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LETTER OF INQUIRY It is written to inquire about an issue from a higher authority It is drafted to get some more information which is not available on website, brochures, literature of the product It is written By a customer to the company seeking information about a new product or service By a student to university to get information about a recently launched course To government officials to understand how to complete a process or apply for a license, etc Types: 1. Solicited Sent in response to an advertisement, or any direct communication Example: You see an advertisement in the newspaper by a company that has launched a new product. You are interested and write to the company, seeking more information. This is a solicited letter of inquiry because you are acting on an advertisement placed by the company. 2. Unsolicited Not sent in response to an advertisement Example: You find out about a product from somewhere else, and you write to the company for more information. This time, it is an unsolicited letter of inquiry, because the company has not directly advertised anything. Elements: 1. Introduction The introduction is a short executive summary. It includes the name of your organization, the amount of money being requested, and a description of the project involved. You'll want to indicate how the project fits with the funder's guidelines and funding interests. 2. Organizational Description Be concise and concentrate on your organization's ability to meet the need that you've stated. Give a brief history of your nonprofit and give a capsule of your programs. Make sure to directly connect what you currently do and what you want to accomplish with the funding that is requested.


3. Statement of Need Explain the need that can be met by your project. Describe the target population and geographic area. Provide a few significant statistical facts and several examples. 4. Methodology How will you solve the need? Describe the project succinctly and include the major activities, names and titles of key project staff, and your project's objectives. 5. Other Funding Sources If you are approaching other entities for support of this project, mention them in a brief paragraph. Include already secured funding if you have that and indicate how you expect to support the project activities after the initial time period. 6. Summary Restate the intent of your project, explain that you are ready to answer additional questions, and thank the funder for his or her time and consideration. Attachments that are consistent with the funder's guidelines can be included. A letter of inquiry asks someone for specific information. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, always make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need. Things to consider in writing a letter of inquiry: 1. The letter has to be printed on a company's letter head if used for professional purpose or on a good quality paper. 2. The letter should have sender and receiver's name and address with the date. All the three things should be left aligned. 3. The letter has to begin with the word "Dear" followed by the name of the person. This is used as a salutation. 4. In the first paragraph, letter has to give out the main purpose of inquiring. 5. The letter has to address the concerned authority who can help you in giving information about your inquiry. 6. Clarity is a must so that the authority can give you the information that you are inquiring after reading this letter.


7. The letter has to close with a complimentary closure. The phrases like thanking you, yours truly followed by sender's name and signature should be used. 8. The letter should be free from typographical, grammatical and spelling errors. 9. The letter should use professional fonts and readable font size. 10. Make sure your letter includes personal information and contact number. Make it easy on the recipient of the letter to contact you without making them search for your information online or somewhere that may be inaccurate or out-of-date. 11. Consider a follow-up letter if you do not receive an initial response. 12. Specify your intentions through words that are simple but direct. If you are writing an inquiry about employment, identify your strengths or how you may meet their needs. 13. Clarify that you are not soliciting or trying to sell them anything. People are wary of unsolicited mail especially if asking for personal information in the case of genealogy requests. 14. Give truthful information. If you are looking for a connection between ancestors, provide specific names and dates. If you are looking for information regarding a product, explain why. If you are looking for employment opportunities, be honest about your accomplishments.

Format of a Letter of Inquiry 1. Follow this format in writing a letter of inquiry: 2. In the first paragraph, identify yourself and, if appropriate, your position, and your institution or firm. 3. In the second paragraph, briefly explain why you are writing and how you will use the requested information. Offer to keep the response confidential if such an offer seems reasonable. 4. List the specific information you need. You can phrase your requests as questions or as a list of specific items of information. In either case, make each item clear and discrete. 5. Conclude your letter by offering your reader some incentive for responding. 6. The following letter of inquiry is written by a computer programmer requesting specific information about an upcoming release of a software product.


Arlington Heights Programming Associates 16 Oak Street Springfield, CA 90467

March 15, 2012

Customer relations Turing Data Solutions 2345 Maple Avenue Mountain View, CA 94941 Dear Customer relations: I am a system engineer at Arlington Height Programming Associates developing a new client-server networked database system for two non-profit corporations. My team is considering using your new release of Omega Database Plus 1.0 as a key part of the system. If we incorporate your product into our design, our clients will need to purchase at least a total of 140 copies of your software. We have read your promotional material and are very interested in using your product. We need, however, the answers to the following questions before we can decide whether or not to use Omega Database Plus: 1. Are you still planning to release the Omega Database Plus Version 1.0 on July 15, 2013? 2. What LAN environments will your product support? 3. Will your product support PGP encryption? I would be happy to talk to you further about your product. You can call me at (415) 666-4321 or e-mail me at egarrels@yahoo.com.


Edgar Garrels Senior System Engineer