Inquiry Letter , Order Letter , Complaint Letter , Application Letter and Memo

1. Inquiry Letter

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.

×Ads by CinPlus-2.4cThe 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.

Example inquiry letter 

Street Address 
City, State Zip Code 
Phone Number

Date

Individual's Name 
Job Title 
Name of Organization 
Street Address 
City, State Zip Code

Dear Mr./Ms. ________________________________:

Perhaps you are seeking an addition to your marketing team. A new person can provide innovative approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success.

Presently, I am marketing computer products for a major supplier using television, radio and news advertising. I have a reputation for putting forth the effort required to make a project succeed.

Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.

Thank you for your time. I look forward to meeting you.

Sincerely,

(Your Signature in blue or black ink) 
Your typed name

Enclosure

Source: Creative Job Search, a publication of the Minnesota Department of Employment and Economic Development.

2. Order Letter

An order letter is usually written when a company purchases or buys  or orders goods or services from another party. An order letter can also be written by an individual who would like to buy or purchase goods or services. Here is an Order Letter you  might need  when  you order goods and materials.  Do not forget to clearly state the exact name of the merchandise, the price, and the amount of payment being sent. 

Example order letter


154 Green Avenue
Newyork, USA
January 5, 2010

Ms. K. Hutchinson 
Beller Company, Inc. 
424 Park Avenue 
New York, New York 10021 

Dear Ms. Hutchinson : 

Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post : 
×Ads by CinPlus-2.4c1 copy Emmet and Mullen, 
High School Algebra @ $7.50 $ 7.50 
25 copies Pinehurst, 
Plane Geometry @ $8.75 $ 218.75 
Total $ 226.25 
I am enclosing a money order for 226.25. If there are additional charges, please let me know. 
Please mail the books to the address given above. 

Very truly yours, 


Brandon Michael
(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks) 


3. Complaint letter

A letter of complaint, or complaint letter, is normally written to deal with a problem situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the situation. The complaint letter formalizes a problem situation by putting it into writing and is usually the last RESORT to try to get a situation resolved.

EFFECTIVE COMPLAINT LETTERS SHOULD BE

Concise - can be understood quickly.
Authoritative - are well written and professionally presented
Factual - enable the reader to see immediately the relevant details, dates, requirements
Constructive - with positive statements, suggesting positive actions - encourage action and quicker decisions.
Friendly - with a considerate, cooperative and complimentary tone because the reader responds positively to the writer and wants to help

Example Complaint Letter

Fortune Goods
317 Orchard Road
Singapore
6 November 2014 

Attn: Mr David Choi 
Sales MANAGER 
Everlong Batteries
171 Choi Hung Road 
Hung Hom
Hong Kong

Dear Mr Choi

Re. Order No. 768197

I am writing to inform you that the goods we ordered from your company have not been supplied correctly.

On 30 October 2014 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.

This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.

I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

I look forward to hearing from you by return.

Yours sincerely

     J. Wong

J. Wong 
Purchasing Officer


4. Application Letter


A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.

×Ads by CinPlus-2.4cA letter of application typically provides detailed information on why are you are qualified for the JOB you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.

Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.


When writing an application letter you should include:

Subject (for an email letter)
List the job you are applying for and your name in the Subject Line of your email message, so the employer is clear as to what job you are interested in and who you are.

Greeting
Begin your letter greeting with "Dr./Mr./Ms. Last Name." If you do not know the employer's last name, simply write "Dear Hiring MANAGER" or leave the greeting off the letter and start with the first paragraph.

Body of Letter

First Paragraph: Why you are writing - mention the job you are applying for and where you found the listing.
Middle Paragraph(s): What you have to offer the employer - mention why your skills and experience are a good fit for the job.
Last Paragraph: Say thank you to the hiring MANAGER for considering you and note how you will follow up.
Signature
End your cover letter with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

Example Application Letter

5. Memo Letter

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.

Example Memo Letter