Replying Inquiry Letter
Group 1
Lindu Sukma
Melati
(7101419147)
Arif Rizky Darmawan (7101419161)
Veni Afriyani (7101419178)
Letters
are an important communication medium for a company. With the presence of
letters, several companies can communicate and achieve their goals. The letter
in the company is certainly a professional letter. In all scenarios, letters to
professionals must be well-written and correctly formatted. When writing to any
professional, their letter needs to be focused and concise, so that their point
is made clearly, definitively, and politely.
One
type of letter in business is replying to inquiry letter. This letter plays an
important role because it is a response and a feedback. Replying to an inquiry
letter can be a way of doing business for the company. The following is an
explanation of replying to inquiry letters from various sources, check this
out!
Definition
As we know that replying to inquiry letter is a response to
inquiry letter, so we need to know inquiry letter first. Inquiry letter are letter used to ask for information or arrive in order to ask for more information about a product or a
service. So, a replying to inquiry letter is
simply the letter you write in response to an inquiry you received earlier. The
main goal while writing them is to meet the sender’s request. They may need to
provide information, set up a call or send a sample product.
Replay to inquiry letter is very important because it is the
first step to a potential costumer or partner and to make a good impression. Of
course, the best impression will be made by providing the materials or
information that the prospective sender has asked for, this positive impression
will be improved by a well-written response. Recipient
of replying inquiry letter is surely the same person who contacted earlier. That’s
why we should treat each and every inquiry with care and respect.
Parts
of Letter
The replying to inquiry part of the letter is almost the same as
any other business letter. It's just that there are differences in content. The
parts of the replying to inquiry letter are as follows:
1.
Heading
2.
Inside address
3.
Salutation
4.
Opening Paragraph
5.
Provide requested items or materials
6.
Give additional stuffs or information
7.
Closing paragraph
8.
Complimentary close
9.
Signature
10.
Name
Phrases
of The Paragraph
Here
are some phrases of the paragraph that are often used in replying to inquiry
letters:
1.
Opening
Firstly, open the letter with appreciation. Show the potential
partner our gratitude and thank them for
their interest in our product or service. After that, mention their inquiry in
the former letter so that they know the matter we discuss here. So, here are
some phrases in the opening:
- ü Thank you for your interest in our product or service.
- ü We truly appreciate your letter asking for information about our service.
- ü It was a pleasure to receive your inquiry about the product of our company.
2.
Body
The most important thing we need to do here is to provide the
information needed. Go straight to the main points. Tell them how you send it
as well: attached in the mail, synthesized in a link below, etc. Here
some phrases to provide
requested items:
- ü According to your inquiry, we have enclosed ___.
- ü In response to your inquiry, please find attached in this letter ___.
- ü We are pleased to satisfy your demand with the attached information.
Besides, we can give additional details if suitable. However, we
need to explain how it may be of use to them. Never send extra items for
nothing. Here some phrases to give additional stuff:
- ü In addition to the information above, we also attached ___.
- ü Besides the given information, we also enclosed ___.
- ü In order to fully answer your request, we would like to give you some further details.
- ü There is some other information we believe may be useful to you.
3.
Closing
End the letter in an open manner. After providing the requested
stuff, save some spaces for future contact. Use a warm, fairly enthusiastic
tone in this closing part. Last but not least, express your sincere hope for
further discussion as well as a partnership between the two companies. This
will complete the effective of the letter. Here are some classic, polite
closures for a response to an inquiry:
a.
Suggest a call/meeting
ü Hopefully, the information attached is sufficient
for you.
ü In case you would like to have more information, we
are happy to arrange a call and a meeting for our further discussion on this
matter.
ü We also look forward to welcoming you to our office
for a better understanding between us.
b.
Show readiness to assist
ü Should there be any further inquiries, please do
not hesitate to contact us.
ü If you require further information, feel free to
contact me.
ü Thank you for your time and consideration. I look
forward to hearing from you soon.
Some Useful
Notes
Besides
the basic format, there are some crucial notes that should remember while
replying to an inquiry letter:
- Acknowledge
receipt of the letter
Receipt is a sender of inquiry letter which is very
important. When we acknowledge them, we can make the right response for their
inquiry.
- Provide
your answer in detail and make it simple for comprehension
Receipt don’t need a complicated answer with a log
explanation. Make it simple as can and make easy to reach for them. It is very
useful for them.
- Understand
the request precisely
The most important thing is that you are able to
provide your customer with the information they need and the exact information.
Wrong, insufficient, and useless data will completely shut down the chance of
doing business with them.
- Reply as
soon as possible
Give proper priority to the customer’s inquiry.
Furthermore, this action also saves time for both you and your customer.
- Don’t
overdo with added data
Too much of information will just make them become
excessive. When add more information, make sure you really understand the
customer’s request. Think carefully about what would truly be useful to them,
and attach these only. Nothing more, nothing less!
The
Samples
CV
LEINE PINK
Jalan
Kenanga Barat 56
Jakarta
Your Ref :
876/LP- RR/X/2020 22nd
October 2020
Our Ref :
112/JK_RTU/2020
To. Mr. Tono Supadji
Sales Manager of PT. Maju Jaya & Co. Ltd
Jl. Suryopranoto 88
Jakarta 10160, Indonesia
Dear Sir,
We thank you for your
inquiry letter of 19th October 2020 requesting catalogue and
pricelist of our furniture, and also thank you for your interest in our
products.
We have pleasure in
sending you under separate cover our illustrated catalogue which gives you full
particulars of our furniture together with the prices. We are also let you know
that we have given you our very lowest quotations; for orders of 20 and more we
shall allow you our special discount of 5 %. All qualities can at present be
supplied from stock, but in view of the keen demand we would advise you to send
us your order immediately.
We hope you will find
our prices and terms satisfactory and look forward to hearing from you soon.
Yours Faithfully,
Budi Raharja
Sales Manager
Encl : Catalogue & Pricelist
Another sample:
There are also PPT that can download
in here and video about replying to inquiry letter in here
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