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Inquiry Letters and
Reply

Business English
 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.
• Responding advertisement posted in
Newspaper, magazines, on TV, exhibition, etc.
 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,
2012 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, 2013,
Would you please send us your catalog, price list, and sample of
your product
 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.
 Closing Paragraph
• We look forward to receiving your prompt
reply.
• We should appreciate your prompt reply.
Conti’d
 Inquiry Letter Sample – Gem Making
July 28, 2008

Jade Diamond Company

Roxas Boulevard
Pasay City
Madam:
A newcomer to the hobby of gem making, I was attracted to your advertisement, in the current issue of the Magazine of
Jewelry Making, of a trim saw, especially in view of the reasonable price given. Specifically, I would like to know.

1. How thick a rock will the saw cut?

2. How long can one expect a diamond blade to last?
3. What kinds of coolants do you recommend?

I would be most appreciative if you could find the time to answer my questions. I expect that I shall be sending you an
order soon.
Sincerely yours,
Carla Estrada
 Letter of Inquiry – Training Program
July 2, 2008

Mr. Rodrigo Rivera

Personnel Director
Technote Corporation
3152 Bridge Avenue
Boston, MA 02154
Dear Mr. Rivera:

May I ask a favor of you? Randy del Rosario, a representative of the Leverage Company, recently
told me of your success in managing Technote’s training program for the hardcore unemployed.
Our firm is presently planning such a program, and would appreciate information about the mind
set section of your program.

We expect to begin our training sessions on approximately August 1. I believe we are prepared for
 Conti’D
Specifically, we would appreciate knowing who you employed to
teach that section, the major emphasis in the section, and the length
of the section in relation to the entire programs.

I congratulate you on your success in managing Technote’s program,

and I believe your ideas would help us solve this long-neglected
problem, also.
I look forward to hearing from you.
Very truly yours,
Francisco Fortaleza
Managing Director
 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 Surabaya
22. 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 December
5, 2012.
 REPLYING 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.