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Sometimes when we don’t have enough information about something, we need to make inquiries about it. An enquiry letter is the best and most professional method for this. It could be to learn more about the fee details of this semester at the university or to get the list of job vacancies presently available in another branch of your firm. Whatever the purpose may be, to write a perfect enquiry letter, you need to know certain things. And one of them is the Enquiry letter format. If you need to write an enquiry letter but are stuck without knowing the format or not having enquiry letter samples to refer to, we are here to help.
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Key Takeaways:
- An enquiry letter is a formal way to request specific information from an organisation, institution, or business.
- Follow the standard formal letter format—including sender/receiver details, subject, salutation, body, and closing.
- Be clear, concise, and polite in your writing. Avoid unnecessary details and focus on the exact information you need.
- Using correct language and structure increases your chances of getting a prompt and useful response.
Introduction: What is an Enquiry Letter?
An enquiry letter is a formal letter which is written to enquire and gain details regarding something a person needs to know about. While writing an enquiry letter, it is essential to provide some information about yourself so that the receiver will know that the letter is authentic. Some more elements are required to make the perfect enquiry letter. You should begin the letter with your name and designation, along with the reason for writing the letter, and also talk about the information that you need the receiver to give to you. You can even include a list of things you need to enquire about. Some contact details of the sender have to be included so that the receiver can reach out to them. One has to make sure that a letter of enquiry is always polite and formal.
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Guidelines for Writing an Enquiry Letter
1: Which of the sentences below is grammatically correct?
- It should follow the format of a formal letter.
- It should include complete details about the request, i.e. the request should be made in a clear and precise manner.
- The letter should be concise and well-written.
- If writing for a firm, make it clear which status, title or position you hold there.
- Please refrain from adding pointless details.
- There should be sufficient justification for the letter’s objective.
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Join Now!Enquiry Letter Format
An enquiry letter has to follow the format of a formal letter. The enquiry letter format is as given below.
- Address of the sender (add contact details like phone number and email ID if needed)
- Date
- Address of the receiver
- The subject of the letter
- Salutation
- Introduction
- Body of the letter
- Conclusion
- Complimentary closing
- Sender’s name, signature and designation (if they have any)
Enquiry Letter Samples
Sample 1
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12B Akshaya Apartments
Doctor’s Lane
Adugodi
Bangalore- 560056
Email: anushka3273@dmail.com
Mob: 1234567
28th February 2023
The HR Head Manager
Jasmine Printing Press
Whitefield
Bangalore- 560099
Subject: Enquiry about the vacancy for Tamil Typist
Sir
Concerning the ad which was in The Hindu newspaper of 25th February 2023, I would like to enquire about the vacancy of Tamil Typist at Jasmine Printing Press.
I have passed government-approved typing exams and have a 60wpm typing speed, and I would like to apply for this position. But the Ad was very brief and didn’t give away much information. So I would like to know more about the expectations of the institution regarding things like education and experience. I would also like to learn more about the job profile and the working hours required for this position. Kindly send me detailed information regarding this position and about the institution as a whole.
I hope to hear from you soon and look forward to working there.
Thanking you
Sincerely
ANUSHKA SHASHI
Signature
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Sample 2
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Kala Interior Designs
Church road
Adugodi
Bangalore- 560056
Email: john341@hmail.com
Mob: 123432
28th February 2023
The Manager
Bamboo Wholesale Limited
Whitefield
Bangalore- 560099
Subject: Enquiry regarding the availability of raw materials
Madam
Our firm is planning to do a bulk purchase of raw materials in March. We researched a lot and found your store to be the one offering the best quality bamboo at affordable rates.
Our company owns several interior design and furniture shops in the city, and we are planning on catching up with the latest trend, which is the handmade bamboo curtains. We had a conversation with the supply and sales assistant of your firm and found the price very acceptable. But before finalising, I need to submit a brochure to the senior manager containing information about various kinds of bamboo available at your shop. The name of the bamboo type, its colour, texture, strength, price, etc., should be mentioned in the list. This will help us to select the type we need to buy. I would also like to know whether your shop will be able to handle this if the demand for raw materials increases in the coming months.
Once we have all the above-mentioned information, the decision will be finalised, and we will let you know via email or phone call. We will send a representative to meet you in person if there is a need to discuss anything further. Looking forward to hearing from you.
Thanking you in advance
Sincerely
JOHN MERSI
Assistant Manager, Kala Interior Designs
Signature
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Common Situations Where Enquiry Letters are Used
Enquiry letters are used in many situations where the context differs, but the goal is to inquire about a particular aspect. They are considered to be a practical and beneficial tool for businesses as well as individuals. Here are some common scenarios wherein an enquiry letter is used.
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Academic Enquiries
Students and parents usually enquire about course details, fee structure, hostel facilities, etc., through various enquiry letters. Such a letter helps to keep the tone formal and requests the necessary details clearly and straightforwardly.
Example: “I would like to know more about the part-time programs that are available at your institution.”
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Job-Related Enquiries
Job seekers can make use of enquiry letters to help them, especially for their job hunt. Scenarios include asking about vacant or new roles, requesting details about the eligibility criteria, and enquiring whether their application has been received. In the present era, one can tie this up with sending cold emails and asking for referrals via LinkedIn.
Example: “Could you please provide more details about the recent opening for the Content Marketer role?”
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Product or Service Enquiries
Consumers and businesses often write to enquire about to request product catalogues, pricing, or other specifications. Additionally, they can also enquire about offers, discounts, shipping policies, service and warranty terms, etc.
Example: “I would like to know if you offer a bulk discount for your jersey collection.”
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Business to Business (B2B) Enquiries
Companies often write formal enquiries about initiating new supplier initiatives, requesting a quotation or proposal for services/products, and confirming delivery timelines or availability of raw materials.
Example: “Please provide an approximate timeline for delivering the 500 units of roofing sheets.”
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Government or Institutional Enquiries
Citizens and institutions may write to request details about government schemes and policies, ask for clarifications on regulations or compliance procedures, or ask for details regarding licensing and documentation requirements. More or less, another medium to exercise the right to information.
Example: “Please provide a clarification for the new eligibility criteria for the PMAY program.”
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Remember, a well-structured enquiry letter can go a long way, especially in creating a lasting impression on the reader. Regardless of your profession, knowing how to write an enquiry letter is considered a valuable skill. By keeping the tone professional and formal, you can expect prompt and clear replies as well. By following the guidelines and samples provided, you can create exceptional enquiry letters that can uplift your skills as well.
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Join Now!Frequently Asked Questions
What is an Enquiry Letter?
An enquiry letter is a formal letter written to enquire about something in an official manner.
Is it essential to add contact information in an enquiry letter?
It is not essential to add this information, but it is better if you do so.
What is the main purpose of writing an enquiry letter?
The primary purpose is to seek information or clarification regarding a subject of interest. It could be related to admissions, job openings, quotations, availability of goods, services, or other details that the sender needs to know before making a decision.
What are the key elements of an enquiry letter format?
A well-written enquiry letter should include:
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Sender’s address and contact details
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Date
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Receiver’s address
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Subject line
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Salutation
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Introduction
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Body (specific details or list of questions)
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Conclusion
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Complimentary closing
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Signature and name (with designation, if applicable)
What tone should be used in an enquiry letter?
The tone of an enquiry letter should always be formal, polite, and respectful. Even if the request is urgent or the issue is important, the language must remain courteous.
Can I send an enquiry letter via email instead of post?
Yes, enquiry letters are commonly sent via email, especially in professional or academic settings. The format remains largely the same, though you can omit the sender’s and receiver’s full postal addresses in favor of email headers and signatures.
