Notes on Inquiry/Information Request Letters

Notes on Inquiry/Information Request letters

1)      Begin this letter with a subject line. The subject line should mention briefly the thing for which you are sending in an inquiry or requesting information.
Read our examples of ‘Inquiry/Information request letter’ to get a clear idea on how to write the subject line.

2)      In the first/introductory paragraph:

      a)      Begin directly by stating your purpose for writing the letter in the form of a question.

3)      In the second/main story paragraph:

      a)      Follow a direct strategy in this type of letter. Avoid using an indirect strategy.

      b)      Begin with a little appreciation of the receiver.

      c)       Then mention the goal of collecting the information with a brief discussion of the main story.

      d)      Start asking questions by stating a rhetorical question i.e. a question without a question mark.

      e)      Mention your main questions in standout form i.e. 

i)        use bullets,

ii)       separate paras,

iii)     questions in question form (with question mark), &

iv)     rank the questions.

            f)       Your questions might either be open ended or close ended question. The difference is:

i)        Open ended questions are opinion based questions i.e. their answers are detailed & informative.

ii)       Close ended questions are questions that are always answered in either ‘Yes’ or ‘No’.

4)      In the third/last paragraph:

      a)      Present the specific action with the end date.

      b)      Express appreciation but do not thank the recipient in advance.

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