REPLY TO

LETTERS OF
ENQUIRY
Inquiry replies
• All inquiries should be answered, even those that cannot for some
reasons be given a complete response.
• An enquiry indicated interest in your company and a potential
customer.
• The inquiry reply should be designed not only to increase that
interest but to inspire the inquirer to action.
• The substance of an inquiry reply is usually information. You should
include not only specific facts your correspondent requested but
any others that may be of help.
• Sometimes a request for information about a company’s products
or services may be answered with a brochure or catalogue.
• You should explain why you’ve sent the brochure and arouse your
reader’s interest in it; you should also call attention to the
particulars of the brochure to attempt to encourage good sale.
 Types of Replies to Enquiries
Granting Requests Refusing Requests
• Sending catalogues, brochures, and • Saying “no” to the request of the sender.
samples that the sender asks for.

• The letter should try to make a sale by
drawing the reader’s attention to special
features of the product.
• Difficult to write
• Require great tact and courtesy to
ensure that the reader is not offended.

• Represents an opportunity to turn

requests for information into orders. • Need to retain the goodwill of the
reader.
 Dear Madam,
We welcome your enquiry of 3 November and thank you
for your interest in our portable “Creator” sewing
machine.
The creator is a practical sewing machine which can be
Sample easily programmed to perform many tasks such as sewing
button holes, embroidery and edging. It introduces unique
features like multi-speed, a counter and automatic loading
letter of thread.
We shall, of course, be happy to arrange a demonstration
so that you can appreciate all these features. Our
Granting representative, En. Zaidon Ahmad will call you on next
Tuesday, 14 November at 2.00 o’clock.

Request We hope this demonstration will convince you that this is

exactly what your tailoring business requires. We look to
receiving an order from you

Yours faithfully,
Semek
 Dear Sir
We are pleased to learn from your letter of 3 November
that you are interested in our dining set model FSPC101.
We still produce this model as it has proven to be very
popular among our customers. This is not surprising. This
Sample set is made of good quality nyatoh wood and, as you saw
for yourself at the exhibition, the workmanship and finish
are excellent.
letter However, we regret that we cannot allow you to have the
set at the offer price as this price was valid only during our
promotion period at the exhibition. Nevertheless, the
Refusing normal price of RM12000 us very reasonable as prices may
go up soon, following an increase in the price of wood.

Request We can deliver the set to you free of charge, within seven
days of receiving your order. We hope you will place an
order soon.

Yours faithfully,
Tuan Halim
Format
• Thank the customer for his/her letter/interest

• State whether enquiry/request can be fulfilled.

• If unable to help, explain why.

• State whether information/materials requested for are enclosed or

under separate post.

• Offer additional information useful to reader.

• Offer alternative sources of information if you are unable to help)

• Hope that everything is satisfactory and that you can look forward to
receiving an order.
• Hope that he/she will understand your inability to help
 Parts of a reply letter
Part Content Example

Opening Tell you have received the application We received your application for the
position on March 1

Action ✓Explain the process
✓Explain what will happen
✓Explain why the applicant is rejected
❑At this time, we are reviewing the
resumes
❑Your interview is scheduled for
Monday, March 13th at 10:00 a.m
❑Unfortunately, your qualifications do
not match our needs at this time.

Closing Thank the applicant for the interest We appreciate your interest in SoGo
Be enthusiastic Company
Be polite and positive We look forward to meeting you at SoGo
Company
We wish you every success in your
career
 Introductory
Expressions
• We thank you for your enquiry of 3 November
and are pleased to send you …..
• We are pleased to learn from your letter of 3
March that you are interested in…
• We were please/happy to receive your enquiry
of 3 April and are sending you, by separate post,
a copy of our latest illustrated catalogue and
sample of our products.
• It’s our pleasure to enclose a copy of our
catalogue asked for in your letter of 5 July
• We welcome your enquiry of 9 October and
thank you for your interest in our products.
• Thank you for your letter of 4 May in which you
enquired about our products.
Action
Expressions
• Our human resource department is currently
collecting resumes

• We are looking for someone with more

experience

• We will be reviewing applications over the next

few months

• If the time is not convenient, please contact me

immediately
Concluding Sentences
• We should be pleased to send you any further information.
• We hope you will be able to place an order with us.
• We have the items in stock and can deliver as soon as we receive your order.
• I hope the samples will reach you safely.
• We hope to hear from you soon.
• We look forward to hearing from you soon.
• We look forward to receiving an early order.
• Any orders you may place with us will have our prompt and careful attention