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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.
The following letter of inquiry is written by a computer programmer requesting
specific information about an upcoming release of a software product.


Example :

Arlington Heights Programming Associates
16 Oak Street
Springfield, CA 90467
November 11, 1996

Customer Relations
Turing Data Solutions
2345 Maple Avenue Mountain View, CA 94941

Dear Customer Relations:

I am a systems engineer at Arlington Heights Programming Associates developing a new client-server net worked database system for two non profit corporations.

My team is considering using your new release of Omega Database Plus 1.0 as a key part of the system. If we incorporate your product into our design, our clients will need to purchase at least a total of 140 copies of your software.

We have read your promotional material and are very interested in using your product. We need, however, the answer to the following questions before we can decide whether or not to use Omega Database Plus:

1. Are you still planning to release the Omega Database Plus Version 1.0 on February
12, 1998?
2. What LAN environments will your product support?
3. Will your product support PGP encryption?

I would be happy to talk to you further about your product. You can call me at (415)666-4323 or e-mail me at egarrels@arlpro.com.

Sincerely,



Edgar Garrels
Senior Sustems Engineer

cc: Mr. R. Williams

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