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Letter of Inquiry & Reply

An inquiry/enquiry letter is intended to get all relevant information about a firm before you start a relation with it. It can be a letter to know more information about a school before seeking admission, an import company before you import certain goods or it can be a coaching institute before you join one of its coaching courses. Let’s begin with a sample:

You are interested in taking online classes/tuition from www.studyonline.com, a reputed provider of online classes in New York. Having found the site’s information inadequate, write letter enquiring various details regarding the functioning of the classes that you intend to avail from. You are Min Ein, Yu Shang, Beijing.

House no-121/32,
Bliss Gardens
Yu Shang, Beijing

12 March 2011

The Manager, Study Online
6/7, Yellow Street
New York- 333333

Sir/Madam
Subject: Inquiry about online classes

I am pursuing a regular course in Business Management from York University, Beijing but due to personal reasons I missed a large portion of the course. I have been cheered to hear that your education establishment is providing online classes for this course and that there are thousands of satisfied students who are availing your service around the globe.

First of all, I would like to know the exact way how classes are provided. As I am a part time worker, I would like to attend the classes only after four in the evening. If that is fine, next I would like to know what kind of a computer I should have. At present I have a COMPAQ laptop with camera and headphones, all working. Apart from this, I have all the notes and other materials for the entire course.

Kindly tell me the course fee and the modes of payment acceptable to you. Can I avail any provisions for crash courses? Do you also have faculty who can take my classes after Midnight, Beijing time? I am looking forward to an early reply.

Yours sincerely
Min Ein

Things you should know about an inquiry letter.
Format

Although there are varying formats, there is a uniformity. The go is, sender’s address, date, receiver’s address, subject, salutation, the introduction, the main content, the closing content and the closing.

Address Lines
  • Sender’s Address
    • 5B/ND, Church Road,
    • Phase 4, St. Mary’s Avenue,
    • New York
  • Date
    • 12th March 2016
  • Receiver’s Address – Samples
    • The Director
    • MacroSoft India Ltd
    • 22 C, II Floor, Club Road
    • Gurgaon – 221122
  • Salutation – Samples
    • Madam/Sir
    • Sir
    • Madam
    • Respected Sir (Uncommon)
  • Subject – Samples
    • Inquiring about Admission Procedure
    • Inquiry Regarding Admission
    • Seeking Information Regarding Admission
    • Regarding Tour Packages

Introduction – Say what your company is or who you are:

  • Ours is a Canada based telecom company with its base in ….
  • To begin with, mine is an educational institute providing coaching for IAS and NDA…
  • I would like to get information regarding the availability of latex produced by your esteemed company…
  • We, Townvale School Group, a leading education establishment in Canada, would like to be informed of the terms and conditions…
Content
  • What are the courses that your college offers…
  • I believe that these courses are internationally recognized…
  • We intend to enter into a long term business relationship…
  • Apart from this, we would be glad if you could inform us of the time…
  • How do you prefer us to pay… Do you accept credit card payments?
  • It will be great if I can pay the amount in easy instalments…
Closing
  • Your early reply is greatly appreciated.
  • Looking forward to an early reply from your side so that we can discuss further business deals in a week’s time….
Sample – Inquiring Coaching Center

You are interested in taking online classes/tuition from www.studyonline.com, a reputed provider of online classes in New York. Having found the site’s information inadequate, write letter enquiring various details regarding the functioning of the classes that you intend to avail from. You are Min Ein, Yu Shang, Beijing.

House no-121/32,
Bliss Gardens
Yu Shang, Beijing

12 March 2011

Manager
Study Online
6/7, Yellow Street
New York- 333333

Sir/Madam
Subject: Inquiry about online classes

I am pursuing a regular course in Business Management from York University, Beijing but due to personal reasons I missed a large portion of the course. I have been cheered to hear that your education establishment is providing online classes for this course and that there are thousands of satisfied students who are availing your service around the globe.

First of all, I would like to know the exact way how classes are provided. As I am a part time worker, I would like to attend the classes only after four in the evening. If that is fine, next I would like to know what kind of a computer I should have. At present I have a COMPAQ laptop with camera and headphones, all working. Apart from this, I have all the notes and other materials for the entire course.

Kindly tell me the course fee and the modes of payment acceptable to you. Can I avail any provisions for crash courses? Do you also have faculty who can take my classes after Midnight, Beijing time? I am looking forward to an early reply.

Yours sincerely
Min Ein

Seeking information about Admission

You are Mallika, student of class XII, Towvale Girls’ School, Shimla, is all eager to enter the National Film Academy, Shimla, after her board results. Write a letter to the director of the film academy seeking information regarding admission procedure, eligibility criteria, fee structure, placement opportunities, etc.

Townvale Girls’ School
Shimla-112233

22 March 2012

The Director
National Film Academy
Shimla-112211

Subject: Seeking information about admission

Sir/Madam

I am greatly interested in joining your esteemed academy for the academic year 2012-13. I am a student of class XII at present and hope to be eligible for your admission criteria. Even though I have heard quite a lot about your institution from my friends and advertisements, I would like to clear some of my doubts regarding your admission procedure.

Kindly tell me what is the right time to apply. Where are the admission forms available? Can I download a form over the internet? I hope your institution welcomes payment of fee in installments. Are there scholarships for eligible students? I would also like to know further details such as the course duration, tuition and other fee and study centers. I am looking forward to an early reply from your side.

Yours truly
Mallika

Sample

Write a letter to the Tours Manager,  Ashoka Tours and Travels, Bangalore, seeking information regarding the tour packages offered by the company. You are Mr. Ajay Mittal from Chandigargh, Punjab, who is planning to visit all the holy places of South India with your aged mother and father for a month’s time this September.

1/1, Mittal’s Villa
Rani Bagh – Chandigarh

Punjab – 555555

12 March 2012

Tours Manager
Ashoka Tours and Travels
Kalasipalayam North – Bangalore
Karnataka – 777777

Sir/Madam
Subject – Seeking information about your tour packages

I am greatly pleased to be told about your tour agency by a friend of mine who recently availed your service for a trip to Ootty and Kodaikanal. I am planning to take my aged parents on to a visit to all the Hindu temples and Churches, especially the Church of St. Philomina in Mysore and Meenakshi Temple in Madhurai, for a week’s time. Apart from the holy places, we also wish to visit Thekkadi and backwaters in Kerala and Ootty in Tamilnadu.

Kindly tell me the details regarding the places you cover in your pilgrim packages. What is your mode of transport. We prefer hygienic buses or cars with working air conditioners. We would be alright with three star or five star stay in just a single room with television and cable connection. We wish to be provided with strictly vegetarian breakfast but welcome fish or chicken for lunch and dinner/supper. Besides, inform us the details of your charges for stay, food and travel, all separately. Looking forward to an earliest reply,

Yours truly
Mr. Ajay Mittal

Reply to Inquiry

Sample Lines

Opening Paragraph

  • We are cheered to hear from you that your school has chosen our showroom for our world-class furniture.
  • I feel honored to know that your school has given us an opportunity to serve you with our world-class products.

Main Paragraph

  • Answering your queries, I would like to bring to your notice that we do not use more than 20% plastic or PVC for the manufacture of any of our items.
  • Apart from teak wood and rose wood, we use imported ply from Taiwan, Malaysia and China.
  • On behalf of the company, I assure you the best and cheap prices available in the city.
  • You can rely on the quality of our products because we sell in 40 nations including the USA, Australia and Japan.

Closing Paragraph

  • Looking forward to your early order…
  • An early reply will be greatly appreciated.

Questions for Practice

  1. You are Druv Gupta, 12/B, Ashok Vihar, Delhi. Write a letter of inquiry to Extra Marks Coaching, 1, Mount Road, Pitampura, inquiring about the courses offered by the institute, timing, fee, teachers, etc.
  2. Write a letter to the Director, Nehru College of Aeronautics making enquiries about the Engineering Courses, commencement time, duration of courses, fee, mode of fee payments, etc. You are Peter Samson/Anne Aggarwal, Mohali, Chandigarh.
  3. You are Meghna/Mohan, the assistant manager of Falcon Ink, Delhi, a leading manufacturer of ink cartridges for all kinds of printers. As your company is expanding to the eastern side of India and to Nepal, you wish to enter into a business ties with Everyware, a national distributor with its headquarters in Patna, Bihar. Write a letter of enquiry to the Zonal Manager of Everyware, demanding information leading to the terms and conditions of their services, payment methods, samples, etc.
  4. Write a letter to the Export Manager, Falcon Dye Inc. Tokyo, a leading provider of dyes for all sorts of cloths, enquiring about the availability of dye in bulk quantity for which you would like to place an immediate order. You are Abraham Samuel, purchase manager, Overseas Cotton, Mumbai.
  5. Write a reply to the inquiry letter received from Ms Asha Ali, Principal, MM High School, Behrain, regarding the quality, availability, guarantee, payment options, etc. of furniture her school intends to buy from you. You are Amit Srivastava, Sheen Furniture, Behrain.

What do you think?

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