Notes on Inquiry/Information Response Letter

Notes on Inquiry/Information Response Letter

1.       Answer the inquiry/information request letter favorably as whatever stated or implied.

2.       Check all your facts and figures first before responding to an inquiry/information request letter.

3.       Since you will answering to an inquiry/information request letter on your company’s letterhead/stationary, ensuring that whatever you are writing is current and factual is in your own benefit. This is because if any decision of the inquirer goes wrong based on the information you provided, can lead you to serious litigation issues.

4.       Inquiry/information response letter follows a direct strategy.

5.       Subject line plays a vital role in this letter to refer to the earlier correspondence and aware the readers what they are going to read.

6.       In the first/introductory paragraph:

a.       You can either begin directly by saying ‘Yes’ and start writing your responses, or

b.      You can delay the answers by using a different style, for example saying ‘Thank you’ and adding a little appreciation for the reader.

      7.       In the second/main-story paragraph, format your answer using the following approach:

a.       Arrange the information logically.

b.      Make it readable.

c.       Provide list, table, bold face and italics.

      8.       In the third/last paragraph:

a.       End with a pleasant closing remark, and

b.      Show willingness to help the reader.

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