ENQUIR

Y LET

TERS

AIM

This slideshow describes the content, language and organisation of letters of enquiry. There are also example letters and an exercise.

INTRODUCTION

Letters of enquiry describe what the writer wants and why. The more unusual the request, the more convincing the reason needs to be.

SUBJECT HEADING

This should inform the reader that this is an enquiry or request; e.g. Enquiry about Textbooks Enquiry about Courses Query about Website Question regarding Tours

FIRST PARAGRAPH

This is with reference to your advertisement in the X newspaper dated dd/mm/yyyy.

This should tell the reader what you want; e.g.

Please send me... (for things that the organisation offers to send)

I would be grateful if you could tell me... (for things that are not normally offered)

I am writing to enquire whether... (to see if something is possible)

I would especially like to know... ( + a more detailed request)

Could you also... ( + an additional enquiry or request)

SECOND PARAGRAPHThis paragraph tells the reader why you are contacting his or her organisation, and gives further details of the enquiry.

There are two reasons why you may contact an organisation:

1. you have contacted this organisation before, and want to again.

2. you have not contacted this organisation before, but you have heard about them. You should describe from where, such as from an advert or a recommendation; e.g.

I saw your advert in the HK Daily on Friday, 31 August 2012. Your company was recommended to me by Ms. Elsie Wong of Far

Eastern Logistics.

FINAL PARAGRAPH

This paragraph should contain a polite expression and/or an expression of thanks to the reader. The degree of politeness (and therefore the length), depends on how unusual or difficult your request is. Possible language includes:

Thanks. (For a very informal and normal enquiry or request)

I look forward to hearing from you.

I am looking forward to hearing from you.

Thank you for your assistance.

Thank you very much for your kind assistance.

I appreciate that this is an unusual request, but I would be very grateful for any help you could provide. I look forward to hearing from you.

GOLDEN GATE LETTER

Golden Gate Engineering Prince Square, Prince Street, Kowloon3 September 2012 

ProSkills Training Centre Jubilee BuildingSilver RoadWan Chai

Dear Sir or Madam,

Sub: Enquiry about Quality Control CourseI am writing to enquire whether  your company could offer a course on Quality Control for our managers.

I saw your advert in the HK Daily on Friday, 31 August 2012, and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest, on Thursday, 20 September 2012, for a group of 20. Could you send us some information about the teaching staff and the possible schedule for this course?

I am looking forward to receiving your reply.

Yours faithfully,

Chapmen Au

Chapmen AuManaging Director

RICH LUCKY LETTER

Rich Lucky Trading Company 345, Nathan Rd, Kowloon, H.K.

5 September 2012

Hi-fashion Garment LtdUnit 398Shek Kip Mei Industrial Estate

Dear Sir or Madam

Sub: Request for Catalogue

Please send me your current catalogue.

Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics. Our African customer is interested in importing a range of printed 100% cotton cloth.

I look forward to hearing from you.

Yours

K.K. Chan

K.K. Chan Merchandiser

You are looking on the Internet for information about short English courses in the summer in England. You see an advertisement about a summer camp where you can study English and learn to play football at the same time. What information do you need before you can decide if you want to go on the course or not? Write down 5 questions.

e.g. How long is the course?

WHAT ARE THE SECTIONS OF A LETTER OF ENQUIRY?

A letter of enquiry typically has the following sections. Put them in the correct order.

a. Reason for writingb. Closing: request for a quick answerc. Questions asking for specific informationd. Opening greetinge. Datef. Request for extra informationg. Addressesh. Closing: greeting and signature

NOW LOOK AT THE FOLLOWING EXAMPLE LETTER AND CHECK.

46/9 Nguyen Trai StreetDistrict 5Ho Chi Minh CityVietnam

14 April 2011

Camford Language School34 Downs StreetWrexburyDevonEX45 7AZUnited Kingdom

Sir,

I am writing to enquire about your summer courses which I saw advertised in ‘English Today’.

Contd….

I recently took the FCE exam and I am now studying for CAE. Please could you tell me if you have advanced courses available? What dates do the courses start and how much is the cost? I will be coming from Vietnam. I would like to know what kind of visa I should apply for. I would also like to know more about the accommodation. Are single rooms available? Are meals included in the cost of a course? I would be grateful if you could send me more information about your school and the surrounding area.

I look forward to hearing from you.

Yours sincerely,

Kiet Nguyen

ANSWER:

1. Addresses2. Date3. Opening greeting4. Reason for writing5. Questions asking for specific information6. Request for extra information7. Closing: request for a quick answer8. Closing: greeting and signature

HOW DO WE ASK QUESTIONS AND MAKE REQUESTS IN A LETTER OF ENQUIRY?

In a formal letter of enquiry we often use polite forms to ask questions. Compare the question forms below:

Direct (neutral) form Indirect (formal) form

Do you have advanced courses available?

Please could you tell me if you have advanced courses available?

What dates do the courses start?

I would be grateful if you could let me know what dates the courses start.

What kind of visa should I apply for?

I would like to know what kind of visa I should apply for.

Please send me more information.

I would be grateful if you could send me more information.