Inquiry Letter

The meaning of inquiry letter

Inquiry letter is a 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.

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.

Why to Write a Letter of Inquiry

A letter of inquiry is a good way to connect with a company.

Because the letter is unsolicited, sending it shows that you're proactive, and have a genuine interest in the company. As well as inquiring about open or upcoming positions, a letter of inquiry can also be used to set up an information interview with human resources or higher level employees.

While the company may not be hiring currently, or may not have a job posted that is appropriate for you, a letter of inquiry will help you be on the company's radar when opportunities that are suitable for you arise.

Finding a Contact

It's best to be able to address your letter of inquiry to someone specific, rather than having a generic greeting such as "Dear Sir or Madam" or "To Whom It May Concern." Check with your friends, family, and network to see if you know anyone at the company.

LinkedIn can be helpful for tracking down connections, as well as providing you with a communication method. See more tips for how to find contacts at a company.

You can send a letter of inquiry to people in the human resources department, or to manager-level contact in the department you'd ideally like to work in.

What to Include in Your Job Inquiry Letter

Inquiry letters should contain information on why the company interests you, and how and why your skills and experience would be an asset to the company.

Politeness and brevity are key when it comes to writing a letter of inquiry — remember, you're aiming to make a good impression, and show that you'd be an asset to the company. Follow the same tone and guidelines you'd use if you were writing a cover letter for an advertised job.

Unlike a cover letter, you can't use the job description to determine which qualifications and experience to highlight. Instead, emphasize how your skills and experience would be helpful to the company overall. Use the letter of inquiry to sell yourself, putting a spotlight on the strengths you'd offer the company, and why the company's mission and goals appeal to you.

How to Send a Job Inquiry Letter

Inquiry letters can be sent via mail or email. However, because you are asking about employment opportunities with a company rather than for a specific job opening, a mailed paper letter can make a much better impression than an email message which may not be opened or read.

Example of inquiry letter

PT. ABDURAHMAN PERSADA

Street Ujung Harapan Raya No. 57

Bekasi

oct 14, 2016

PT. PRIMA NUGROHO

Street KrakatauBlok A7 No.43

BekasiTimur

Dear Sir or Madam,

We saw your product at International Design of Shoes Fair in Mega Bekasi on 1 oct 2016 and made interested us.

Please send types of sample, the terms and catalogue of the shoes. If the cost is low and the types of sample are interesting, we will order your product.

We are looking forward to receiving your reply soon.

Your Sincerely,

Purchasing Manager

Aprilla putrikasari