Inquiry Letters and

Replying to the Inquiry

Mutiara Ayu, M.Pd.

February 22,2021
 INQUIRY LETTER
• What is a letter of inquiry?
• A letter is sent to sellers or manufacturers to get some information
and detailed products or services that buyers want to know.
• The inquiry is usually required as follows:
a. Price list
b. Sample of products
c. Quotation
d. Term of payment
e. Term of delivery
f. Means of transportation
 The purpose
• To ask catalog and other information.
• To respond advertisement posted in
Newspaper, magazines, on TV, exhibition, etc.
Co
nte Subject Heading
nt This should inform the reader that this is an
enquiry or request

Enquiry about Textbooks

Request for Brochure
EXAMPLE Query about Website
Question regarding Product Components
Co
nte First Paragraph
nt This should tell the reader what you want

The introduction serves as the executive

summary for the letter of inquiry and includes the
name of your organization, the amount needed or
requested, and a description of the project. The
qualifications of project staff, a brief description of
evaluative methodology, and a timetable are also
included here
 Opening Paragraph
•We should be grateful if you could send us your latest
catalog, terms of payment, and terms of delivery.
•We have seen your products at Jakarta Expo on
December 12, 2020 and should be pleased if you could
send us your price list and latest catalog.
•With reference to your ad in Jakarta Post of January 2,
2021, Would you please send us your catalog, price
list, and sample of your product
Co
nte Second Paragraph
This paragraph tells the reader why you are contacting his
nt or her organization, and gives further details of the
enquiry
There are two reasons why you may contact an
organization:

you have contacted this organization before, and want to again.

you have not contacted this organization before, but you have
heard about them. You should describe from where, such as from
an advert or a recommendation
 Requesting Information
• We would like to know if you can offer us
special discount.
• Please let us know if you can offer us a trade
discount.
Co
nte Final Paragraph
nt This paragraph should contain a polite expression and/or
an expression of thanks to the reader. The degree of
politeness (and therefore the length), depends on how
unusual or difficult your request is. Possible language
includes:
Thanks. (For a very informal and normal enquiry or request)
I look forward to hearing from you.
I am looking forward to hearing from you.
Thank you for your assistance.
Thank you very much for your kind assistance.
I appreciate that this is an unusual request, but I would be very grateful
for any help you could provide. I look forward to hearing from you.
 Closing Paragraph
• We look forward to receiving your prompt
reply.
• We should appreciate your prompt reply.
 __________Better Widget Makers, Inc.__________
5555 Widget Avenue
Silver City, CO 80456

September 26, 2003

Mr. Russ Hamilton

Vice President, Sales and Marketing
Golden Bread Company
123 Loaf Street
Silver City, CO 80451

Dear Mr. Hamilton:

Construction on the new employee cafeteria at Better Widget Makers, Inc. is nearing completion and I am looking
for a supplier capable of fulfilling our weekly bakery needs.

Do you have an information packet that would help me project the cost of doing business with your company?
We
will need daily deliveries of pastries, pies, dinner rolls and sandwich bread. Our facility operates 24/7, Monday
through Friday, with a flextime workforce of 1,500 employees. To complete my operational budget I will need the
following information:
• Wholesale price sheets
• Quantity cost breaks
• Annual contract discounts
 Cont..
To submit my proposal to the finance committee at their October 20th meeting I will need
to receive your information by the 10th. I will also need to meet with you after reviewing
the requested materials. Please call me for an appointment at your earliest convenience.
My personal extension is 216-8080, # 29.

In keeping with long-standing policy we would like to place this contract locally. I look
forward to working with you and am hopeful that the Golden Bread Company can fulfill
our needs.

Sincerely,

Ida Mae Knott

Purchasing Agent
 HOW TO REPLY TO INQUIRY
•When a seller or manufacturer receives a letter
of inquiry, it is a great opportunity for a firm to
increase sales.
•In replying an inquiry, a firm should respond it
positively and quickly by giving information that
a buyer required.
 Opening Paragraph
•Thank you for your letter of……(date)
requesting about our catalog, price list and
terms of payment.
•With reference to your letter of …… inquiring
about our catalog, price list and samples of our
promotional gifts.
 Sending or Enclosing
• We are sending our catalog, price list and
terms of payment.
• We would be pleased to enclose our catalog
and price list
 Quotation
• We grant you 20% discount if you order more
than 200 units.
• We offer you 10% trade discount for long term
contract.
 Closing Paragraph
• We look forward to receiving your first order.
• We look forward to receiving a trial order from
you.
• We hope you will find our prices and terms
are satisfactory and look forward to having
• you as our potential customer.
 Inquiry Practice
•Write an inquiry letter and reply the inquiry. Use today’s date in
your letter. The following are some information that should be
included in your letter:
•You are as a Purchase Manager of PT. Multi Safari International,
address: Jl. Jenderal Sudirman No.15 Jakarta. Then, send a letter
to Johnson Allwoods & Sons, address : 25 Bridgestone Street New
York, NY 239001, USA. You request about latest catalog, price list,
terms of payment, terms of discount, terms of delivery and sample
of products of Belly men’s belt. You saw the product at World Expo
New York on February 5, 2021.