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Enquiry Letters

Aim:

This slideshowpage describes the content, language and organisation of letters of enquiry. There are also example letters and an exercise.

Introduction

Letters of enquiry describe what the writer wants and why. The more unusual the request, the more convincing the reason needs to be.

Content

Subject Heading

This should inform the reader that this is an enquiry or request; e.g.

  • Enquiry about Textbooks
  • Request for Brochure
  • Query about Website
  • Question regarding Product Components

First Paragraph

This should tell the reader what you want; e.g.

  • Please send me... (for things that the organisation offers to send)
  • I would be grateful if you could tell me... (for things that are not normally offered)
  • I am writing to enquire whether... (to see if something is possible)
  • I would especially like to know... ( + a more detailed request)
  • Could you also... ( + an additional enquiry or request)

Second Paragraph

This paragraph tells the reader why you are contacting his or her organisation, and gives further details of the enquiry.

There are two reasons why you may contact an organisation:

  1. you have contacted this organisation before, and want to again.
  2. you have not contacted this organisation before, but you have heard about them. You should describe from where, such as from an advert or a recommendation; e.g.
    • I saw your advert in the HK Daily on
    • Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics.

Final Paragraph

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.

If you think the reader might have further questions, you can suggest that he or she contact you; e.g. 'If you have any questions, please do not hesitate to contact me'.

Example letters

Golden Gate Engineering
Prince Square, Prince Street, Kowloon



ProSkills Training Centre
Jubilee Building
Silver Road
Wan Chai

Dear Sir or Madam,

Enquiry about Quality Control Course

I am writing to enquire whether  your company could offer a course on Quality Control for our managers.

I saw your advert in the HK Daily on and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest, on for a group of 20. Could you send us some information about the teaching staff and the possible schedule for this course?

I am looking forward to receiving your reply.

Yours faithfully,

   Chapmen Au

Chapmen Au
Managing Director

 

Rich Lucky Trading Company
345, Nathan Rd, Kowloon, H.K.

Hi-fashion Garment Ltd
Unit 398
Shek Kip Mei Industrial Estate

Dear Sir or Madam

Request for Catalogue

Please send me your current catalogue.

Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics. Our African customer is interested in importing a range of printed 100% cotton cloth.

I look forward to hearing from you.

Yours

K.K. Chan

K.K. Chan
Merchandiser

 

 

Instructions:

  • Choose parts of the letter from the Contents column to build the letter of enquiry in the Letter column.
  • Click the 'Show Feedback' button at the bottom to see comments on your letter.

Contents

Letter

Position of your address:

Position of date:

Format of date:

Salutation:

Subject Heading Content:

Paragraph Style:

Paragraph 1, Sentence 1:
a) I would be grateful if you could give me details of the local tours your company provides.  
b) I am writing to enquire whether you could send me details of the local tours your company provides.
c) Please send me details of the local tours your company provides.

Paragraph 1, Sentence 2:
a) I would also be very grateful if you would be able to send me information about your one-day tours.
b) I am especially interested in one-day tours.
c) Send me information about your one-day tours.

Paragraph 2, Sentence 1:
a) My friend recommended you.
b) Mr. K.K. Chan of Fortune Trading says you tours are good.
c) Your tours were recommended by Mr. K.K. Chan of Fortune Trading.

Paragraph 2, Sentence 2:
a) This is for a staff outing.
b) Like him, I am planning a social outing for my staff members.
c) Mr. Chan used your company to organise a staff outing for his staff, and I would like to do the same.

Final Paragraph
a) Thanks.
b) I look forward to hearing from you.
c) Thank you very much for your kind assistance.

Sign off:

David Choi

Job title:

Mapvertise
171 Choi Hung Road
Hung Hom, Hong Kong
Tel/Fax: 2235 2449

 

Last updated on: Monday, March 26, 2012