HOW TO WRITE A LETTER OF INQUIRY

What is the purpose of a letter of inquiry?

A letter of inquiry asks someone for specific information.  

The objective of an inquiry letter is to make a request to the recipient, hoping the reader responds with an action that satisfies the inquiry. The action taken can benefit the writer, the reader or both.

 

 
Format of a letter of inquiry

• 1^st paragraph – identify yourself, your position and your firm/institution.
• 2^nd paragraph – briefly explain why you are writing and how you will use the requested information
• List the specific information you need. Make each item clear and distinct. You can phrase your requests as questions.
• Here you must mention the favour you are inquiring or the type of favour you want.
• Make it easy for the reader to identify and provide the information you need. Include enough information to help the reader decide the best response.
• The tone should be friendly
• Conclude your letter by offering the reader some incentive to respond.

I know what you are asking yourself.

 

How do I write an inquiry letter?

• An inquiry letter is written like a formal letter. Include the sender’s address and contact details at the beginning.
• This is followed by the date and the reader’s address.
• Use a formal salutation (as discussed in writing official letters)
• Subject – precisely give an apt summary of what will be discussed in the letter
• Give enough information concerning the inquiry
• Write concisely and clearly
• Finish your letter with a formal complimentary close e.g. “Sincerely yours”

 

What are the elements of a letter of inquiry?

Identify your reader

Address the letter to a person who is most likely to respond in a helpful, positive way.

• You can make a few calls to identify the contact person, if you are unsure of whom it may be.
• Address the reader by name – to show that you recognize their value/importance

 

Establish your objective

The objective of an inquiry letter is to make a request

• Make your inquiry specific and brief
• If you are asking more than one question, consider highlighting them in a bulleted list

 

Determine your scope

Provide enough information for the reader to grasp your objective, make an informed decision and respond in a timely manner

• Consider your reader and get to the point
• Do they have what you want?
• Can they do what you ask?
• Think about any information the reader may need before making a decision and sending you a response
• Explain how you will benefit from the information or response

Organize your letter

• Create a list of relevant points
• Arrange your questions in a logical order

 

Draft your letter  

• Your letter should contain all relevant information
• Use a professional formal closing e.g. “Sincerely” or “Best regards”, and your name and signature.
• If you are writing on behalf of a firm/institution, include your title below your name
• Add any relevant information e.g. enclosures

 

KCSE ENGLISH PAPER ONE 2009

FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON LETTERS OF INQUIRY

You are waiting to join college after your K.C.S.E examination. While reading a newspaper, you see an advertisement for a volunteer worker at a children’s home. Write a letter of inquiry to the manager. Express your interest and inquire if they will pay any allowances and whether they can provide accommodation.

How to write a Letter (Sample Formal and Informal Letters)

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