Inquiry
Letter Definition
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.
- Outline and Organise your Inquiry –
By outlining it is meant that you have to know what sort of information
you are going to present?, word limit, documents required, the tone of the
language, your anticipation, common ground of consensus and other required
matter. It is just like an architecture preparing a building plan. Here
you have to decide ‘What to include?’ and ‘Why to include?’ Knowing this
eases the writing process and also eases the reading on part of the
recipient. When all the pieces are clear in your mind, it is time to figure
out the best possible logical order. Arrange a sequential order for
the relevant information. In this way outlining and organising eases the
further writing process.
- Gather Information – Certain inquiries
may not require any search or research, certain will. For the latter one’s
you have to collect information to make your case strong. If you are
looking for a job, you need to know the expectations of the employer. If
it is a fund that you are writing for, know your client. Research your
recipient; know the principles on which they work. Analyse their intellect
and weaknesses. Any information which will support your inquiry is good.
It might appear daunting but you don’t need to go into all areas. Pick one
or two and research on that. There are other indirect methods like
visiting the websites, going through profiles, news items and other
assistive methods. Knowing and delivering the anticipated speeds up the
writing and the success of the inquiry. On your part you might be required
to provide information to the recipient and that too needs to be sorted
out before it is presented.
- Drafting – A formal letter like
query letter begins from a draft. The draft maybe required for your own
acceptance or for the organisation you are working for. The initial step
of outlining and organising comes to aid in the draft. The logical order
and the information collected are put to full use in drafting. Ideas or
lines may come hard, so start with what comes first in the mind. Then
weave the inquiry around it and prepare your letter. Though the layout has
been planned but the content may not always live up to the layout.
Drafting is a good option because you may not always come up with a good
letter and you require certain revisions or consultations with your
seniors. Here, you can experiment and chalk out a format for future use.
- Appropriate Recipient – Your inquiry may
not yield the desired results if you are in doubt about the exact
recipient. You may know about multiple recipients but who is the one, that
is most likely to respond in a positive and helpful manner. To solve this
query you can contact the recipient’s office and find out who is the most
appropriate. For indirect methods you can use previous correspondence
containing letterhead or recipient’s name. The company’s website can also
be helpful in this matter. Never address your inquiry letter to a
‘Department’, ‘Head of Department’ or ‘To whom it may concern’. An
individual will read your letter and this individual represents the
department. So always direct your letter to ‘A Person having Authority’
and ‘Not to Authority having a Person’.
- Impressive Opening – Inquiry letter
being a representative to many types of other letters requires an
impressive opening. It may not be the agenda of all inquiry letters but
wherever it is applicable, you have to impress the reader. To arouse the
interest you can state the profit involved in the query. You should write
in an active voice and offer relevant facts. The letter should live up to
the anticipation and expectations of the reader, making it effortless to
read. You can also use certain apt phrases and quotes towards this effect.
You can flatter the recipient with certain praises but don’t exaggerate.
Self introduction in the starting itself wouldn’t be a good idea so
refrain until it is anticipated.
- Be Specific and Brief – It makes sense to
be specific and brief. Specificity of your letter will lead to easy
perception of the information. Brief letter will be read quickly and
wouldn’t appear as burdening. Moreover, there is no scope for anything
apart from the request and its relative aspects. You can be specific by
offering the most important information; one which will fulfil most of the
needs of the reader. You can be brief by using short paragraphs and using
one word whose meaning is equivalent to a number of words. Mostly an
inquiry letter is of 2 to 3 pages.
- Be Straightforward – Straightforward
doesn’t mean a simple go. You have to be direct but by remaining within
the boundaries of etiquettes. You shouldn’t sound cold and boring. You
have to be professional and follow all the observances expected from an
inquiry letter. For, example you shouldn’t condemn, be sarcastic or
arrogant. One may not realise it but when others read it, they can point
out the anomalies. So build a momentum instead of directly coming to the
objective of the letter.
- Generate and Maintain Interest –
There are many ways of presenting information. It is up to you how you
present it. You can utilise a question to arouse the curiosity of the
recipient. You can maintain this interest by providing some hints as to
what you have written next. Don’t lose the momentum of the tone as it can
reduce the interest. Present your idea which forces the person to imagine
a scenario.
- Supportive Documents –Don’t forget to
attach the required documents. These documents are supportive towards your
cause. For a prospective employee these add value to the credibility of
the individual. In a business scenario it is complimentary and well
thought idea. They also augment the effect of the letter.
- Facilitate the Response –
When you seek information which is more essential to you than it is to the
reader, you are required to ease the reply process. So enclose a
self-addressed stamped envelope with your query. Even, otherwise it shows
your presence of mind, willingness to ensure smooth and quick response. If
the inquiry is more beneficial to the recipient, your contact number and
other details are already there on the letterhead.
- Offer Incentives – When you make it obvious
that the inquiry is beneficial to the recipient, it acts as an incentive.
If you make it clear – ‘The How’ and ‘What’ of the desired outcome of the
letter, it also serves to offer an incentive. You can emphasise the role
of the reader in the inquiry and how it will add up to his credentials.
You can use examples towards this effect; a profit to the recipient does go
long down the line.
- Review and Revise – Coming to the final
section, double check the address. Your letter should have all the
qualities of being a professional one. Ensure the use of simple font such
as Times New Roman or Arial. Check for any spelling and grammatical
errors. If in doubt get a reliable proofreader to review it.
1.
Modified block
Modified block differs from block style in
that the date, sign off,
and signature lines begin at the centre point of the page line. The beginning
of each paragraph is indented five
spaces, along with the subject line, if used. Depending on the length of the
letter, paragraphs may be separated by a single or double line space.
Example :
William Smith
100 Broadway Lane, New
Parkland, CA, 91010
Cell: (555) 987-1234
willsmith@example.com
Dear Mr. Paxton,
I am writing to you in response to your advertisement
for a Marketing Associate for Pennywise Information Associates. As a reliable
marketing associate, I would bring a strong sense of dedication and a respect
for the job to your organization that will bring positive results.
In my current position, I am in charge of all phone
interview projects as well as having a hand in personal marketing interviews as
well.
I utilize my communication and presentation skills to
collect the necessary information and get releases from each subject. My strong
teamwork skills also allow me to facilitate the quick and efficient collection
of data for each project.
Your organization has just been awarded several large
marketing contracts and will need a marketing associate of my qualifications to
move forward.
I have a long track record of formulating and
administering complex projects that have delivered the kind of accurate data
that the client was looking for. I also leverage my strong management skills to
get each project to move forward smoothly.
As you can see from my information, I am the ideal
marketing associate candidate for your organization. I look forward to
discussing my credentials with you and arranging a personal interview as soon
as possible.
Sincerely Yours,
William D. Smith
2. Hanging indented
style
A hanging indent is a format in which
all of lines except the first one are indented from the left hand margin. In
APA style, citations are double spaced and formatted with hanging indents.
Example :
RAJAN CARPETS
3451, Jalan 13/35,
65/D-76 : Modern Street,
87212 Singapore.
Phone : 5635 78724132
Fax : 5635 78724133
8th April 1988
Mr. John Mark,
152, Bunget Lodge,
23, Jalan Street,
87123 Singapore.
Dear Mr. John Mark,
This very useful style places the first words of each paragraph prominently on
the page. It is useful for letters that deal with a variety of different
topics. However, for normal business communications, this style is very rarely
used.
The first line of the paragraph begins at the left-hand margin. And the other lines of the same paragraph are indented three to four spaces. This is the reversal of semi-indented style discussed in other page.
The first line of the paragraph begins at the left-hand margin. And the other lines of the same paragraph are indented three to four spaces. This is the reversal of semi-indented style discussed in other page.
Yours Sincerely,
Rajan Carpets
M.K. Khoom,
Managing Partner
Rajan Carpets
M.K. Khoom,
Managing Partner
3.
Hanging Style
In a
Hanging format letter, second and subsequent lines of a paragraph start leaving
one or two words from the first word of the first line. Here parts of the
letter can be arranged according to the block or indented style. This style is
identical to the semi-block style with one exception. Instead of the first line
being indented all other lines in each paragraph is aligned with the left
margin. It is not usually used in everyday bussiness communication.
Example:
Beyonce Jackson
Viale Europa 22
00144 Roma RM
Italy
90896879
jacksob@mail.com
Viale Europa 22
00144 Roma RM
Italy
90896879
jacksob@mail.com
December 20th, 2012
Carla Truman
Human Resource Secretary
Conservation Italia
Ufficio Roma Trullo
Casella Postale 1234
00149 ROMA RM
Italy
Human Resource Secretary
Conservation Italia
Ufficio Roma Trullo
Casella Postale 1234
00149 ROMA RM
Italy
Dear Ms. Truman,
Earth provides enough to satisfy every man’s
needs, but not every man’s greed. Wise words from a wise man – Mahatma Gandhi.
These are not just words; these are instructions to lead a life in the wisest
manner. I believe in it and I follow it ardently. Myself – Beyonce Jackson and
for the past 5 years, I have worked for ‘Caracal Foundation’ in India as Chief
Conservator. My contract with the foundation is about to end in about 4 months.
I love animals and try every bit for their welfare. That is the reason why I
chose to become a Conservator.
Wildlife has always been my passion since
childhood and I would photograph them and read about them all through my school
and college days. In fact, I was nicknamed ‘Wild Jackson’ for my achievements
in bird watching competitions, drawing, painting and anything concerned with
wildlife. I would often cerate wildlife posters and banners whenever required.
I only read wildlife books in the library.
At the college level
I started photographing the local wildlife and was positioned 3rd in the
Wildlife Yearly Competition. I even attended the ‘Conservation Week’ organised
by the local SPCA (Society for Protection against Cruelty towards Animals. My
article on Lake Orta was also published and appreciated in the monthly
‘Wildlife’ magazine.
I am well aware that
you have not offered any jobs or advertised for the same but it is my strong
feeling that I will get an opportunity in your foundation sooner or later. And
whenever that happens please do contact me. I am sure I will live up to your
expectations.
I have attached all the relevant documents for
your consideration, please go through them. I am not boasting but I am merely
making you aware of my apt suitability for the job.
Thanking You.
Sincerely,
Beyonce Jackson
Chief Conservator
Caracal Foundation
Chief Conservator
Caracal Foundation
Encl. – Resume -1
Copy of Reference Letter – 1
Copy of Certificates – 10
Copy of Honours – 8
Copy of Reference Letter – 1
Copy of Certificates – 10
Copy of Honours – 8
Refrensi :
