Notes of Letter of Enquiry / Inquiry

An Enquiry letter is a formal letter, written to enquire and get details regarding something that a
person is interested in. It could be written with respect to an item that a person is interested in
buying, a course that a person wants to study, a vacation trip that a person wants to go on, etc. A
letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships,
projects, sales, pre-proposals and others.
As the sender of an Enquiry letter needs information about something, the enquiry letter must
mention the contact details of the sender where the said information has to be sent so that the
recipient can authenticate the source of the inquiry. It must contain the particulars of the thing
enquired about.

Suggestions to write an inquiry letter:

• Give a brief introduction about yourself. (Your organisation.)

• State reasons for the enquiry
• Provide the details about the thing or subject of inquiry.
• Clearly state what information you are seeking
• If you require a detailed information, write your questions accordingly.
• If you require the information by a particular date, then do mention in the letter.
• Thank them for their time and consideration at the end.
• Close with a statement which would elicit quick response.

FORMAT:

The Format of an Enquiry Letter is as follows –

1. Sender’s address

2. Date: 1st December 2021

3. Receiver’s designation & address

4. Salutation (Sir / Madam)

5. Subject: Inquiry regarding ……………………..(to be underlined)

6. Body
Paragraph 1:
Introduction: The purpose of the introduction is to provide your audience with the basic
information of who, what, and why.
I. Introduce yourself and where you are from.
II. Provide a statement of purpose.
III. Include some subtle flattery.
(After reading your advertisement regarding …………………….., I wish to…..)

Paragraph 2: Detail of the enquiry

• Duration of course
• Fee structure
• No. of students per batch
• Transport facilities
 Paragraph 3: Conclude / end
(I will be grateful if you could send me the brochure along with the enrolment form so that I
could register in the course at the earliest.)

7. Complimentary Closing
8. Sender’s name, signature and designation (if any)

Refer to the following writing tips before writing an Enquiry Letter:

• It should be written like a formal letter. It must include the sender’s contact details, address
at the beginning of the letter.
• It must contain all the aspects of the enquiring item.
• It should contain the date and address of the receiver.
• Add the subject of the letter precisely to give some idea of what will be discussed in the
letter.
• Make sure to add a salutation at the start and your signature, name, and designation at the
end of the letter.
• It should be written concisely and clearly.
• Mention the reason and enquiry details.

Sample of Enquiry Letters:

1. You are Rama/Ramesh of D–105, Lajpat Nagar, New Delhi. You want information about
German Language Courses at German Embassy, Chanakya Puri, New Delhi. Write a letter
to the Director inquiring about the same. (100-120 words)

D–105, Lajpat Nagar

New Delhi 1100XX

12 August 20XX

The Director
German Embassy
Chanakya Puri
New Delhi 1100XX

Sir/Madam
Subject: Inquiry regarding German Language Courses

I wish to make certain enquiries about the German language courses offered by your reputed
Institution. I have just completed Class X and want to pursue my career in German. I have always
had a flair for language and have wanted to be a multilingual. Hence the desire to learn the German
language.

I would like to know the following information:

• Admission procedure
• Duration of the course
• Fee structure
• Timing of the class
• Transport facilities
I will be grateful if you could send me the brochure along with the enrolment form enabling me to
register myself for the course at the earliest. Please also find enclosed with the letter a draft of
200/– for the brochure. Any balance money shall be paid on receipt of the same.

Thanking you.

Yours truly
Rama Roy

2. You are Anshul/Anshika, a student of class X and resident of 56 D, Ring Road, ITO, New
Delhi, and want to be a choreographer. Write a letter to the Director, National Institute of
Choreography, Noida, seeking information about their course, admission procedure,
eligibility criteria and other necessary details. (100-120 words)

56 D, Ring Road, ITO

New Delhi - 1100XX

1 April 20XX

The Director
National Institute of Choreography
Sector 16, Noida - 102XXX

Sir
Subject: Inquiry regarding Course in Choreography

Refer to your advertisement regarding the courses in choreography offered by your reputable
Institute in The Times of India dated 25th March 20XX, I want to state that I am currently in X class
and preparing for my final exam. I am very much interested in dancing and want to take it as a
career. I am also given to understand that this Institute is by far the best so far as choreography is
concerned and I would very much like to be part of it.

I would be highly grateful if you could provide me with the following information:
• Courses offered
• Duration of the course and timing
• Admission procedure
• Department and programme faculty
• Funding opportunities
• Scholarships available
• Eligibility criteria
• Hostel facilities

Kindly send me the brochure along with the enrolment form at the earliest so that I could register
myself for the course.

Thanking you.

Yours truly
Anshul Malhotra
3. You are interested in a short–term course in computer graphics during the holidays.
Write a letter to the Director, Fortune Graphics Computers, inquiring about their short–
term courses and asking for all the necessary details. You are Anuj / Anju of 28 A, Uttam
Nagar, New Delhi.

28 A, Uttam Nagar
New Delhi - 1100XX

12 April 20XX

The Director
Fortune Graphics Computers
Laxmi Nagar
New Delhi - 1100XX

Sir/Madam
Subject: Inquiry about the short–term courses in Computers

This is with reference to your advertisement in the Times of India dated 11th July 20XX. The
advertisement was a comprehensive one and offered a variety of courses. Since it’s the age of
technology, my interest is in line with it. I am a class X student and wish to pursue a course in
computer graphics during the summer vacation after my board exams.

I would like to know in detail about the courses offered by your reputed Institute. Please, send me
the following details of the programme:
i) Courses offered
ii) Duration
iii) Class timing and fee structure
iv) Eligibility
v) Students per batch
vi) Facility of evening or part-time batches
vii) Whether recognised by any other university or not
viii) Transport facility
ix) Future prospects of the course

Kindly send all necessary details at the earliest. A stamped self-addressed envelope is attached
with this letter for the prospectus. The payment for the prospectus / brochure shall be made at
the time of the delivery.

Thanking you.

Yours truly
Anuj Singh
4. You are Rahul / Renu of 97, Prashant Vihar, Saharanpur, Uttar Pradesh, studying at a
coaching centre in Model Town, Delhi. You need accommodation for yourself. Write a
letter to the Manager of Paying Guest Services, 108, Students Complex, Model Town,
Delhi, inquiring about the details such as the type of accommodation, monthly charges
and other facilities.

97, Prashant Vihar

Saharanpur
Uttar Pradesh XXXXXX

18 July 20XX

The Manager
Paying Guest Services
108, Students Complex
Model Town
New Delhi 1100XX

Sir
Subject: Inquiry about Accommodation

I came across your advertisement in the Indian Express dated 16th July 20XX and would like to
know in detail about the accommodation offered by you. I have earlier too stayed at other paying
guest accommodations and my track record can be verified from my previous owners. I am a
resident of Saharanpur and studying in Delhi. I am preparing for CA. My coaching centre is in Model
Town and I would like to be accommodated near it to save travel time.

Kindly send me the details like:

• Type of accommodation offered
• Monthly charges
• Mode of payment
• Availability of meals
• Facilities available like attached bathrooms
• Wi–fi facility available or not
• Terms and conditions
Any other features that you think should be informed in advance, please do share.

I assure you that the rental payments shall be made on time. Please, send the details as soon as
possible at the address given above.

Thanking you.

Yours truly
Rahul Srivastava
5. As a health-conscious person, you noticed an advertisement in the newspaper on yoga
classes in your neighbourhood. Write a letter to the organizers enquiring about the
duration of the course and other relevant details. You are Swapna/Surendra of 60, R K
Puram, New Delhi.

60, R K Puram
New Delhi 1100XX

21 October 20XX

The Organizer
Yoga Point
R K Puram,
New Delhi 1100XX

Sir
Subject: Inquiry about Yoga classes

I came across your advertisement in The Hindu dated 20th October 20XX. I would like to know the
details about Yoga classes offered by you. I am a student of class X.
I wish to pursue Yoga classes in the evening. As a health-conscious person, I feel Yoga not only
is an exercise of the body but it is also of the mind and soul. I am very keen to join these classes
as this is the need of the ailing society today.

Kindly send me the following details:

• Courses offered
• Date of commencement of the courses
• Duration of the courses
• Timing of the classes
• Fee structure
• Any other relevant details of the courses

I would be thankful if you send the details as soon as possible at the address given above.

Thanking you.

Yours truly
Swapna Singh
6. You are interested to join a swimming club of repute in your town. Write a letter to the
secretary, College Square Swimming Club, Kolkata, enquiring about the details about
membership and other terms and conditions of the club. You are Monalisa of 143, Palm
Avenue, Kolkata.

143, Palm Avenue

Kolkata 700XXX

25 June 20XX

The Secretary
College Square Swimming Club
Kolkata 700XXX

Sir
Subject: Inquiry about membership

I came across your advertisement in the Telegraph dated 24th June20XX. I would like to know the
details about the membership of your club. I have heard very good reports about the hygiene part
of the pool and the swimming coaches who are extremely well–trained. All this has made me more
determined to join your swimming club. I am studying in class X and wish to pursue swimming
under a good coach.

Kindly send me all the following details:

• Availability of swimming coaches
• Monthly charges
• Duration of training
• Other terms and conditions

I would be grateful if you provide me the details as soon as possible at the address given above,
so that I can get myself registered at your swimming club.

Thanking you.

Yours truly
Monalisa Mehta