Letter of Inquiry

We write an inquiry when we want to ask for more information concerning a product, service or other information about a product or service that interests us. 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.
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.
exmple :

Many foundations prefer or even require grant-seeking nonprofits to submit an LOI, or Letter of Inquiry, before sending a complete proposal.
The LOI allows the foundation to quickly screen potential candidates for funding, making sure that they do not waste time on ill-conceived ideas or those that do not fit with the foundation's mission. For you, the nonprofit, the LOI is a way to get an invitation from the foundation to submit a complete proposal. Your goal is to get a call from the staff at the foundation, asking for more.
Martin Teitel, foundation veteran and author of "Thank You for Submitting Your Proposal," provides these tips to writing a good LOI:
- If the foundation has published guidelines for an LOI, follow them exactly. These might be called suggestions or guidelines rather than rules. In any case, follow them precisely. Not doing so ensures that your LOI will not get very far in the foundation's screening process.
- Type "Letter of Inquiry" at the top of your letter. LOIs receive a very quick initial screening to weed out irrelevant mail. It is helpful if you make it plain that you are submitting an LOI right from the get go.
- A typical LOI is three pages long, plus a budget, and includes the following:
- A brief and "catchy" title. The title should catch the attention of the reader and draw him into continuing.
- A one- or two-sentence summary of your project. Make it concise, compelling, and clear. The summary should:
- Answer the question, "What are we doing?" Teitel suggests that you get a few people together and ask this question, and see what you come up with.
- Receive your utmost attention. Put the most effort into writing the first sentence of the summary. Write and rewrite it.
- Strike a tone suitable to the foundation's interests. Learn from, but don't copy professional marketers. Use interesting, even riveting prose, but don't write as though you are selling soap. Even though you want the foundation to "buy" your idea, your ultimate goal is a partnership with the foundation to address a need.
- Not use buzzwords that make unrealistic claims or general, unverifiable, statements. Don't use "unique," "cutting edge," or "raises awareness." Don't use flowery adjectives and vague generalities.
- Include facts, concrete verbs, and sentences that show action. Emulate good journalistic writing. Don't manipulate, exhort or lecture the reader.
- An explanation of the issue you are addressing and how you will do it.
- A description of your organization.
- A budget. This may or may not be required. Refer to the foundation's instructions.
• Make the LOI short and succinct. Although the LOI is a mini- proposal, do not just chop down your proposal to fit on three pages. The LOI should capture the essence of your proposal briefly but powerfully. Do not just cut and paste from a proposal, nor let your enthusiasm for your cause result in pages and pages of information.
Teitel suggests that you keep in mind that your goal is to have a proposal invited. Write that on a post-it note and stick it on your computer as you work. Teitel says, "Every single word in your Letter of Inquiry needs to be held up to this test....Don't use the LOI to make grand-scale points about the state of the world, show your erudition or wit, or argue the fascinating minutiae of soccer field care."
Your LOI can make or break your relationship with a foundation. It will only get you in the door, but that is the most important step of all.
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 Catalogue, 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)
Sample Letter of Inquiry :
This sample letter of inquiry is a good base from which to start, the italic lettering is where you have to insert your own information.
(Date)
(Address)
(Phone Number)
(Employer's Name and Title)
(Employer's Address)
Dear (Name of hiring manager)
I have been informed of a job opportunity as [specific position or area you are applying for] by [name of referrer]. I am very interested in such a position because [qualifications or related work & interests].
I am currently employed at [name of organisation] as [title of position].
or
I have just graduated from [name of academic organisation].[Achievements related to the position] [Note: Read Writing about achievements guide]
I look forward to discussing this job opportunity further and how I can contribute to the success of [name of organisation].
Sincerely,[sign your name ][type your name ]
Modify the Sample Letter of Inquiry, it is a good idea to add your own flavour.

Style of business letters
Legend:
1. Heading: Type the recipient’s name, page number, and Date and Reference Line from page 1. Type the heading across the page as shown, or type it flush with the left margin as in a full block letter. If you don’t know the recipient’s name, type the same thing as you did in the Inside Address on page 1; e.g., the company name.
2. Body: Indent the first sentence in paragraphs five spaces. Type two spaces between sentences. Keep it brief and to the point.
3. Complimentary Close: Type this five spaces to the right of center as shown on page 1, or right justify it with the date if you typed the Heading (1) across the page, as shown above. What you type here depends on the tone and degree of formality. For example,
• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)
4. Signature Block: Leave four blank lines after the Complimentary Close (3) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
• John Doe, Manager
• P. Smith
Director, Technical Support
• R. T. Jones – Sr. Field Engineer
5. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed it, just skip it since your name is already in the Signature Block (4). Common styles are below.
• JAD/cm
• JAD:cm
• clm
6. Enclosure Notation: This line tells the reader to look in the envelope for more documents. Type the singular for only one enclosure, plural for more. If you don’t enclose anything, skip it. Common styles are below.
• Enclosure
• Enclosures: 3
• Enclosures (3)
7. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don’t copy your letter to anyone, skip it.
Legend of picture number one
1.Return Address: If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to also include an email address.

2.Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

3.Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date If you're replying to a letter, refer to it here. For example,
• Re: Job # 625-01
• Re: Your letter dated 1/1/200x.

4.Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include
• SPECIAL DELIVERY
• CERTIFIED MAIL
• AIRMAIL

5.On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence, such as a resignation letter.Include the same on the envelope are
• PERSONAL
• CONFIDENTIAL

6.Inside Address: Type the name and address of the person and/or company to whom you're sending the letter, three to eight lines below the last component you typed. Four lines are standard. If you type an Attention Line (7), skip the person's name here. Do the same on the envelope

7.Attention Line: Type the name of the person to whom you're sending the letter. If you type the person's name in the Inside Address (6), skip this. Do the same on the envelope

8.Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or gender. Some common salutations are
• Ladies:
• Gentlemen:
• Dear Sir:
• Dear Sir or Madam:
• Dear [Full Name]:
• To Whom it May Concern:

9.Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it's not really necessary for most employment-related letters, examples are below.
• SUBJECT: RESIGNATION
• LETTER OF REFERENCE
• JOB INQUIRY

10.Body: Type two spaces between sentences. Keep it brief and to the point.

11.Complimentary Close: What you type here depends on the tone and degree of formality. For example,
• Respectfully yours (very formal)
• Sincerely (typical, less formal)
• Very truly yours (polite, neutral)
• Cordially yours (friendly, informal)

12.Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are
• John Doe, Manager
• P.Smith Director, Technical Support
• R. T. Jones - Sr. Field Engineer

13.Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters. If you typed your own letter, just skip it since your name is already in the Signature Block (12). Common styles are below.
• JAD/cm
• JAD:cm
• clm

14.Enclosure Notation: This line tells the reader to look in the envelope or more. Type the singular for only one enclosure, plural for more. If you don't enclose anything, skip it. Common styles are below.
• Enclosure
• Enclosures: 3
• Enclosures (3)

15.cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order. If addresses would be useful to the recipient of the letter, include them. If you don't copy your letter to anyone, skip it.