Reply to Inquiry Letter – Be Respectful and Clear

| April 9, 2013 | 0 Comments

In this example of a reply to an inquiry letter you will see how to respond satisfactorily to a customer’s questions or concerns.   The inquiry can be about a one of your products, your company, about shipping or anything else that for some reason wasn’t clear to the customer.  Your letter and any information you send should provide enough additional details to clarify any questions or concerns that the customer has.  This communication also gives you an opportunity to make another good impression or to possibly point out additional products that may interest the customer.

Inquiry Letter Reply – Potential Customers

Your reply letter will need to be respectful, professional and clear.  You will want to provide any additional information or printed material that will help the customer make a decision in your favor.  They are potential customers and how thorough the answers are that you provide may determine if they become a customer now and then become a good repeat customer.  As you realize, repeat customers’ business can make a huge difference in your sales.  Treat them with respect and they will more than likely become loyal customers.

Inquiry Letter Reply – Respond Quickly and Thoroughly

It is important to reply to the customer’s inquiry as quickly as possible.  Address their concern thoroughly and with as much detail as necessary.  All they are asking for is further clarification so they can make a sound decision.  You may want to send a catalogue, a price list or additional printouts to further answer or clarify any misunderstandings they may have regarding your company.  Any attention you give a customer will prove to be beneficial.  It will show that you are professional and are interested in accommodating and addressing their concerns.

Format of an Inquiry Letter Reply

If you don’t have company letterhead make sure your company’s address and contact information is clear.  Include the date of your reply and the customer’s contact information.

Exercise Pro
1234 Sevierville Parkway
Gatlinburg, TN

June 3, 2010

Mrs. Gallaher
173 Kingston Pike
Knoxville, TN

Dear Mrs. Gallaher,

Thank you for your recent inquiry into our product line, specifically the guarantee that comes with all of our fitness equipment. All of our exercise equipment comes with a 2 year guarantee. We are enclosing an additional print-out that should explain our guarantee more clearly. We take great pride in our state of the art exercise equipment and in maintaining customer satisfaction.

We work directly with a company in Europe and have contracted with them to make significant improvements on our exercise equipment. These improvements have made our equipment sturdier, more durable and far less likely to malfunction on the electronic readouts. We have done this to give more integrity to our product line. Because of this attention to detail we have received tremendous positive customer satisfaction feedback.

Our website has several testimonials that we have received from satisfied customers. We receive letters or emails on a regular basis and are very pleased to share these on our website. We also offer a nutritional website that comes free with the purchase of one of our exercise machines. It is specifically designed to track your daily nutritional information. Many of our customers have found it to be easy to use and very useful in their weight loss goals.

If you need additional or more detailed information on our product line or on a specific piece of exercise equipment, please feel free to contact us by phone or you may email us at: We hope you will soon be one of our satisfied customers. Please let us know what we can do to assist you further.


Amanda Taylor
Customer Service

Additional Information for Your Reply to an Inquiry Letter:

  • Answer the customers inquiries quickly
  • Give any additional information to further clarify their inquiry
  • Be clear with your contact information
  • Offer to provide further assistance
  • Be respectful, sincere and professional
  • Make the customer aware of additional products or other offers – open up the door for additional sales
  • You may want to follow up with a phone call or email

Download This Letter Example

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

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