Senin, 12 November 2018
Definition
Inquiry Letter and Order Letter along with examples
Inquiry Letter is a letter written to
request information and/or ascertain its authenticity. A letter of inquiry
deals with various matters like job vacancies, funding, grants, scholarships,
projects, sales, pre-proposals and others. The term is common in various
business setups as it implies fund request or pre-proposal information. Owing
to this usage, the term may be considered exclusive to these setups alone. But
that is not the case, to this effect the below definition offers a justified
meaning.
Inquiry
Letter Definition
A
document requesting information sent on behalf of an individual or an
organisation for their own respective purposes, which can be mutually
beneficial to the recipient and the sender.
The
term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S.
and the latter one is more common in U.K. There are some other terms which
represent the letters; these are Letter of Intent, Letter of Interest, Query
letter, Prospecting Letter, Pre-proposal Letter and Concept
Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales
Letter’ is also applied to an inquiry letter especially when the objective is
same as that of letter for inquiry.
A
letter of inquiry serves to facilitate business operations and satisfaction of
the sender. Inquiry letters remove any misunderstanding and are time savers,
especially when two parties want to reach an understanding. The communication
towards this effect resolves the issue without any delay. With relation to it
being a ‘Pre-proposal letter’, the inquiry letter is also termed as a
‘Condensed Version of a Proposal’. It is the outcome of the purpose of the
letter which highlights the points of a proposal instead of a full-fledged
proposal.
On
an individual’s basis, these letters are sent to companies that are willing to
hire but haven't advertised job openings. It can also be a letter addressed to
editor in-charge of a publication proposing certain literary work. It can be a
letter from a student who is vying for a seat in a college or a business that
provides an internship. So, the objective of an enquiry letter is same but its
projections and audiences are different. Same goes for its method of delivery,
it can be sent via paper mail or electronic mail.
Inquiry Letter Samples
:
Example is inquiry
letter :
|
1102
West 30th
Lawrence,
KS 66321
August
4, 19XX
Dr.
Maria Gomez-Salinas
Director
of the Diabetes Clinic
St.
David's Hospital
1000
Greenberg Lane
Wichita,
KS 66780
Dear
Dr. Gomez-Salinas:
I
am writing you in hopes of finding out more about how the
new
Glucoscan II blood glucose monitoring system, which a
representative
at Lifescan informed me that your clinic is
currently
using.
Originally,
I saw Lifescan's advertisement of this new
device
in the January 19XX issue of Diabetes Forecast and
became
very interested in it. I wrote the company and got
much
useful information, but was recommended to write
several
current users of the system as well.
For
a technical report that I am writing for a technical
writing
class at Johnson County Junior College, I need some
help
with the following questions:
1.
How often does the Glucoscan II need to be
calibrated in practical, everyday use conditions?
2.
How accurate is the Glucoscan II compared to other
similar systems that your patients have used?
3.
What problems do your patients experience with
this new device?
The
Lifescan representative indicated that your clinic is
one
the leaders in implementing new technology for
diabetics,
and therefore I am eager to hear from you. In
the
report I will acknowledge your contributions, and I
will
send you a copy of the completed report if you wish.
Thank
you for your time, and I hope to hear from you soon.
Sincerely,
Anita
Teller
Student,
Medical Technology
Johnson
County Junior College
|
Definition
order letter
The
letter that is written by a potential buyer to the seller requesting him to
deliver goods is known as order letter. By writing inquiry letters, buyers can
collect necessary information about the price, quality of goods and terms of
sale. If the buyer finds the quoted price, quality of goods and terms of sales
satisfactory, he places an order to supply goods in his address. The seller
delivers the good according to the buyer’s order.
In
modern time, sellers supply printed orders forms to the customers and customers
place orders by filling up those printed order blanks. In this case, the
printed order sheet or blank is considered as the order letter.
Factors to be
considered in writing oerder letter or, contents of order letter
Through
order letter, the potential buyers request the suppliers to deliver goods to
them. In modern time, printed order blanks or purchase order forms supplied by
the seller are typically used for placing orders. However, in absence of order
blanks and purchase order forms, order letters are written. Such letters
contain three major categories of information:
1.
Information about the items being
ordered;
2.
Information relating to shipping; and
3.
Information relating to payment.
1. Information
about the items being ordered: An order letter must contain full particulars of
goods ordered. Such information include the followings:
a. Product name
§ Brand
name
§ Quantity
§ Catalog
number
§ Model
number
§ Color
§ Size
§ Weight
§ Unit
price
2. Information
relating to shipping: Shipping information is very important. In absence of
shipping information, there can arise misunderstanding between buyer and
seller. Shipping information may include the followings:
§ Desired
receipt date;
§ Desired
shipping location; and
§ Mode
of shipping (rail, road, or waterways).
3. Information
relating to payment: Mode of payment of prices for the ordered items must be
clearly indicated. The seller will accept the order letter only when both of
them come to a common ground relation to payment of price. Payment information
include the following:
§ Mode
of payment (cash, cheque, draft)
§ Payment
data
The above stated
factors are usually included in order letter. However, the buyer can
include any other instruction or element if he thinks necessary.
Example is order letter :
|
February 14, 19xx
Lindsay
office products
P.O.
Box 1879
Spokane,
Washington 98989
Subject: Furniture and equipment order
Please
ship the following items from your sales catalog
dated
January 31, 19XX:
ITEM CATALOG # COLOR QTY PRICE
Conference Desk HN-33080-WB
Sandalwood 2 $478.60 ea.
Credenza HN-36887-WK Sandalwood 2
431.40 ea.
Executive Chair HP-56563-SE Toasted Tan 4 422.00 ea.
File Cabinet HN-5344C-K Beige 2 135.90 ea.
Letter Tray K5-299907-A Black 6
16.95 ea.
The
items ordered above should be shipped C.O.D. to this address:
CLAIMS DIVISION, LAW DEPARTMENT
City of Austin
P.O. Box 96
Austin, Texas 78767-0096
The
costs above reflect a discount of 50/10, with net due in 30
days
after the invoice date. The merchandised is to be shipped
by
your company's own truck line at a rate of 7 percent of the
total
net cost.
We
are remodeling our offices and have a target completion date
of
March 30, 19XX. If there is any reason
you see that you can
keep
your part of this schedule, please let me know
immediately.
Sincerely,
Berenice
Chamala
Supervisor,
Clerical Services
BKC:
amm
|
Essay questions about inquirt letters and answers :
1. who
is Dr. Maria Gomez-Salinas?
Answer :she is the Clinic Director of Diabetes
St. Hospital David..
2. what
is the purpose of anita teller writing a letter to Dr. Maria Gomez-Salinas?
Answer : to find out more about how
the new Glucoscan II blood glucose monitoring system.
3. who
is anita teller?
Answer : she is Student, Medical
Technology Johnson County Junior College
4. who
shows that Dr. Maria Gomez-Salinas clinic one leader in implementing new
technology for diabetics?
Answer : Lifescan Representative.
5. why
did Anita letter write the letter?
Answer : For technical reports
written for technical writing class at Johnson County Junior College.
Essay questions about order letters and answers :
1. who
wrote the letter?
Answer : Chamen Berenice Supervisor, Clerical
Service
2. Where
is the ordered item sent?
Answer : CLAIMS DIVISION, LAW DEPARTMEN City P.O. Box 96Austin, Texas 78767-0096
3. what
items are ordered?
Answer : Conference desk, Credenza, Executive
Chair, File Cabinet,and Letter Tray.
4. what
is the price of a conference table?
Answer : $ 478,60 ea
5. including
what items are ordered?
Answer : Furniture and equipment order
Reference :
