Tips to Write an Inquiry Letter

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Published: 07th April 2011
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An inquiry letter is written to seek specific information or update from the concerned authority. Such information is not publicly available on websites, brochures, magazines, newspapers, etc. These letters can be written for diverse purposes to different organizations such as governmental departments, your banks, investors, educational institutes, resident welfare associations, and so on. It is a formal letter whose main objective is to get the asked details. Some of the examples are:

An inquiry to the bank on the renewal term of your term deposit

An inquiry to the company for the launch of new products in the market

An inquiry about the land registration procedure from the property department

Writing such a letter is a bit of a challenging task as it requires great precision in the use of language. One has to clearly state what information he is seeking for. Given below are certain tips that may help you write a good inquiry letter.

1. The type of language It should be formal and impersonal.

2. Brevity of the text Be brief and to the point. Too much detail will confuse the reader and he may fail to identify what you are asking for.

3. Reason for seeking information The information should only be asked for some genuine purpose. Any false or lame reasons will not convince the authority.

4. Adequate time It takes time for the authority to retrieve the information. Therefore, send the letter well in advance to give them enough time to revert to you.

5. Authenticate your identification Information not available publicly is private and confidential. Hence, you need to give details that authenticate your identity. For example, mention your bank account number and policy number while asking information for your term deposit.

6. Complete contact information Do mention your complete communication address, e-mail, and phone number to help the authority to get in touch with you.

7. Proper subject Briefly mention the purpose of inquiry in the subject of the letter. Keep it to a one-liner.

8. Complete proofreading Before sending the letter, check for formatting and language issues. Wrongly spelled and grammatically incorrect sentences create a bad impression.

9. Typed letter Typed words are easily read. The reader need not take the trouble of interpreting an incomprehensible writing.

10. Tone of the letter Be polite yet assertive.

Overall, the letter should have all the elements of a basic letter like date, salutation, address, complimentary closure, signature and name of the sender, etc.

Know more about Inquiry Letters.

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