1. Write an inquiry to ask for more information concerning a product, service or other information about a
product or service. These letters are often written in response to an advertisement that we have seen in
the paper, a magazine, a commercial on television when we are interested in purchasing a product, but
would like more information before making a decision. Inquiries are also written to ask for business
contact information to develop new business. For further types of business letters use this guide to
different types of business letters to refine your skills for specific business purposes such as making
inquiries, adjusting claims, writing cover letters and more.
Remember to place your or your company's address at the top of the letter (or use your company's
letterhead) followed by the address of the company you are writing to. The date can either be placed
double spaced down or to the right.
Important Language to Remember
The Start: Dear Sir or Madam
To Whom It May Concern - (very formal as you do not know the person to whom you are
writing)
Giving Reference: With reference to your advertisement (ad) in...
Regarding your advertisement (ad) in ...
Requesting a Catalog, Brochure, Etc.: After the reference, add a comma and continue ... , would (Could) you please send me ...
Requesting Further Information: I would also like to know ...
Could you tell me whether ...
Signature: Yours faithfully - (very formal as you do not know the person to whom you
are writing)
An Example Letter
Kenneth Beare
2520 Visita Avenue
Olympia, WA 98501
Jackson Brothers
3487 23rd Street
New York, NY 12009
September 12, 2000
To Whom It May Concern:
With reference to your advertisement in yesterday's New York Times, could you please send me
a copy of your latest catalog. I would also like to know if it is possible to make purchases online.
Yours faithfully

2. (Signature)
Kenneth Beare
Administrative Director
English Learners & Company
Can you take on explaining the difference between “inquire” and “enquire?”
These are two spellings of the same word, which means to seek information about something or
to conduct a formal investigation (usually when followed by “into”). The corresponding noun is
enquiry or inquiry.
Either spelling can be used, but many people prefer enquire and enquiry for the general sense of
“ask”, and inquire and inquiry for a formal investigation:
I enquired his name
The first enquiry in my inbox today was about lost property.
We are going to inquire into the incident.
The lawyers asked when the inquiry will be completed.
In practice, enquire and enquiry are more common in British English, and inquire and inquiry
are more common in US English, for both informal questions and formal investigations.
However, the Guardian (a British newspaper) tells writers to “use inquiry” and the Oxford
English Dictionary seems to recognise inquire as the more dominant form, deeming enquiry:
”An alternative form of INQUIRE. The mod. Dicts. give inquire as the standard form, but
enquire is still very frequently used, esp. in the sense „to ask a question‟.”
So, it‟s up to you which spelling you use, though if you‟re writing for a particular publication,
it‟s worth asking about their house style. Sticking with inquire is probably best if you‟re at all
unsure, and whichever you pick, be consistent!
Letters of Enquiry
The word “Enquiry” refers to investigate or find out fact about anything and in Business Correspondence
it means asking for information about prices, quality, quantity and terms for supply of goods. In
business, it’s important to ask for information about the desired goods before purchasing so there is
need to collect information before taking any decision. In hot pursuit to buy goods at favorable
businessman writes or corresponds with manufacturers or traders for the information about the price,
quality, quantity and other details. These written letters about the information can be termed as
“Letters of Enquiry”.
In other words, letter writing in business asking for information about the goods or services by the
intending buyer from the manufacturer, seller, dealer or supplier may be called a Letter of Enquiry.
Types of Enquiry:

3. The business enquiries are of different types and they can be classified as:
(a) Solicited Enquiry – This enquiry is request for information by the intending buyer after being
convinced through any advertisement or communication from the seller or supplier. These enquiries can
be found in newspapers and magazines and is generally displayed as “for details contact…” which means
that the intending buyer should write to the advertiser to seek for information or details. Such type of
enquiries can be called as “Solicited Enquiry”.
(b) Unsolicited Enquiry – This enquiry is the information asked by the intending buyer about desired
goods or services without the influence of advertisement or seller’s advice. In this type of enquiry, the
intending buyer corresponds or communicates by seller by his information about the desired goods or
services and so they are called unsolicited enquiry.
Sources of Enquiry:
There are many sources of enquiry that intending buyer may seek and they are as follow:
(1) Daily Newspapers
(2) Trade/Commercial magazines
(3) Directories
(4) Catalogues & Price List
The intending buyer can get the mane and address of the desired supplier or manufacturer from these
sources of enquiry.
Contents of Letter: There is some essential information to be incorporated while writing the contents of
letter of enquiry and they are as follows:
(1) The intending buyer should write the purpose of making enquiry about the desired goods or services
to be purchased.
(2) The intending buyer should specifically write about the details of goods or services required. If there
is an enquiry about the goods/services then the enquiry can about quality, quantity, size, brand etc of
the product. If there is need for another queries like sample patterns, catalogues or price lists, then it
should be mentioned exclusively in the letter.
(3) The intending buyer should ask for the terms and conditions for the payment and delivery of the
goods or services.

4. (4) The intending buyer should show urgency of early information so that there should be expression of
hope in the desired enquiry from the supplier.
Drafting of an Enquiry Letter: Before drafting some important points to be considered and they are as
follows:
(1) The enquiry letter should begin with a direct question or questions. The information should be asked
directly without jumbling of words or ideas.
(2) If the source of enquiry is known then the same should be quoted in the beginning of an enquiry
letter.
(3) The enquiry letter should be directly properly to the requirements of goods or services should be
stated in a straightforward manner.
(4) The enquiry in the enquiry letter should be kept short as far as possible and it should be to the point.
(5) If there is any requirement about the information about catalogues and price lists then it should be
stated clearly in the form of a request.
(6) While writing the enquiry letter there has to be appropriate opening and closing sentences so that it
should look relevant with the subject.
There are few opening and closing sentences that can be followed and they are as follows:
Opening Sentences:
Please let us know whether you can supply…
Please let us know on what price, terms and conditions you can supply …
We understand from … that you can supply us…
Please send us a copy of your catalogue with price list…

5. Will you quote for the following goods …?
Closing Sentences:
On receipt of information, we may place an order for goods.
As the matter is urgent, we shall appreciate an early reply.
An early information about the goods/services is desired.
We shall appreciate early information.
We hope to hear from you soon.
Kinds of Business-Enquiry Letter: The letter of enquiry in business may be subdivided into the following:
(1) General enquiry of goods, services and other information etc, i.e. asking for price, quality, terms and
conditions.
(2) Tabulated Enquiry.
(3) Asking for catalogues and price-lists.
(4) Asking for samples, patterns etc.
(5) Asking for goods on approval on return basis.
(6) Asking for concessions and special terms.
On evaluating the essentials of drafting above given business enquiry letter the above mentioned
opening and closing sentences should be used.
General Enquiry
The letter about general enquiry consists of asking information about the prices and other terms for any
item required in day-to-day business. This enquiry can be for stationary products or office equipments
or any goods for sale. The drafting of such enquiry letter is easy and should start by putting questions
and giving details of the items required. Finally there has to be stress upon the urgency or information
so that the reply is received by the sender at the earliest. These types of letters should be written in
direct style and it should be abstained from writing introduction or preface. In this letter question is put
forward to the correspondent or reader of the letter. The letter should be closed after giving
information in brief.

6. If it is a letter of solicited enquiry then it is important to quote the source of enquiry in the beginning of
a letter.
Specimen is illustrated below:
A Letter of General Enquiry (Unsolicited)
Grams: KINGS Tel: 91-011-2896773
KINGS ENTERPRISES LIMITED
(General Merchants)
B-10, Rajouri Garden, New Delhi – 110027
Ref. No. KINGS/Purchase/ 99/3412 15th July 1999
Messrs. Khanna Electricals
25, Bhagirath Palace,
Chandni Chowk,
Delhi
Dear Sirs,
Sub: Enquiry about electrical appliances
Please let us know whether you can supply us the following items. If so, please quote your price with
terms and conditions.
1. Orpat Electric Iron 10 Nos.
2. Orpat Toaster 5Pcs.
3. Orpat Geyser 2Pcs.
On receipt of information, we may place an order with you for the above mentioned items.
Yours Faithfully,
For Kings Enterprises Limited
Director

7. A Letter of General Enquiry (Solicited)
B.K ENTERPRISES
105, Bhagirath Palace, Chandni Chowk
Delhi-110006
Ref. No. BKE/Pur/98/6756 5th June 1998
Messrs. Bright Sales Corporation
52/7, New Friends Colony,
New Delhi.
Dear Sirs,
Sub: Enquiry for room heaters
We understand from M/s Raj Electrical, Rajinder Nagar, New Delhi that you are manufacturing “Best”
Room Heaters and you wish to sell them through the network of local dealers. Please inform us the
prices and other important details and terms on which you can supply us room heaters.
As the matter is urgent, we shall appreciate an early reply.
Yours Faithfully,
For B.K Enterprises
Director
Tabulated Enquiry
Tabulated enquiry is those where information is asked through several points or questions in serial
order. The information asked can be divided into several parts and all points are serially numbered. This
type of letter writing is useful for both the reader and writer as it clearly specifics the points within the
letter. The information can be conveniently asked and replied.
Letter of Tabulated Enquiry: (In Modified Indented Form)
Grams: ABCL Tel: 91-011-2355899

8. A.B.C. CORPORATION LIMITED
(Dealers in electrical parts)
Chandni Chowk, Delhi -110006
Ref. No. ABCL/Sales/98/4572 2nd June 1998
Messrs. X.Y.Z India Ltd.,
Agra (U.P)
India
Dear Sirs,
Agency for “Bajaj Electricals” products
We wish to have agency for sale of “Bajaj Electricals” products manufactured by you. We are having a
big show room of our own in the multiplex area and there is no big dealer in our area.
However, we would like to procure the following information from you:
1. How much amount of security deposit –cash or personal - is required for the agency of “Bajaj
Electricals”?
2. How many cartons of “Bajaj Electricals” products could be available for sale per month?
3. Would it be necessary to have a separate workshop for servicing or repairs for your products?
4. What other facilities are available for sale and servicing of “Bajaj Electricals” products and on what
terms?
We shall appreciate early information for the above mentioned points.
Yours Faithfully,
For A.B.C CORPORATION LIMITED
Director
Asking for Catalogues and Price Lists
K.B.C ENTERPRISES
25, Khan Market,
New Delhi

9. 19th May 1999
Ref. No. KBCL/S/99/6754
M/s Videocon Electronics
5, Okhla Industrial Area Phas-1
U.P
India,
Dear Sirs,
Reg. Catalogues and Price lists of T.V Sets
Please send us a copy of your catalogue and price lists of 21 inch and 29 inch Colour Televisions of
“Videocon” brand and also copies of any descriptive leaflets that can be conveyed or passed on to the
prospective clients.
We shall appreciate an early reply about the desired information.
Yours Faithfully,
For K.B.C ENTERPRISES
Proprietor
Asking for Samples and Patterns
(Semi-blocked style)
VENUS ENTERPRISES
7, South Extension Part-1
New Delhi
16th April 1998
Ref.No VEL/Sales/98/2341
M/s Reliance Industries
Vadodra
Gujarat,

10. Dear Sirs,
We have seen your advertisement in the current issue of “India Today” in respect of latest collection of
men’s polyester suiting and shirting’s. We shall feel obliged if you can send us by return of post your
latest patterns and samples along with price list for entire range.
We have big showroom with an area of 1000sq.m in the main market so we will be requiring large
quantities of suiting and shirting in each range on regular basis.
Please arrange to send us the latest patterns and sample as early as possible.
Yours Faithfully,
For VENUS ENTERPRISES
Managing Director
Asking for Goods on Approval OR Return Basis
A.B.C PRIVATE LIMITED
15, Nai Sarak,
Chandni Chowk, Delhi-110006
18th April 1999
Ref.No. ABCL/Sales/99/2567
M/s Duckback Industries Limited,
Andheri (West)
Mumbai,
Dear Sirs,
There have been enormous demand by our customers in the school bags and accessories you
manufacture for primary and secondary school students and they are enquiring about quality, price,
durability etc.
We shall feel obliged if you could please send us 100 pieces of school bags for every age group on
approval or return basis.

11. If we find the quality and price satisfactory then we expect to purchase more from you. Before placing a
large order of the bags, we would like you to send the above quantity of the desired products on
approval basis.
The remaining of the unsold pieces within a period of one month from receipt thereof would be
returned to you at our expense.
We hope to hear from you very soon.
Yours Faithfully,
For A.B.C Private Limited
Director
Asking For Concessions and Special Terms
(Modified Indented style)
BOBBY PRIVATE LIMITED
50, Hauz Khaz Market,
New Delhi
22nd March 1999
Ref. No BOPL/Sales/99/8912
M/s. Prestige Industries
Faridabad (Haryana)
Dear Sirs,
We are leading home appliances dealers in Hauz Khaz Market, New Delhi. We wish to purchase a large
quantity of “Prestige” brand pressure cooker and non stick kitchen wares of all sizes from you.
Please send us your catalogue and current price lists of all sizes with details of their dimensions.
Please inform us whether you can allow us any special discount over and above the usual one allowed to
others, in case we place a large regular order with you for supply of 250 pressure cooker and non stick
range.
An early information about the desired information will be appreciated.

12. Yours Faithfully,
For BOBBY PRIVATE LIMITED
MEMORANDUM (memoranda)
Pronunciation (US):
Dictionary entry overview: What does memorandum mean?
• MEMORANDUM (noun)
The noun MEMORANDUM has 1 sense:
1. a written proposal or reminder
Familiarity information: MEMORANDUM used as a noun is very rare.
Dictionary entry details
• MEMORANDUM (noun)
Sense 1
Meaning:
A written proposal or reminder
Classified under:
Nouns denoting communicative processes and contents
Synonyms:
memo; memoranda; memorandum
memorandum [BACK TO TOP]

13. Hypernyms ("memorandum" is a kind of...):
note (a brief written record)
Hyponyms (each of the following is a kind of "memorandum"):
aide-memoire; position paper (a memorandum summarizing the items of an agreement (used
especially in diplomatic communications))
Memo (short for memorandum) is a business-oriented style that is best suited for interoffice
or intercolleague correspondence. More informal in tone and organization than a letter,
memos are generally used to provide or ask for information, announce a new policy, update
on personnel transfers, or for any other internal issues.
Elements of an Effective Memo
An effective memo:
grabs the reader's attention
provides information, makes a recommendation, or asks for action
supports your position or explains benefits to reader
mentions next steps and deadlines
When composing a memo, follow the same rules for good writing outlined on our How to
Write an Effective Letter page. Always take the four-step approach to writing: plan what you
want to say, write a draft, revise the draft, and edit.
Types of Memos
There are four types of memos you might have to write, each with its own organizational
format: information, problem-solving, persuasion, and internal memo proposal.
Information Memo
used to deliver or request information or assistance
first paragraph provides main idea
second paragraph expands on the details
third paragraph outlines the action required
Problem-solving Memo
suggests a specific action to improve a situation
first paragraph states the problem
second paragraph analyzes the problem
third paragraph makes a recommendation
when making a recommendation, include not only the positive details but also the
drawbacks and diffuse them yourself

14. Persuasion Memo
used to encourage the reader to undertake an action he or she doesn't have to take
first paragraph begins with an agreeable point
second paragraph introduces the idea
third paragraph states benefits to the reader
fourth paragraph outlines the action required
fifth paragraph ends with a call to action
Internal Memo Proposal
used to convey suggestions to senior management
first paragraph states reason for writing
second paragraph outlines present situation and states writer's proposal
third paragraph describes advantage(s)
fourth paragraph mentions and diffuses disadvantage(s)
fifth paragraph ends with a call to action
Memo Parts
More informal in appearance and tone than a letter, a memo is set up in a special format.
Headings, lists, tables or graphs are often used to make the information more readable.
All memos consist of two sections: the heading and the body. The heading indicates who is
writing to whom, when, and why. The heading should include the following parts:
1. To
lists the names of everyone who will receive the memo
includes the first and last name and titles or departments of the
recipients for formal memos, memos to superiors, or if everyone
on the list does not know each other
if all recipients know each other's names and positions, use just
the first initial and last name of each recipient
can be listed alphabetically or by rank
if it is not possible to fit all the names in the To: area, use the
phrase "See distribution list"
at the end of the memo add the word "Distribution" and then list
the names of the people who will receive a copy of the memo
arrange the names by rank, department or alphabetically
2. From
lists the name of the writer(s) in the same way as the name(s) of
the recipient(s)
there is no complimentary close or signature line, but authors
initial their names on the From: line

15. 3. Date
lists the month, date, and year the memo was written
do not use abbreviations
avoid using numbers for months and days
4. Re: or Subject
indicates the main subject of the letter
should be as specific and concise as possible
5. Cc or c
lists those readers who should have a copy of the memo for their information or
reference but are not expected to carry out the same action as the recipients listed in
the To: line
"cc" can also be placed at the end of the memo below the distribution list (if used)
The body of the memo conveys the message and generally consists of 4 parts:
1. Introduction
states the general problem or main idea
2. Statement of facts
states the facts or discusses the problem or issue
3. Argument
explains importance or relevance of facts
4. Conclusion
summarizes the main idea, suggests or requests action
memos do not have a complimentary close or signature line
memos end with a call to action
A memo is:
a hard-copy (sent on paper) document

16. used for communicating inside an organisation
usually short
contains To, From, Date, Subject Headings and Message sections
does not need to be signed, but sometimes has the sender's name at the bottom to be more
friendly, or the sender's full name to be more formal. If in doubt, follow your company
style.
Example
Memos
MEMO
MEMO
Katherin
e Chu,
Regional
Manager
From: Stephen
Yu,
Sales
Date: 20
Novemb
er 2012
Subje Notificat
ion of
ct:
My
Resignati
on
To:
I am writing to
inform you of
my intention to
resign from G &
S Holdings.
I have
appreciated
very much my
four years
working for the
company. The
training has
been excellent
and I have
gained valuable
experience
working within
an efficient and
professional
To:
From:
Date:
Subject:
Health & Safety Committee
Joe Chan, Chairperson, H&S Ctte
20 Nov '12
Room change for next meeting
The meeting on Saturday, 22 December
has been changed to Room 101.
To:
From:
Date:
Subject:
My darling Jane
John
Yes, please ;-)
Chocolate
I had a great time last night, let's do it again soon.
Hope you like this chocolate.
Love, John

17. team
environment. In
particular, I
have
appreciated
your personal
guidance during
these first years
of my career.
I feel now that
it is time to
further develop
my knowledge
and skills base
in a different
environment.
I would like to
leave, if
possible, in a
month's time on
Saturday, 22
December. This
will allow me to
complete my
current
workload. I
hope that this
suggested
arrangement is
acceptable to
the company.
Once again,
thank you for
your support.
.
CONTACT COMPUTER GRAPHICS
MEMORANDUM
To:
From:
Date:
Subject:
S M Chan, General Manager
Samantha Ng, Office Manager
20 November 2012
Purchase of a Microwave Oven
1. Introduction
At the monthly staff meeting on Saturday, 17 November 2012, you requested information about
the possible purchase of a microwave oven. I would now like to present these details.

18. 2. Background
Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place
to buy lunch.
3. Advantages
Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes
and reheat their food. Also, staff members are less likely to return to work late after lunch.
4. Staff Opinion
A survey found that staff would like to use the microwave oven.
5. Cost
Details of suitable models are given below:
Brand
Model
Price
Philip
M903
$2,800
Sharpe
R-3R29
$2,600
Sonny
6145 X
$2,400
6. Request
If this meets with your approval, we would appreciate it if you could authorise up to $3,000 for
the purchase of the microwave oven.
Samantha Ng
Samantha Ng
Why write memos?
Memos are useful in situations where e-mails or text messages are not suitable. For example, if
you are sending an object, such as a book or a paper that needs to be signed, through internal
office mail, you can use a memo as a covering note to explain what the receiver should do.
How to write a memo
Memos should have the following sections and content:

19. 1. A 'To' section containing the name of the receiver. For informal memos, the receiver's
given name; e.g. 'To: Andy' is enough. For more formal memos, use the receiver's full
name. If the receiver is in another department, use the full name and the department
name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very
formal.
2. A 'From' section containing the name of the sender. For informal memos, the sender's
other name; e.g. 'From: Bill' is enough. For more formal memos, use the sender's full
name. If the receiver is in another department, use the full name and the department
name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very
formal.
3. A 'Date' section. To avoid confusion between the British and American date systems,
write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.
4. A Subject Heading.
5. The message.
Unless the memo is a brief note, a well-organised memo message should contain the
following sections:
a. Situation - an Introduction or the purpose of the memo
b. Problem (optional) - for example: "Since the move to the new office in Kowloon
Bay, staff have difficulty in finding a nearby place to buy lunch."
c. Solution (optional) - for example: "Providing a microwave oven in the pantry
would enable staff to bring in their own lunchboxes and reheat their food."
d. Action - this may be the same as the solution, or be the part of the solution that
the receiver needs to carry out; e.g. "we would appreciate it if you could authorise
up to $3,000"
e. Politeness - to avoid the receiver refusing to take the action you want, it is
important to end with a polite expression; e.g. "Once again, thank you for your
support.", or more informally "Thanks".
6. Signature
This is optional. See above.
Exercise
Instructions:
Match the items in the boxes on the left with the items on the right:
1. Drag the item you want to move to the correct table cell where you want the item to go.
The words will swap position.
2. If an item is in the right position, it will have a green background and a tick.
3. When all the table cells are green and have ticks, you have finished.