- Specifically indicate the inquiry that was made, as you understand it.
- Express your appreciation for the person’s interest.
- If possible, personally respond to the inquiry. You might want to include with your response letter any brochures, catalogs, reports, or other helpful information available.
- If appropriate, clearly describe any action you feel the person should take and the reason(s) for such a recommendation. (However, you may want to use caution because of any possible liability you might incur for offering such advice.)
- If you can not personally answer the person’s question, let him/her know that you have contacted the person who can and that he/she will shortly be in touch with the reader. If this is not possible, express your regret for being unable to help the reader, and try to find out for him/her the contact information for someone who can help.
- If appropriate, you might want to include additional information about your organization, the products or services you sell, or the subject matter of the inquiry, beyond the scope of the original inquiry.
- Close by saying that you would be happy to help the reader in the future if he/she needs further assistance or by wishing him/her well in his/her endeavor or project, etc.