letter inquiry

7/27/2019 Letter Inquiry

1/12

LETTER INQUIRY-A letter of inquiry, also known as a prospecting letter or letter of interest, is sent to

companies that may be hiring, but, haven't listed specific job openings.

Your inquiry letter should contain information on why the company interests you and why your skills

and experience would be an asset to the company. Also provide information on how you will follow-up

and where you can be reached.

Date

Contact Name

Title

Company

Address

City, State, Zip Code

Dear Mr. /Ms. Contact,

For the past ten years I have followed your career through news events, interviews and web research.

Your dedication to the Fourth Estate and your understanding of the important role journalists play in

today's fast-paced information highway, coupled with your belief in the power of the press is

exemplary.

I have had the privilege of honing my journalistic abilities on three widely different publications. When

I left college, I immediately went to work for the typical small town newspaper and learned all aspects

of getting the paper to the people in a timely manner. I then moved to regional manager for a media

corporation composed of small to mid-size newspapers in the Midwest. In my current position, I am

Chief Correspondent for one of the largest newspapers in the southwest.

I would like an opportunity to visit with you to get your insight and suggestions on where my skills

and abilities would be of the greatest value to the ABD Company, and to inquire about possible job

openings with the company.

I will call your office to set a convenient time. I do look forward to meeting you.

Sincerely,

Youre Name


2/12

LETTER OF REPLY TO INQUIRY-This letter is often a reply to the correspondence

between the Estate agents and the owners of the property. This formal type of the

letter has its own structural rules that can be seen in the example below. The example

can be used as a template.

EXAMPLE

6 September 2009

From:

Property is us

4866 Grey Fox Farm Road

Baytown, TX 77520

To:

Shelley G. Johnson

4217 Canis Heights Drive

Los Angeles, CA 90017

Subject: Reply to the recent correspondence

Dear Mrs. Johnson,

This letter is a reply to your recent correspondence of 1 September 2009 in which you BT building in Los

Angeles is put on for sale. I dont know how did you receive this information but I confirm that it is true.

All the parts of this building are for sale.

However, you must wait till the sale of it will be announced publicly so all the candidates will have

chances to buy it. This particular building is going to be sold only by auction and I cant open the further

details to you till the auction will be started. Our agents still discuss the price and the date for the

opening.

When everything will be done you will receive a letter with the further information about this process.

Yours faithfully,

Jack Bill,

Property is us


3/12

Letter of request-To write a requesting letter, keep it simple and the first paragraph, tellthe recipient why you are writing then if appropriate, give the person you are writing topertinent information to help them remember who you are again briefly explain what it is you

want the reader to do, if there is a deadline involved, share that information as well also give thereader all the information they need to comply with your request then include any supportingdocumentation the recipient may need also list your contact information, including full name,

mailing address, phone number and e-mail address in the body of the letter again ask the readerto contact you if they have any questions or concerns about your request and finally thank theperson for their assistance.

Example

John Doe

1234 Fawn St.


4/12

Purchase order letter-A purchase order is used by businesses when they make apurchase. It is a request for the product or service and promise of payment.

Example

August 15, 2013

[Insert name & address of Customer]

RE: PURCHASE ORDER NO. {insert PO #}

[insert product # amount]

SALES ORDER NO.

Dear Sir or Madam:

We are pleased to acknowledge receipt of the subject order for [insert amount and product being ordered]units in the amount of [insert $amount] on behalf of [insert division name], a division of Heat TransferProducts Group, LLC.

Please be advised that we will be shipping in accordance with the schedule indicated on our sales orderacknowledgment [or insert ship date in this letter].

Our acceptance of this order is based on the incorporation of the following:

(1) Exhibit A, Terms and Conditions of Sale, inclusive of our standard Manufacturers Warranty andLimitation of Liability. (if applicable)

(2) No other terms or conditions shall apply.

Please indicate your acceptance of the above by signing below and returning the duplicate copy of thisletter for our records.

If you have any questions, please feel free to contact [contact person] at [telephone number].

Sincerely yours, AGREED:

BY: _______________________________

TITLE: ____________________________


5/12

Acknowledgement Letter-A letter of acknowledgement is a document that intends toconvey sincere acknowledgement for someone's support that they gave to someone else.These letters are more formal and sincere than a standard thank you note. Letters ofacknowledgement should be written with the utmost sincerity and graciousness so that thereader greatly appreciates the acknowledgement

Example

Sample Acknowledgment Letter

(Date)

(Name of recipient)

(Position)

Dear (name of recipient)

We would like to acknowledge the receipt of ______________ (document

name). We are presently examining it and if there are no issues to be

addressed, the signed (document) will be returned to you within ______business days. If there are any further concerns regarding the (document),

we will contact you by (date).

Thank you for your continued trust in our company and we look forward to

doing business with you in the future.

Respectfully yours.

(Name of sender)

(Position in company, company name)


6/12

Remittance Letter- Also known as a letter of remittance or a transit letter,a remittance letter is a document that is enclosed with a payment. The purpose of the letter is toreference the reason for the payment or remittance, as well as supply other information that willassist the creditor in recording the receipt of the payment properly. While the exact contents ofthe letter will vary depending on the nature of the business arrangement and local custom, thereare a few basic details that are considered essential for a well-written transit letter

Example

Amsterdam, 16th September 2001

To: Mykia Furniture

(address)

Dear Sir,

We thank you for your consignment of garden furniture on the 15th September 2001, the goods

have been received in good condition.

We enclose a cheque for EUR 1000 (EUR One Thousand Only), in full settlement of account

towards supply of goods as per your invoice number 82615.

Please acknowledge the receipt of the above mentioned cheque and credit us with the amount.

Thanking you in advance.

Sincerely yours,

(signature)

(name)

(position)


7/12

Transmittal Letters-A transmittal or coverletteraccompanies a larger item, usually a

document. The transmittal letter provides the recipient with a specific context in

which to place the larger document and simultaneously gives the sender a

permanent record of having sent the material.
http://www.mit.edu/course/21/21.guide/letters.htmhttp://www.mit.edu/course/21/21.guide/letters.htmhttp://www.mit.edu/course/21/21.guide/letters.htmhttp://www.mit.edu/course/21/21.guide/letters.htm


8/12

Letter of invitationSometimes, when you apply for a visa to visit Canada, you are asked to provide a letter ofinvitation from someone in Canada. The following information will help your friend orrelative in Canada to prepare such a lette

Example

Name ad Surname of the recipient

Street Name and Number

Postcode and City

Country

Dear Mr. D. Jones,

You are kindly invited to a gala dress ball celebrating the birthday of MrsSarah Smith. The ball will take

place at the Crystal Hotel on Tuesday the 2nd of July. The dress code is formal.

Proceedings will start with a display of fireworks at 8 pm while a program of events will be delivered to

you upon arrival. A four course dinner will be served in the Montgomery hall at 9.00, whereby Mrs Smith

will make her arrival and welcome each of you personally. Free parking will be on disposal to guests at

the front gate of the venue.

Please complete full details on the attached Rsvp and return to the address stated above by the 3rd of

July. Unfortunatelly we are not in position to accept replies received after this date. On behalf of Ms

Smith, I look forward to your attendance.

Mr. V. James

Assistant to Mrs Smith.


9/12

Authorization letter gives a third party permission to act on your behalf. You may need someone

to assist you with your financial matters, legal issues or health directives. A properly written

authorization letter will accomplish this. Follow these steps to make an authorization letter.

Example

Mary Clark

111 Main St.


January 12, 2013

Julie Davis

5432 Apple St.


To whom it may concern,

I, Mary Clark, mother of Lily Clark, age 2, authorize Julie Davis to perform any acts that are necessary to

ensure the health of my child while I am away and she is under Julies care. This includes any

doctor/hospital visits, medicine, vaccines, or surgeries. Lilys medical record number is 12334556.

This authorization shall be valid between the dates of February 20, 2013 to March 1, 2013.

Thank you for your assistance in this matter.

Sincerely,

Mary Clar


10/12

Claim LetterA claim letter is a formal letter written in order to claim for something. It can as well be writtento inform someone of incomplete or unsatisfactory work on a specific project. The language used

is usually very direct and contains no flowery words.

Example

Drivers Co.

3489 Greene Ave.Olympia, WA 98502

August 17, 2001

Richard Brown, President

Document Makers

Salem, MA 34588

Dear Mr. Brown:

As someone who has worked with your company for over 3 years, we were very disappointed to see

the documents you produced for our latest Drivers Co. publicity campaign.

As our written agreement stipulated, we expected full color leaflets with fancy explanatory texts, but

instead, we found that black and white photos had been included in the prepared leaflets. I think you

will agree that a communication problem exists.

We would like you to send out a photographer to provide us with the promised color coverage, or

provide us with a refund.

Yours truly,

(signature here)

Thomas R. Smith,

Director


11/12

Adjustment Letters

Replies to complaint letters, often called letters of "adjustment," must be handled

carefully when the requested compensation cannot be granted. Refusal of

compensation tests your diplomacy and tact as a writer. Here are some

suggestions that may help you write either type of adjustment letter

Green Tree Freight Co., Inc.Columbus, Ohio 45453

(315) 565-6789March 26, 19XX

Mrs. Phoebe F. HughesComplete Table, Inc.P.O. Box 3132

Austin, TX 78703

Subj.: March 24 letter about damaged freight

Dear Mrs. Hughes,

I have just received your March 24 letter about the damaged shipment you received through Green Tree Freight andregret the inconvenience that it has caused you.

From your account of the problem, I am quite sure that your request for the $240 adjustment on the damage to the 2crates of Valjean Cristal stemware will be granted. A certain amount of breakage of this sort does unavoidably occurin cross-country shipping; I am sorry that it was your company that had to be the one to suffer the delay.

I must remind you to keep the damaged crates in the same condition in which you received them until one of ourrepresentatives can inspect them. That inspection should take place within 2 weeks.

If all is in order, as it sounds to be in your letter, you can expect the full reimbursement within 2 weeks after ourrepresentative's inspection. I hope this unfortunate accident will not keep you from having merchandise shipped byGreen Tree Freight in the future.

Sincerely,

David F. Morgan, Customer Relations

Green Tree Freight Co., Inc.Columbus, Ohio 45453(315) 565-6789

[name]

[street address]

[city, state/province, zip/postal code]


12/12

[date]

letter inquiry

Documents