Responding to enquiries – Tutorial

It is very important to make a good impression when responding to inquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response.

The Start

Dear Mr, Ms, Mrs, Miss

VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss

Thanking the Potential Customer for His/Her Interest:

Thank you for your letter of ... inquiring (asking for information) about ... 
We would like to thank you for your letter of ... inquiring (asking for information) about ...

Providing Requested Materials and Additional Information

We are pleased to enclose ... 
Enclosed you will find ... 
We enclose ...

We would also like to inform you ... 
Regarding your question about ... 
In answer to your question (inquiry) about ...

Closing a Letter Hoping for Future Business

We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer).

Yours sincerely (remember use 'Yours faithfully' when you don't know the name of the person you are writing and 'Yours sincerely' when you do.)

Study two samples of letters of responding to inquiries

SAMPLE 1

Dear Mr Carlson,

Thank you for your inquiry of 15 September asking for the latest edition of our catalogue.

We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at http:\\jacksonbros.com.

We look forward to welcoming you as our customer.

Yours sincerely,

Dennis Jackson
Marketing Director
Jackson Brothers

SAMPLE 2

Dear Mr Lee

Thank you for your enquiry regarding our newly released range of fire extinguishers.

You will see from the enclosed catalogue that the range has been extended to include some highly efficient portable extinguishers for use on construction sites.

We are offering a 15% discount to our existing customers on orders of extinguishers from this new range.

We look forward to your increased order at this discount rate.

Yours sincerely,
Derek Swift
Product Manager