INQUIRY LETTER
The letters that are written for collecting
information about job seekers, prices, products, and services before awarding
jobs, granting credit, making contracts and giving promotions are known as
letters of inquiry. These letters are written to a third party seeking
information about either a job or a company that wishes to make business
relationship.
In broad sense, when a buyer wishes to get some information
about the quantity, price, quality and availability of goods or about the terms
of sale, he writes a letter to the seller known to be inquiry letter. Here you
can get definition, forms and content of inquiry letter.
As Gartside said: “An inquiry letter asks information like
catalogue, quotation, sample, cost of a product from a seller in a concise and
clear way.”
J. H Jains quoted : “The business letter which collects
valuable information of the business and therefore provides price reduction and
profit earning facilities is defined as inquiry letter”
Quible and others defined, “Letters of inquiry are a type
of business message that asks the recipient for information or assistance.”
Prospective employers and business organizations usually
write inquiry letters for obtaining desired information. Prospective employers
write this letter to the referees mentioned in the job application to obtain
information about the applicant’s personal and family background, ability,
skills, honesty, character, integrity, quality of performance, fitness for job
etc. on the other hand, business enterprises write inquiry letters to third
parties referred by the customers to know about their business dealings, financial
capabilities and goodwill to determine whether to establish business
relationships with those enterprises.
Types of inquiry
letter
Based on purpose, there are two most common types of inquiry
letters such as (1) personal status inquiry letter and (2) business status
inquiry letter.
Personal status inquiry letter : The letters that are
written by prospective employers for obtaining information about job applicants
are called personal status inquiry letter. Employers write this letter to
obtain information relating to the applicant’s personal and family background,
ability, skills, honesty, character, integrity, quality of performance, fitness
for job etc. generally this letter is written to the referees mentioned by the
concerned applicant. In response to this letter, the referees write a reply
letter to the employer. This response letter may be favorable, unfavorable or
neutral to the applicant.
Business status inquiry letter : When a business enterprise
writes letter to another business enterprise for collecting information about a
prospective customer, it is known as business status inquiry letter . This
letter is usually written for collecting information about financial
capability, goodwill, nature of business dealings, honesty etc. of a business enterprise
to determine whether to establish business transactions with it. Responses of
this letter may be either favorable or unfavorable.
In the business world, various letters are communicated and
among them inquiry letter is a one which seeks information for future decision.
Definition, forms and content of inquiry letter are described below:
Generally when a buyer sends a letter to a producer or
seller of a product or service to know about any product or service in detail
such a letter is termed as inquiry letter.
Forms of Inquiry
Letter
Forms of Inquiry letter may take any of the following forms:
1. Solicited Inquiry : An inquiry made in response to the
seller’s advertisement and publicity.
2. Unsolicited Inquiry : An inquiry made at the buyer’s own
initiative.
3. Inquiry for favor: An inquiry about some other
information which may be about some special price or some favorable terms.
4. Routine inquiry : An inquiry made by an old buyer in the
usual course of business so, A letter of inquiry which asks valuable
information from seller or producer should be:
Straightforward and courteous
Positive and confident in tone
Brief, complete and correct.
Content of Inquiry Letter / Factors to be considered for
drafting an Inquiry Letter
Generally content of inquiry letter asks information
regarding two things which are:
Inquiry Letter
1. Price, quality, quantity and availability of a product
2. Business policy related information such as terms of
credit
Keeping the above two things into consideration an inquiry
letter should highlight the following matters:
1. Name : The product that is going to be purchased should
be mentioned clearly in such letter.
2. Description : Information like quality, quantity, size
& share, local or foreign origin and others of the inquired product should
be mentioned clearly.
3. Sample : Such letter should request for sample of the
inquired product
4. Price list : Such letter should ask for price list of the
inquired product.
5. System of Supply : When, where, how and in what terms the
product should be traded must be asked by such letter.
6. Payment system: What should be the way to pay the price
should be sought by such letter.
7. Transportation : The way of shipment of the inquired
product should be asked by such letter.
8. Provision for Addition or subtraction of value and
quantity : Because of change in the economy or other events whether there would
be any provision for plus/minus of value and quantity of inquired product must
be sought by such letter.
9. Assurance : If the sales term and other conditions favor
the buyer, whether he can go for bulk purchase or not and in this connection
what additional benefits will be given should be inquired by such letter.
The above matters should be mentioned properly in a
systematic, brief and complete way.
ORDER LETTER
An “Order” is an expense for the person placing the order
and an income for the one getting it. But this is not all. The company that
bags the order has to fulfill lot of commitments to ensure that it has a
satisfied customer, which can be an individual or another company. Timely
delivery of the order, quality of delivery and after sale service – are all
part and parcel of getting an order.
An Order Letter is the one that is written by the
person/company placing the request of purchase from another company. This
letter comes into action only when a detailed study of the desired product has
been done in the market and based on promised service, quality and price of the
product, a decision for a purchase has been made.
An Order Letter should be drafted very carefully as it needs
to pen down all the terms and conditions of the purchase for the benefit of
both involved parties. It should have details such as product specifications,
quantities, price agreed upon, delivery date, late delivery clauses, etc. It
should be addressed to the person responsible for the execution of the order
with a copy to the head of department. Since it is totally an official letter
it should be typed.
DOS AND DON’T’S OF ORDER LETTER
An Order Letter should be addressed to the person
responsible for executing the order
It should include all the terms and conditions agreed upon
by both involved parties
Since it is purely an official letter it should be typed out
There is no need to use too many adjectives in the letter
since it is purely for an order being placed
The letter should have all relevant details related to the
order, for example, quantity, price and other terms and conditions
SAMPLE ORDER LETTER
Name of the person to whom order is being placed
Name and address of the organization
Name of the person placing the order
Name and address of the organization
Date:
Subject: Order for 100 copies of Mastering Mathematics
Dear Sir or Madam,
As per our discussions on __________ (date of meeting) we
are pleased to place an order for 100 copies of Mastering Mathematics book by
_________ (writer) for Class VII for the ICSE Board on the following terms and
conditions:
1. The cost of each book will be Rs.________ (inclusive of
all taxes)
2. Payment terms will be a post-dated cheque for 50% advance
with order. This cheque will be cleared on the day of the deliver. The balance
payment of 50% 7 days after delivery and after random inspection
3. Delivery will be done within 7 days from the order date
4. Delivery will be done at ________________ (address of
organization)
5. If the order is not delivered as per the above terms and
conditions, the order stands cancelled
Please find enclosed chequenumber ________ dated ________ for
Rs.________ towards advance for the order.
Hoping to have a long business relationship with you.
Best regards,
(Name of signing authority)
REFERENCE:
http://www.businesscommunicationarticles.com/definition-forms-and-content-of-inquiry-letter/
http://thebusinesscommunication.com/what-is-inquiry-letter-types-of-inquiry-letter/
http://www.letters.org/order-letter/order-letter.html
