inquiry and order letter

Inquiry Letter

A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others.

A document requesting information sent on behalf of an individual or an organisation for their own respective purposes, which can be mutually beneficial to the recipient and the sender.

The term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S. and the latter one is more common in U.K. There are some other terms which represent the letters; these are Letter of Intent, Letter of Interest, Query letter, Prospecting Letter, Pre-proposal Letter and Concept Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales Letter’ is also applied to an inquiry letter especially when the objective is same as that of letter for inquiry

Inquiry letters remove any misunderstanding and are time savers, especially when two parties want to reach an understanding. The communication towards this effect resolves the issue without any delay. With relation to it being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed Version of a Proposal’. It is the outcome of the purpose of the letter which highlights the points of a proposal instead of a full-fledged

It can also be a letter addressed to editor in-charge of a publication proposing certain literary work. It can be a letter from a student who is vying for a seat in a college or a business that provides an internship. So, the objective of an enquiry letter is same but its projections and audiences are different. Same goes for its method of delivery, it can be sent via paper mail or electronic mail.

EXAMPLE:

Street address
City, State ZIP code
Phone number

Date

Individual's name
Job title
Name of organization
Street address
City, State ZIP code

Dear Mr./Ms. ________________________________:

I am writing to ask you to consider an addition to your marketing team. Your organization has been in the news as a leader in the industry. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success. I believe I would be a good fit in your organization.

Currently, I market computer products for a major supplier using television, radio and news advertising. I have a reputation for seeing every project through to success.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss your needs and how I could benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,

(Your Signature in blue or black ink)
Your typed name

Enclosure

Order Letter

a letter of order is a document that confirms the details of a purchase of goods or services from one party to another. It usually includes more information about what you are ordering, like quantity, model number, or color, the payment terms, and the matter in which the products are to be shipped. When the recipient receives this letter, they will process the order and send the merchandise.

An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service – are all part and parcel of getting an order.

An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed.

EXAMPLE:

August 6, 2001

Mr. Kim Woo Bin

#415 Greenhills Street

San Fernando, Pampanga

Dear Mr. Kim Tan:

Will you kindly send me two of the portable lunch boxes – order number 2b36 – as advertised in Daily Inquirer of yesterday, August 5.  Please charge this purchase to my account.

I shall especially appreciate your usual prompt delivery, as I plan to give one of the lunch boxes to my daughter, who is leaving on a vacation within three days.  One is to be delivered to me at my address, above, and the other to 124 Meadow Street, San Juan, Pampanga.

Very truly yours,

Cha Eun Sang