Use our model inquiry letters to find the perfect words
With WriteExpress you get a variety of inquiry letters to help you find the perfect words to say. You can also use our must-know tips, step-by-step guides, and sentences and phrases for each writing step to create your own unique letter.
How to write an inquiry letter
- Be courteous. Remember, by making this request you are imposing on the reader’s time and/or resources.
- Don’t send an inquiry letter for information that you could easily find out by other means, such as with a quick search on the Internet.
- Your letter can be fairly short, but it should be long enough to adequately explain what it is that you are inquiring about and what you want the reader to do in response to your letter.
- Generally, give at least a couple of weeks for the person, company, or organization to respond to your inquiry before sending a follow-up letter or making a follow-up phone call.
- If appropriate, you may want to mention that you will keep any information provided confidential. (This may increase the likelihood that the reader will respond to your inquiry.)
- Make it as easy as possible for the person to respond to your request. This might mean offering to pay for any needed photocopies or mailing costs, or perhaps including a self-addressed, stamped envelope; necessary forms, questionnaires, or other documents; and so forth.
- Make sure to include contact information so that the person can easily get in touch with you if necessary, such as your cell or home phone number or e-mail address.
- When the person responds to your inquiry, it is a good idea to send a quick note of thanks expressing your appreciation and telling how the information helped (or can help) you. If appropriate, you may want to offer to return the favor in the future.
Inquiry Letter Tips:
- Begin your letter by stating who you are and giving your status or position (such as student, researcher, interested consumer, etc.), and tell how you found out about the individual or entity that you are writing to.
- Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible.
- You might want to briefly explain the purpose of your letter or what you hope to accomplish. Such an explanation may prompt the recipient of your letter to act more quickly.
- If appropriate, consider mentioning the letter recipient’s qualifications for responding to your inquiry (this may prompt him/her to act when he/she might otherwise be hesitant to do so). For example, you could explain that you are writing to the reader because she is a leader in her field and the accepted authority on the subject you are interested in.
- Include the date by which you need the information, services, etc. that you are requesting, and indicate that you await the reader’s response.
- Thank the person for his/her time.