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Enquiry Letter: Everything You Need To Know About Writing A General Letter

Team Pitch N HirePosted onMon Aug 08 20222 min read
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In general, an enquiry letter is defined as a letter written to enquire about the information related to something specific from somewhere. You might be a bit confused between enquiry and inquiry. The meaning of both enquiry and inquiry is the same that is, the act of asking or investigation. There are two types of enquiry letter and they are as follows:

Personal status enquiry letter: Employees write this kind of letter for the information of an applicant’s background, character and personality information.

Business status enquiry letter: This type of letter is written from one business authority to another for the information of approaching clients.

Hence, one must keep in mind to provide enough information so that the recipient can decide a proper response in return. In this blog, we are going to learn how to write an enquiry letter so without further adieu let us go through it.

How to write an enquiry letter?

 The following is a step-by-step process in how to properly comprehend an enquiry letter, ensuring all the necessary points are mentioned. This letter format will also give you an idea of how to write professional emails. There are a few rules of thumbs that can be kept in mind before proceeding to write one, as follows:

  1. The idea is to write the letter in the fashion of a formal one. Where it is imperative to include the contact details of the sender, the address, and/or the email address right at the start of the letter.
  2. It is critical to add all the features of the enquiring item/object.
  3. It must have the address of the receiver along with the date the letter is being written.
  4. There must be a section including the subject of the letter nearly at the beginning, which accurately describes the nature of what is going to be spoken about in the letter of inquiry, but brief.
  5. A salutation is necessary at the start. There are several tricks to use salutation while writing emails, letters or any legal documents.
  6. The sender’s signature, name, and designation are also a must at the end of the letter.
  7. The overall volume of the letter of enquiry should be concise and written clearly, avoiding many complications.
  8. The details of the enquiry itself and the reason for it are crucial to be mentioned.

The general format for an enquiry letter should be as follows:

(From)
(Name)
(Address)
(Contact Number)
(Date)
(Recipient’s Name)
(Title of their Job)
(The name of the Organization)
(Address of the Organization)
Subject: (A brief introduction about the item being enquired in the enquiry letter)
Dear Sir/Ma’am (Salutation)

First Paragraph

This mostly consists of the sender’s name, designation, and further details before approaching the reason for the enquiry. The letter of enquiry must have the recipient understand the sender’s details and where they are coming from, to gather proper data to send back. Whether the letter of enquiry is regarding how to enquire about a job or information on something.

Second Paragraph

 The second paragraph of the letter of enquiry is the overall body of the letter, consisting of most of the vital details present in the enquiry letter. It is the main content of the enquiry letter or letter of enquiry. For example, for how to enquire about a job, one can proceed with declaring their interest and ambition concerning the organization the letter is being sent to. Then, proceeding with a person’s details that support their reason to write an enquiry letter for the vacancy in that position. The personal details must include the following:

  • Their work experience
  • The organization they are currently/have been working at.
  • The post/designation they had in that organization.

On the other hand, the letter of enquiry is focused on gathering information over something one must assert their job and title as well to classify the degree of the information needed. It must be kept short, detailed, and straightforward. It is very necessary to be a confident job seeker.

Third paragraph

The third paragraph of the enquiry letter is the conclusion of the letter. Here one may let it be known that they are eagerly waiting for the recipient’s response. Additionally, any concluding details are to be added in this paragraph of the enquiry letter.

(Thanking You), (Salutation)
Yours officially/faithfully,
(Signature of the sender)
(Name of the Sender)
(Designation)

What an enquiry letter is? 

An enquiry letter is a tool of versatile use in both formal and informal occasions, as it can be used to obtain information over an item, a holiday-trip package, a job position, etc. The main objective is to be kept constant, that the letter is being sent to request the recipient. 

Hence, it must be orchestrated to get a response/action from the recipient that stands to satisfy the enquiry. And this might benefit the sender or the recipient or sometimes both. The enquiry letter must carry this general scope of what is being enquired and have adequate information that results in the recipient deeming a suitable revert.

Prospective employers and business organizations sometimes write enquiry letters for getting desired info. Prospective employers write this letter to the referees mentioned within the application to get info concerning the applicant’s personal and family background, ability, skills, honesty, character, integrity, quality of performance, fitness for job etc.

Final words

In conclusion, keeping the content of the enquiry letter pragmatic and understandable is the key to writing an enquiry letter as over-complicating may result in erroneous responses. It is necessary to learn how to write a job description to apply for a job. 

Especially in formal cases, it is critical to be on point with the information being required, and the sender hence must clarify their intent with the letter. If written in accord with these general principles, an enquiry letter can yield all forms of opportunities, information, and details that otherwise are not available in the public domain right away.

This makes it an important tool in everyone’s day-to-day arsenal, making the way of life easier through better communication between parties. The comprehension of the letter dictates the impact on the recipient, making them gauge the quality of the response/action they are willing to provide. We hope that you had a thorough read and could understand the procedure. 

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