Reply to an Inquiry Letter Examples

| June 28, 2012 | 0 Comments

Our reply to an enquiry letter example can help you to make the best response to business requests or inquiries. It is critical to the success of any business that excellent client and associate relationships are maintained, thought he best impression is made by providing the information or materials that the client or business partner has asked about. A well crafted response letter can do much to foster those good relations, and it is crucial to answer the letter authoritatively while providing the content the recipient seeks. Ensure your business success by making use of our reply to an inquiry letter example.

Format of our Reply to an Inquiry Letter Example

The formatting of our reply to an inquiry letter example is done in the block style. This is one of the most internationally recognized styles of business letter writing. It is both easy to read, and easy to write, and additionally has an aesthetic effect. In the block format the text is aligned to the left margin, and written in sections or “blocks.” It is designed to be easily editable; you can replace blocks of our information with blocks of your own.

The most effective way to do so is to break down our reply to an inquiry letter example into sections so that you acquire a sound understanding of its structure. After doing so, you can Download Our Reply to an Inquiry Letter Example and make the necessary edits on your personal computer.

The formatting begins with the addressing; you can use your company letterhead, or type your name, address, and contact information, followed by a space, the date, another space, and the recipient’s name and address like so:


Newfangled Safety Equipment Co.
62 Seven Towers,
99 Shun Koo St.
Hong Kong MX17-001
Tel:  +853 2255 4423
FAX: +852 2277 4945
Email: info@newfangledsafety.com

15 Jun 2012

Mr. Tom Lee
Manager
Sun Lee Wholesalers Ltd
248 Yuen Fa Street M
Kowloon

A standard salutation of Dear Mr. or Dear Mrs. is acceptable to begin your letter. The first thing you’ll want to do is thank the customer or associate for their inquiry. This lets them know that you have received their letter and have investigated their inquiry. When you explain what action has or will be taken as a result of the enquiry, try to be brief and get right to the point. The recipient is interested in the answer to their inquiry, not much else. Take a look at how we do that in our reply to an inquiry letter example.

Dear Mr. Lee,

Thank you for your enquiry about our newly developed range of fire safety and prevention products. I have enclosed our most recent catalogue, and you will find that we have quite a comprehensive inventory, including our most recently released range of construction related products.

Once you’ve made it clear that you received the inquiry letter, have understood its question, and explained the action taken or provided the answer required, you can let the customer or associate know what other benefits they will receive from doing business with your firm. This is a great opportunity to sell your products or services, but don’t go overboard. Overselling will offend the reader, and may have the undesired effect of alienating them. Consider the approach we take in our reply to an inquiry letter example.

We offer our existing customers a 10% discount on all orders of products from our new range of construction related products. We would be happy to extend this offer to you if you register an account with us before June 30, 2012, and additionally as a new customer you will receive a further 5% discount on your total order.

Our reply to an inquiry letter example has accomplished several things at this point. It has acknowledged receipt of the enquiry, confirmed and explained what action was or will be taken, and encouraged the customer or associate to take action. In closing you would simply establish goodwill between yourself and the enquirer, and suggest contact. This can be done something like this:

I hope you will find the information I have provided useful. I would be happy to have one of our account managers contact you with a view to establishing an account with us, or if you have any further questions about our products or services, you may call me directly on 2255 4423 ext 001. Thank you for considering Newfangled Safety Equipment Co. as your safety product provider, we look forward to doing business with you.

A reply to an inquiry letter should always end in a professional manner. After writing your last paragraph, sign off with a complimentary close such as “Sincerely,” and your name. If writing in an official capacity, make sure you place your title underneath your printed name. Our completed reply to an inquiry letter example thus will look like this:

Newfangled Safety Equipment Co.
62 Seven Towers,
99 Shun Koo St.
Hong Kong MX17-001
Tel:  +853 2255 4423
FAX: +852 2277 4945
Email: info@newfangledsafety.com

15 Jun 2012

Mr. Tom Lee
Manager
Sun Lee Wholesalers Ltd
248 Yuen Fa Street M
Kowloon

Dear Mr. Lee,

Thank you for your enquiry about our newly developed range of fire safety and prevention products. I have enclosed our most recent catalogue, and you will find that we have quite a comprehensive inventory, including our most recently released range of construction related products.

We offer our existing customers a 10% discount on all orders of products from our new range of construction related products. We would be happy to extend this offer to you if you register an account with us before June 30, 2012, and additionally as a new customer you will receive a further 5% discount on your total order.

I hope you will find the information I have provided useful. I would be happy to have one of our account managers contact you with a view to establishing an account with us, or if you have any further questions about our products or services, you may call me directly on 2255 4423 ext 001. Thank you for considering Newfangled Safety Equipment Co. as your safety product provider, we look forward to doing business with you.

Sincerely,

Cindy Choi
Merchandising Manager

When you’ e ready to begin your own response to an enquiry, Download This Reply to an Inquiry Letter Example and edit it to suit your current situation.

Tips and Useful Sentences you Can Use with our Reply to an Inquiry Letter Example

  • Please don’t hesitate to call me if I can be of any further assistance.
  • While I can understand your company’s request for this information, it is with great regret that I cannot provide it for the following reasons…
  • I refer to your enquiry regarding…

Category: Reply to an Inquiry Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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