- LETERS OF ENQUIRY describe what the writer wants and why. The more unusual the request, the more convincing the reason needs to be.
- Enquiry about Textbooks
- Request for Brochure
- Query about Website
- Question regarding Product Components
- 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)
- you have contacted this organisation before, and want to again.
- 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, 16 September 2016.
- Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics.
- 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.
Subject Heading
First Paragraph
Second Paragraph
There are two reasons why you may contact an organisation:
Final Paragraph
Example letters and practice
- Acknowledging receipt of an enquiry/request
– Thank you for your letter of … regarding / concerning / in connection with …
– I refer to your enquiry about / relating to …
– I have received your letter of … requesting information about …
Explaining action taken as a consequence of the enquiry
– I have (reviewed our available stock) …
– We held a meeting on 21 January to discuss possible solutions.
– I have checked/looked into/investigated (the possible approaches) …
Making suggestions / justifying recommendations / pointing out pros and cons / hedging
– The best choice would be … since …
– I highly recommend … as / due to the fact that …
– … would probably be more suitable because …
– … seems to suit you better although …
– Perhaps you should choose … even though …
– I suggest that you (should) choose …
– I recommend this item since …
– In view of the fact that …, I would strongly recommend … as …
Apologising and rejecting proposals
– While I appreciate your firm’s need for this information, I regret that …
– It will not be possible to … for legal reasons. We are bound to …
– Your proposal is of interest to us, and we have had consultations about it.
– However, we feel that it will not be in our interests to … for reasons of (privacy).
– We are concerned that …
Stipulating action requested or to be taken
– We shall arrange for … by …at the latest.
– I shall see to it that …
– Our company will arrange for …
Establishing goodwill and suggesting contact
– I hope this suggestion/information will be useful to you.
– I hope this information will prove useful to you.
– I hope that this information will help you to make decisions on your order.
– I look forward to hearing from you.
– I look forward to receiving your confirmation of …
– I look forward to doing business with your company in the future …
– Please feel free to contact me again if you have any further queries on …
– Do contact me on 27615432 if you need further information.
– Please do not hesitate to contact me on 27615432 if I can be of further assistance.
Example letters AND PRACTICE
