, margins, etc., interviews require clarity of words, correct
pronunciation, intonation and pauses, spontaneity, pleasing personality, and
confidence.

Just like any business letter, a letter of inquiry has the following basic parts:

• Heading or letterhead
• Inside address
• Salutation
• Body of the letter
• First paragraph: It provides a background of your inquiry such as how,
where,and when you first learned of the information. State your purpose in
one or two sentences.
• Middle paragraph: This section should specify the information you are
seeking.
• Final paragraph: Express your expectation from your addressee and thank
him in advance for his favorable action.
• Complimentary close
• Signature

The format of an inquiry letter follows any of the following most used
formats: (1) pure-block, (2) semi-block, and (3) modified block.

Inquiry via Emails

Inquiry via Email: (LESS FORMAL)

More frequently used now in inquiry are emails. Emails gained popularity
because of speed and convenience.
Generally, email messages are less formal than letters, although there are
still expectations for appropriate and effective email communication.

Inquiry via Email: (LESS FORMAL)

For more effective email communications are:

 Be courteous
 Keep messages concise and clearas possible
 Proofread and spell check before sending
 Provide a short but descripted subject line

Below is the list of all the parts of an email:

 From: (name of person sending the email)

 Sent: (date and time)
 To: (name of person receiving the email)
 CC: (other person receiving the message)
 Bcc: (another person receiving the email without the other recipient
knowing)
 Subject: (content [title] of the email)
 Attachment: (a document/images/file attached in an email)
 Salutation: (greeting or opening)
 Body of Email: (message)

 Closing: (ending)
 Name/Signature(name and title)of the Sender: (company name)

Interview

Interview is a special type of purposive conversation. It is classified into

different types according to purpose. Basic to all types of interview is to
obtain desired information.

Before the Interview

1. Remember that if you are seeking for information from people, you
are asking them a favor; thus make appointments with your interviewee at
their most convenient time.
2. Prepare the list of the question.

During the Interview

1. Be Punctual.
2. Wear appropriate attire.
3. Observe good manners.
4. Speak clearly and be attentive.
5. If you have follow-up questions, ask politely. Ask the interviewee to
validate your notes.
6. Allow the interviewee sufficient time to answer.
7. Rephrase questions to clarify vague points.
8. Acknowledge answers of the interviewee to assure him of your attention.
9. Graciously thank the interviewee for his time.
Parts of the Interview

 OPENING – includes the initial contact of the interviewer and the

interviewee.
 BODY – includes several questions to achieve your specific objectives.
 CONCLUSION – includes expressing gratitude and hope of the meeting
the interviewee again in the future.