Wednesday, August 15, 2012

Letters of Inquiry and Reply

Letters of Inquiry

A letter of inquiry asks someone for specific information. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, always make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need.

Format of a Letter of Inquiry

Follow this format in writing a letter of inquiry:

1. In the first paragraph, identify yourself and, if appropriate, your position, and your institution or firm.

2. In the second paragraph, briefly explain why you are writing and how you will use the requested information. Offer to keep the response confidential if such an offer seems reasonable.

3. List the specific information you need. You can phrase your requests as questions or as a list of specific items of information. In either case, make each item clear and discrete.

4. Conclude your letter by offering your reader some incentive for responding.


627 North Hickory Lane
Decatur, IL 62522
August 20, 2009

Mr. Clarence T. McPherson
Recruiting Specialist
The Hyde Park Group
92401 South Broadway, Suite 140
Indianapolis, IN 60003

Dear Mr. McPherson:

Recently, while reading through the Directory of Management Consultants, I learned that The Hyde Park Group routinely recruits and hires college graduates. Having lived in the Indianapolis area for ten years, I am very familiar with your organization and its reputation for being a leader in the management consulting industry and am certain that my education and experience would compliment The Hyde Park Group’s tradition of excellence.

As you can see from my resume, I recently completed my bachelor’s degree in business management at Millikin University. While my degree taught me the basics of management theory, my four years of direct management experience have given me the opportunity to apply this knowledge to real-life situations. Furthermore, being actively involved in several campus organizations has helped me develop effective time management, communication and leadership skills. I believe these skills are critical to the success of any manager.

While working toward my bachelor’s degree I was employed part-time by Management Solutions, Inc. After successfully demonstrating my common-sense approach to management consulting, my supervisor requested that I evaluate and revise the company’s Total Quality Management consulting policies. The team that assisted me with this project and I developed a TQM consulting program that is currently working extremely well in 12 Decatur area businesses.

I would appreciate a chance to meet with you to learn more about the Hyde Park Group. Please contact me at 217.424.6294 if you have any questions concerning my education/experience or wish to schedule a time to discuss possible career opportunities. Thank you for your consideration.


LaRhonda S. Jackson
Enc: My résumé


How to Write a Business Reply Letter

When replying to a letter or inquiry from clients, associates, customers or colleagues, it is important to maintain an appropriate amount of formality. Your written communication may very well be the first and possibly only correspondence between you and the original sender, so making a good impression is crucial.

o 1
Open your reply letter by making reference to the original letter you received. Use an opening line such as "With reference to your letter" or "Thank you for your letter/email." At this time, paraphrase some of the key points mentioned in the letter you received. This lets your contact know that you have grasped his message and understand his position. This is an important element if you are dealing with a boss or customer, and even more important if it is a boss or customer issuing a complaint. Remember not to use his first name unless you are close friends or colleagues and he used your first name in the original letter. For someone you do not speak conversationally with, formal is best. Use the last name preceded by Ms., Mrs. or Mr. if you know the person's name; and if you do not know the name use "Dear Sir or Madam."

o 2
Follow through after your introduction by addressing the question, inquiry or complaint. Answer any questions or direct the person to someone who has the answers and do your best to solve any problems brought to your attention. In the case of a complaint, be sure to apologize for the issue at hand. Do not get defensive or rude about the matter, but state your case in a polite and non-judgmental way. You can use a phrase, such as "I apologize for the inconvenience. I would be more than happy to speak with you to find a resolution to your complaint. Your business is valuable, and I hope to keep you as a customer."

o 3
Close your letter by using a phrase that anticipates future events, apologizes a final time or offers help. Some common phrases that are acceptable include, "If you require more information, don't hesitate to contact me," "Once again, I apologize for any inconvenience" or "I look forward to your reply." Again, maintain formality as you finish the letter. For a recipient you do not know, or if you are addressing an entire department use "Yours faithfully" followed by your name. If you do know the name, use "Sincerely." For a friend or close colleague, "Best Wishes" or "Best Regards" are both appropriate.

Ejemplo de una Carta de REPLY

Brooklyn School.
7373 SW 107th St.
Brooklyn, USA

August 15, 2012

Dear Applicant,


Our office has learned that you are interested to emigrate in Canada. We assessed your qualifications from your resume and we are happy to inform you that you can be qualified to live in Canada as Independent Immigrant with your family. Our office, Bright Future Immigration Services (BFIS), was established precisely to render such quality services.

We know that immigrating to Canada is very important decision to make. Processing the documents can be confusing and tedious. It is necessary to make sure your application is carefully, completely and properly prepared and submitted. To do so, you must either know what the rules are or have competent and trustworthy assistance from someone who does. Here at BFIS our consultants are well prepared to give you such assistance.

BFIS offers the most affordable consultation fee as compared with other consulting firms because considering the demands of people is always our priority. In connection with this, we offers a “FLY NOW, PAY LATER PROGRAM (FNPLP)” in response to your request. This package includes airfare, employment assistance, documents assistance in Canada and free one month lodging after arriving in Canada. This program is no different from our standard rate plan, which means if your avail our FNPLP you will paying the same amount of consultation fee… NO INTEREST!

If you truly have the strong desire to live and work in Canada, we suggest you to contact to us Tel. Nos.: 457-7458 loc. 11/12 or visit our office at Unit 2, Tower Bldg., Gil Puyat Avenue, Makati City and learn more about our program. Our regular seminar schedule is held daily at 9:00 am. (Monday to Friday). For Saturday we have two sessions: 9:00 a.m and 2:00 p.m. There is a reservation fee of Ph 350.00 and a consultation fee of Ph 300.00 on the day of the seminar. We assure you will not be disappointed in what we have to offer. If you act now, will have your Permanent Resident Visa in just a short span of time. Thank you very much and we will also appreciate if you tell your friends about our services.

Sincerely yours,

Telits Guevarra
Managing Director/Consultant
Bright Future Immigration Services


  1. very helpful! Thank you Teacher Hugo :)

  2. excellent assistance

  3. tnx!!! it helps me a lot..

  4. Very well said! Thank you very much. God bless!

  5. Been using it to my report. Thank you very much.


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