Write an inquiry to ask for more information concerning a product, service or other information about a product or service. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision. Inquiries are also written to ask for business contact information to develop new business. For further types of business letters use this guide to different types of business letters to refine your skills for specific business purposes such as making inquiries, adjusting claims, writing cover letters and more.

Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right.

Important Language to Remember

The Start: Dear Sir or Madam To Whom It May Concern - (very formal as you do not know the person to whom you are writing)

Giving Reference: With reference to your advertisement (ad) in...Regarding your advertisement (ad) in ...

Requesting a Catalog, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ...

Requesting Further Information: I would also like to know ...Could you tell me whether ...

Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)

An Example Letter

Kenneth Beare2520 Visita AvenueOlympia, WA 98501

Jackson Brothers3487 23rd StreetNew York, NY 12009

September 12, 2000

To Whom It May Concern:

With reference to your advertisement in yesterday's New York Times, could you please send me a copy of your latest catalog. I would also like to know if it is possible to make purchases online.

Yours faithfully

(Signature)

Kenneth BeareAdministrative DirectorEnglish Learners & Company

Can you take on explaining the difference between “inquire” and “enquire?”

These are two spellings of the same word, which means to seek information about something or to conduct a formal investigation (usually when followed by “into”). The corresponding noun is enquiry or inquiry.

Either spelling can be used, but many people prefer enquire and enquiry for the general sense of “ask”, and inquire and inquiry for a formal investigation:

I enquired his name The first enquiry in my inbox today was about lost property. We are going to inquire into the incident. The lawyers asked when the inquiry will be completed.

In practice, enquire and enquiry are more common in British English, and inquire and inquiry are more common in US English, for both informal questions and formal investigations. However, the Guardian (a British newspaper) tells writers to “use inquiry ” and the Oxford English Dictionary seems to recognise inquire as the more dominant form, deeming enquiry:

”An alternative form of INQUIRE. The mod. Dicts. give inquire as the standard form, but enquire is still very frequently used, esp. in the sense ‘to ask a question’.”

So, it’s up to you which spelling you use, though if you’re writing for a particular publication, it’s worth asking about their house style. Sticking with inquire is probably best if you’re at all unsure, and whichever you pick, be consistent!

Letters of Enquiry

The word “Enquiry” refers to investigate or find out fact about anything and in Business Correspondence it means asking for information about prices, quality, quantity and terms for supply of goods. In business, it’s important to ask for information about the desired goods before purchasing so there is need to collect information before taking any decision. In hot pursuit to buy goods at favorable businessman writes or corresponds with manufacturers or traders for the information about the price, quality, quantity and other details. These written letters about the information can be termed as “Letters of Enquiry”. In other words, letter writing in business asking for information about the goods or services by the intending buyer from the manufacturer, seller, dealer or supplier may be called a Letter of Enquiry.

Types of Enquiry:

The business enquiries are of different types and they can be classified as:

(a) Solicited Enquiry – This enquiry is request for information by the intending buyer after being convinced through any advertisement or communication from the seller or supplier. These enquiries can be found in newspapers and magazines and is generally displayed as “for details contact…” which means that the intending buyer should write to the advertiser to seek for information or details. Such type of enquiries can be called as “Solicited Enquiry”.

(b) Unsolicited Enquiry – This enquiry is the information asked by the intending buyer about desired goods or services without the influence of advertisement or seller’s advice. In this type of enquiry, the intending buyer corresponds or communicates by seller by his information about the desired goods or services and so they are called unsolicited enquiry.

Sources of Enquiry:

There are many sources of enquiry that intending buyer may seek and they are as follow:

(1) Daily Newspapers(2) Trade/Commercial magazines(3) Directories(4) Catalogues & Price List

The intending buyer can get the mane and address of the desired supplier or manufacturer from these sources of enquiry.

Contents of Letter: There is some essential information to be incorporated while writing the contents of letter of enquiry and they are as follows:

(1) The intending buyer should write the purpose of making enquiry about the desired goods or services to be purchased.

(2) The intending buyer should specifically write about the details of goods or services required. If there is an enquiry about the goods/services then the enquiry can about quality, quantity, size, brand etc of the product. If there is need for another queries like sample patterns, catalogues or price lists, then it should be mentioned exclusively in the letter.

(3) The intending buyer should ask for the terms and conditions for the payment and delivery of the goods or services.

(4) The intending buyer should show urgency of early information so that there should be expression of hope in the desired enquiry from the supplier.

Drafting of an Enquiry Letter: Before drafting some important points to be considered and they are as follows:

(1) The enquiry letter should begin with a direct question or questions. The information should be asked directly without jumbling of words or ideas.

(2) If the source of enquiry is known then the same should be quoted in the beginning of an enquiry letter.

(3) The enquiry letter should be directly properly to the requirements of goods or services should be stated in a straightforward manner.

(4) The enquiry in the enquiry letter should be kept short as far as possible and it should be to the point.

(5) If there is any requirement about the information about catalogues and price lists then it should be stated clearly in the form of a request.

(6) While writing the enquiry letter there has to be appropriate opening and closing sentences so that it should look relevant with the subject.

There are few opening and closing sentences that can be followed and they are as follows:

Opening Sentences:

Please let us know whether you can supply…

Please let us know on what price, terms and conditions you can supply …

We understand from … that you can supply us…

Please send us a copy of your catalogue with price list…

Will you quote for the following goods …?

Closing Sentences:

On receipt of information, we may place an order for goods.

As the matter is urgent, we shall appreciate an early reply.

An early information about the goods/services is desired.

We shall appreciate early information.

We hope to hear from you soon.

Kinds of Business-Enquiry Letter: The letter of enquiry in business may be subdivided into the following:

(1) General enquiry of goods, services and other information etc, i.e. asking for price, quality, terms and conditions.(2) Tabulated Enquiry.(3) Asking for catalogues and price-lists.(4) Asking for samples, patterns etc.(5) Asking for goods on approval on return basis.(6) Asking for concessions and special terms.

On evaluating the essentials of drafting above given business enquiry letter the above mentioned opening and closing sentences should be used.

General Enquiry

The letter about general enquiry consists of asking information about the prices and other terms for any item required in day-to-day business. This enquiry can be for stationary products or office equipments or any goods for sale. The drafting of such enquiry letter is easy and should start by putting questions and giving details of the items required. Finally there has to be stress upon the urgency or information so that the reply is received by the sender at the earliest. These types of letters should be written in direct style and it should be abstained from writing introduction or preface. In this letter question is put forward to the correspondent or reader of the letter. The letter should be closed after giving information in brief.

If it is a letter of solicited enquiry then it is important to quote the source of enquiry in the beginning of a letter.

Specimen is illustrated below:

A Letter of General Enquiry (Unsolicited)

Grams: KINGS Tel: 91-011-2896773

KINGS ENTERPRISES LIMITED(General Merchants)B-10, Rajouri Garden, New Delhi – 110027

Ref. No. KINGS/Purchase/ 99/3412 15th July 1999

Messrs. Khanna Electricals 25, Bhagirath Palace, Chandni Chowk,Delhi

Dear Sirs,

Sub: Enquiry about electrical appliances

Please let us know whether you can supply us the following items. If so, please quote your price with terms and conditions.

1. Orpat Electric Iron 10 Nos.2. Orpat Toaster 5Pcs.3. Orpat Geyser 2Pcs.

On receipt of information, we may place an order with you for the above mentioned items.

Yours Faithfully, For Kings Enterprises Limited

Director

A Letter of General Enquiry (Solicited)

B.K ENTERPRISES105, Bhagirath Palace, Chandni ChowkDelhi-110006

Ref. No. BKE/Pur/98/6756 5th June 1998

Messrs. Bright Sales Corporation52/7, New Friends Colony,New Delhi.

Dear Sirs,

Sub: Enquiry for room heaters

We understand from M/s Raj Electrical, Rajinder Nagar, New Delhi that you are manufacturing “Best” Room Heaters and you wish to sell them through the network of local dealers. Please inform us the prices and other important details and terms on which you can supply us room heaters.

As the matter is urgent, we shall appreciate an early reply.

Yours Faithfully, For B.K Enterprises

Director

Tabulated Enquiry

Tabulated enquiry is those where information is asked through several points or questions in serial order. The information asked can be divided into several parts and all points are serially numbered. This type of letter writing is useful for both the reader and writer as it clearly specifics the points within the letter. The information can be conveniently asked and replied.

Letter of Tabulated Enquiry: (In Modified Indented Form)

Grams: ABCL Tel: 91-011-2355899

A.B.C. CORPORATION LIMITED(Dealers in electrical parts)Chandni Chowk, Delhi -110006

Ref. No. ABCL/Sales/98/4572 2nd June 1998

Messrs. X.Y.Z India Ltd.,Agra (U.P)India

Dear Sirs,

Agency for “Bajaj Electricals” products

We wish to have agency for sale of “Bajaj Electricals” products manufactured by you. We are having a big show room of our own in the multiplex area and there is no big dealer in our area.

However, we would like to procure the following information from you:

1. How much amount of security deposit –cash or personal - is required for the agency of “Bajaj Electricals”? 2. How many cartons of “Bajaj Electricals” products could be available for sale per month?3. Would it be necessary to have a separate workshop for servicing or repairs for your products?4. What other facilities are available for sale and servicing of “Bajaj Electricals” products and on what terms?

We shall appreciate early information for the above mentioned points.

Yours Faithfully, For A.B.C CORPORATION LIMITED

Director

Asking for Catalogues and Price Lists

K.B.C ENTERPRISES

25, Khan Market,New Delhi

19th May 1999Ref. No. KBCL/S/99/6754

M/s Videocon Electronics5, Okhla Industrial Area Phas-1U.PIndia,

Dear Sirs,

Reg. Catalogues and Price lists of T.V Sets

Please send us a copy of your catalogue and price lists of 21 inch and 29 inch Colour Televisions of “Videocon” brand and also copies of any descriptive leaflets that can be conveyed or passed on to the prospective clients.

We shall appreciate an early reply about the desired information.

Yours Faithfully,For K.B.C ENTERPRISES

Proprietor

Asking for Samples and Patterns

(Semi-blocked style)

VENUS ENTERPRISES

7, South Extension Part-1New Delhi16th April 1998Ref.No VEL/Sales/98/2341

M/s Reliance IndustriesVadodraGujarat,

Dear Sirs,

We have seen your advertisement in the current issue of “India Today” in respect of latest collection of men’s polyester suiting and shirting’s. We shall feel obliged if you can send us by return of post your latest patterns and samples along with price list for entire range.

We have big showroom with an area of 1000sq.m in the main market so we will be requiring large quantities of suiting and shirting in each range on regular basis.

Please arrange to send us the latest patterns and sample as early as possible.

Yours Faithfully,For VENUS ENTERPRISES

Managing Director

Asking for Goods on Approval OR Return Basis

A.B.C PRIVATE LIMITED

15, Nai Sarak, Chandni Chowk, Delhi-11000618th April 1999Ref.No. ABCL/Sales/99/2567

M/s Duckback Industries Limited, Andheri (West)Mumbai,

Dear Sirs,

There have been enormous demand by our customers in the school bags and accessories you manufacture for primary and secondary school students and they are enquiring about quality, price, durability etc.

We shall feel obliged if you could please send us 100 pieces of school bags for every age group on approval or return basis.

If we find the quality and price satisfactory then we expect to purchase more from you. Before placing a large order of the bags, we would like you to send the above quantity of the desired products on approval basis.

The remaining of the unsold pieces within a period of one month from receipt thereof would be returned to you at our expense.

We hope to hear from you very soon.

Yours Faithfully,For A.B.C Private Limited

Director

Asking For Concessions and Special Terms

(Modified Indented style)

BOBBY PRIVATE LIMITED

50, Hauz Khaz Market,New Delhi22nd March 1999

Ref. No BOPL/Sales/99/8912

M/s. Prestige Industries Faridabad (Haryana)

Dear Sirs,

We are leading home appliances dealers in Hauz Khaz Market, New Delhi. We wish to purchase a large quantity of “Prestige” brand pressure cooker and non stick kitchen wares of all sizes from you.

Please send us your catalogue and current price lists of all sizes with details of their dimensions.

Please inform us whether you can allow us any special discount over and above the usual one allowed to others, in case we place a large regular order with you for supply of 250 pressure cooker and non stick range.

An early information about the desired information will be appreciated.

Yours Faithfully,For BOBBY PRIVATE LIMITED

MEMORANDUM (memoranda)Pronunciation (US): 

 Dictionary entry overview: What does memorandum mean? 

• MEMORANDUM (noun)   The noun MEMORANDUM has 1 sense:

1. a written proposal or reminder

  Familiarity information: MEMORANDUM used as a noun is very rare.

 Dictionary entry details 

• MEMORANDUM (noun)

Sense 1 memorandum [BACK TO TOP]

Meaning:

A written proposal or reminder

Classified under:

Nouns denoting communicative processes and contents

Synonyms:

memo; memoranda; memorandum

Hypernyms ("memorandum" is a kind of...):

note (a brief written record)

Hyponyms (each of the following is a kind of "memorandum"):

aide-memoire; position paper (a memorandum summarizing the items of an agreement (used especially in diplomatic communications))

Memo (short for memorandum) is a business-oriented style that is best suited for interoffice or intercolleague correspondence. More informal in tone and organization than a letter, memos are generally used to provide or ask for information, announce a new policy, update on personnel transfers, or for any other internal issues.

Elements of an Effective Memo

An effective memo:

grabs the reader's attention provides information, makes a recommendation, or asks for action supports your position or explains benefits to reader mentions next steps and deadlines

When composing a memo, follow the same rules for good writing outlined on our How to Write an Effective Letter page. Always take the four-step approach to writing: plan what you want to say, write a draft, revise the draft, and edit.

Types of Memos

There are four types of memos you might have to write, each with its own organizational format: information, problem-solving, persuasion, and internal memo proposal.

  Information Memo

used to deliver or request information or assistance first paragraph provides main idea second paragraph expands on the details third paragraph outlines the action required

  Problem-solving Memo

suggests a specific action to improve a situation first paragraph states the problem second paragraph analyzes the problem third paragraph makes a recommendation when making a recommendation, include not only the positive details but also the

drawbacks and diffuse them yourself

  Persuasion Memo

used to encourage the reader to undertake an action he or she doesn't have to take

first paragraph begins with an agreeable point second paragraph introduces the idea third paragraph states benefits to the reader fourth paragraph outlines the action required fifth paragraph ends with a call to action

  Internal Memo Proposal

used to convey suggestions to senior management first paragraph states reason for writing second paragraph outlines present situation and states writer's proposal third paragraph describes advantage(s) fourth paragraph mentions and diffuses disadvantage(s) fifth paragraph ends with a call to action

Memo Parts

More informal in appearance and tone than a letter, a memo is set up in a special format. Headings, lists, tables or graphs are often used to make the information more readable.

All memos consist of two sections: the heading and the body. The heading indicates who is writing to whom, when, and why. The heading should include the following parts:

1.  To

lists the names of everyone who will receive the memo includes the first and last name and titles or departments of the

recipients for formal memos, memos to superiors, or if everyone on the list does not know each other

if all recipients know each other's names and positions, use just the first initial and last name of each recipient

can be listed alphabetically or by rank if it is not possible to fit all the names in the To: area, use the

phrase "See distribution list" at the end of the memo add the word "Distribution" and then list

the names of the people who will receive a copy of the memo arrange the names by rank, department or alphabetically

2.  From

 

lists the name of the writer(s) in the same way as the name(s) of the recipient(s)

there is no complimentary close or signature line, but authors initial their names on the From: line

3.  Date

lists the month, date, and year the memo was written do not use abbreviations

avoid using numbers for months and days

4.  Re: or Subject

 

indicates the main subject of the letter should be as specific and concise as possible

5.  Cc or c

lists those readers who should have a copy of the memo for their information or reference but are not expected to carry out the same action as the recipients listed in the To: line

"cc" can also be placed at the end of the memo below the distribution list (if used)

 The body of the memo conveys the message and generally consists of 4 parts:

 

1.  Introduction

states the general problem or main idea

2.  Statement of facts

states the facts or discusses the problem or issue

3.  Argument

explains importance or relevance of facts

4.  Conclusion

summarizes the main idea, suggests or requests action memos do not have a complimentary close or signature line memos end with a call to action

 

A memo is:

a hard-copy (sent on paper) document used for communicating inside an organisation usually short contains To, From, Date, Subject Headings and Message sections

does not need to be signed, but sometimes has the sender's name at the bottom to be more friendly, or the sender's full name to be more formal. If in doubt, follow your company style.

Example Memos

To:My darling Jane

From:

John

Date:

Yes, please ;-)

Subject:

Chocolate

I had a great time last night, let's do it again soon. Hope you like this chocolate.

Love, John

MEMO

To: Katherine Chu, Regional ManagerFrom: Stephen Yu, SalesDate: 20 November 2012Subject: Notification of My ResignationI am writing to inform you of my intention to resign from G & S Holdings.

I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.

MEMO

To:  Health & Safety CommitteeFrom: Joe Chan, Chairperson, H&S CtteDate: 20 Nov '12  Subject:  Room change for next meetingThe meeting on Saturday, 22 December has been changed to Room 101.

I feel now that it is time to further develop my knowledge and skills base in a different environment.

I would like to leave, if possible, in a month's time on Saturday, 22 December. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.

Once again, thank you for your support..

CONTACT COMPUTER GRAPHICS MEMORANDUM

 To:From:Date:Subject: 

S M Chan, General ManagerSamantha Ng, Office Manager20 November 2012Purchase of a Microwave Oven

1. IntroductionAt the monthly staff meeting on Saturday, 17 November 2012, you requested information about the possible purchase of a microwave oven. I would now like to present these details.

2. Background Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch.

3. AdvantagesProviding a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food. Also, staff members are less likely to return to work late after lunch.

4. Staff OpinionA survey found that staff would like to use the microwave oven.

5. CostDetails of suitable models are given below:

Brand Model Price

Philip

Sharpe

Sonny

M903

R-3R29

6145 X

$2,800

$2,600

$2,400

6. RequestIf this meets with your approval, we would appreciate it if you could authorise up to $3,000 for

the purchase of the microwave oven.

Samantha Ng

Samantha Ng

 

Why write memos?

Memos are useful in situations where e-mails or text messages are not suitable. For example, if you are sending an object, such as a book or a paper that needs to be signed, through internal office mail, you can use a memo as a covering note to explain what the receiver should do. 

How to write a memo

Memos should have the following sections and content:

1. A 'To' section containing the name of the receiver. For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the receiver's full name. If the receiver is in another department, use the full name and the department name.  It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal. 

2. A 'From' section containing the name of the sender. For informal memos, the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use the sender's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal. 

3. A 'Date' section. To avoid confusion between the British and American date systems, write the month as a word or an abbreviation; e.g. 'January' or 'Jan'. 

4. A Subject Heading.  

5. The message. Unless the memo is a brief note, a well-organised memo message should contain the following sections:

a. Situation - an Introduction or the purpose of the memob. Problem (optional) - for example: "Since the move to the new office in Kowloon

Bay, staff have difficulty in finding a nearby place to buy lunch."c. Solution (optional) - for example: "Providing a microwave oven in the pantry

would enable staff to bring in their own lunchboxes and reheat their food."

d. Action - this may be the same as the solution, or be the part of the solution that the receiver needs to carry out; e.g. "we would appreciate it if you could authorise up to $3,000"

e. Politeness - to avoid the receiver refusing to take the action you want, it is important to end with a polite expression; e.g. "Once again, thank you for your support.", or more informally "Thanks". 

6. Signature This is optional. See above.

Exercise

Instructions:Match the items in the boxes on the left with the items on the right:

1. Drag the item you want to move to the correct table cell where you want the item to go. The words will swap position.

2. If an item is in the right position, it will have a green background and a tick.3. When all the table cells are green and have ticks, you have finished.