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:
you have contacted this organisation before, and want to again.
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.
