Inquiry refers to the act of asking for more information about something. Inquiry can be made in a number of cases like when you want to know the price of a product, the specifications of a gadget, services of a company etc. When you receive an inquiry about something in connection to any product of your company, you should write a thank you for your inquiry letter. This letter aims to thank the sender for inquiring about your products and also answer their inquiry.
It is a simple way of thanking someone for showing interest in your products or business. Thank you for your inquiry letter is the first impression that you have on a potential customer or client. This is an important letter as it reflects the etiquette of your company and shows the customer that you are interested in addressing their inquiry requests. It is very important to write this thank you letter nicely as it will decide if the customer will approach you again for closing the deal or not. You should make sure that you address all the doubts that the sender has raised and answer them correctly.
However, if you have any doubts about writing a thank you for your inquiry letter, then you are at the right place. Take a deep breath and start reading ahead. We have covered all the basics of this letter and have listed some writing tips to ease the task of writing for you. We have also got a few sample templates for you.
What is a Thank you for Your Inquiry Letter?
A thank you for your inquiry letter is a formal letter written to the person who has sent an inquiry. It is an answer letter to the inquiry which is also used to thank the sender for asking his query. The queries can be about anything, from a product of your company to job vacancies in the company. The writer of the thank you for inquiry letter can be someone from the concerned department of the company. If the inquiry is about a vacancy for a job, then the writer of this letter would be someone from the Human Resource Department. But if the inquiry is about a product available for sale, then it should be answered by someone from the Sales Department. The recipient of the letter is the one who has raised an inquiry.
Thank you for your inquiry letter is also an opportunity for advertising your products and services. You can also use this letter to give any additional information that you feel the recipient should have. You can talk about any related products, helpful services or upcoming events. This is a thank you letter with a purpose to answer the questions of the recipient so while writing it you should make sure it fulfils the purpose.
When is a Thank You for Your Inquiry Letter Needed?
A thank you for your inquiry letter is a very important letter that is needed whenever someone makes an inquiry from you. You can write this letter in the following situations:
- When someone inquires about a car at your showroom, then you can thank them for the inquiry and answer their questions through this letter.
- You can write this letter when someone inquires about your coaching classes.
- It can be written when you want to answer a query regarding a laptop that your company sells.
- You can write this letter when someone inquires about a job vacancy at your company.
- Thanks for your inquiry letter can also be written in case someone inquires about the features of a specific product.
These are some cases in which writing a thank you for your inquiry letter can be a great idea. However, there can be many more instances for writing this letter other than the ones mentioned above.
Tips for Writing a Thank You Letter for Inquiry
We have curated a list of tips that will be helpful in writing an effective letter of thanks for inquiry. Some general tips for writing this letter is to write it as soon as possible, give a thoughtful and well written reply and not overdo the letter.
Firstly, you need to ensure that you follow the right format. A sample formal letter format that you can use is given below.
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Your Inquiry Letter/ Response to Inquiry
Dear ______ (Name of the Recipient)
(Body of the Letter)
Sincerely,
(Signature)
Sender’s Full Name
1. Use the right salutation for your letter. You can use Mr/ Ms depending on who is the recipient of the letter.
2. Open your letter with an appreciative note. This is the most important rule while writing any thank you letter. In the opening line, you should thank the recipient and appreciate them for showing interest in yoru services.
3. The next step is to mention the inquiry that you are going to address in your letter. This is important as it will remind the recipient about the query they have asked and the matter that you are going to address in your letter.
4. Next, you should address the query and answer all the questions asked by the recipient.
5. After answering the questions of the recipient, you can also give some additional information about your product or services. To give additional information, you can use sentences like
a. ‘For further information, you can check ______ (Give the link of your website)
b. To help you further, we have enclosed ______.
c. In addition to the above, there is some information that might be useful to you. _____
d. Some more relevant information is enclosed below _____
6. After giving the additional information, you can end the letter. Before ending it, you should reiterate the main subject of the letter once again. So thank the recipient for their inquiry once again in the last paragraph.
7. You can also suggest further means of communication in the end by providing your contact number or email address.
8. You should end the letter with the right ending note. Some formal ending notes that can be used in this letter are ‘Respectfully’, ‘Sincerely’., etc.
9. At last, sign the letter in your name.
These tips will help you in writing a good thank you for your inquiry letter. However, if you still feel that writing the letter is not your cup of tea, you must check out our next section.
We have prepared some sample templates that you can send to your clients or customers.
Sample Thank You for Your Inquiry Letter
A few templates for thank you for your inquiry letters are given below. You can take reference from these templates to write your own letter or you can send these templates as it is. These are easily downloadable and fully editable templates.
Sample 1- Thank You for Your Inquiry
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Your Inquiry Letter/ Response to Inquiry
Dear ______ (Name of the Recipient)
I want to thank you for your inquiry regarding our active coaching programs. We are offering a coaching service for final year graduate students. We train students to pass banking interviews and get placed at top global banks. We are currently offering 2 programs with duration of 6 and 12 months respectively. I have attached a catalogue mentioning details of our services.
In case of any further questions, please send an email to the support email address. Thank you once again for showing interest in our coaching program
Sincerely,
(Signature)
Sender’s Full Name
Sample 2- Thank You for Your Inquiry
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Your Inquiry Letter/ Response to Inquiry
Dear ______ (Name of the Recipient)
Thank you for showing interest in setting up a stall at our upcoming Christmas and New Year Carnival. This year we will have a 20 days carnival starting from 20 December 20XX to 10 January 20XX. We are accepting bookings for stalls until 30th October 20XX. The per day cost for a stall is XXXX. We will provide one table, two chairs, a banner, and a dustbin. The payment can be made via bank transfer. Organizers have allowed stall holders to set up the stall for food items, home decor, art and craft items and many more.
Thank you once again for expressing your interest. We hope we have answered all your queries and hope you are satisfied. We will be happy to assist you if you have any more questions.
Sincerely,
(Signature)
Sender’s Full Name
Sample 3- Thank You for Your Inquiry
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Your Inquiry Letter/ Response to Inquiry
Dear ______ (Name of the Recipient)
We are grateful to receive your inquiry about our new building project. As per your inquiry, we have shared all the details of building details in enclosed catalogue along with the price list. We are currently building 2, 3 and 4 BHK flats in _____ locations. In the enclosed catalogue, we have also mentioned the name of banks offering easy home loans. We will be grateful if you can visit our location to have a clearer picture of the project
Thank you for inquiring about our residential project. Hope that you are satisfied with the mentioned details. In case of any more queries, please let us know. We will be happy to assist you further. Thank you once again!
Sincerely,
(Signature)
Sender’s Full Name
Sample 4- Thank You for Your Inquiry
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Your Inquiry Letter/ Response to Inquiry
Dear ______ (Name of the Recipient)
We would like to thank you for your inquiry about your job application status. We have received your job application for the post of ______ at _____ (Company Name) for _____ location on _____ (Date). We are pleased to receive your application.
Our recruitment team reviews the submitted job applications on the basis of the CV submitted by the applicant. We reply to all the job applications within 10 days of receival. As you have applied yesterday, currently your job application is under review. You can expect a reply in the next week.
If you have any more queries, please feel free to write us on _____ (Write the email address). We wish you good luck for your job application. Thank you once again for reaching out.
Sincerely,
(Signature)
Sender’s Full Name
Sample 5- Thank You for Your Inquiry
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You for Your Inquiry Letter/ Response to Inquiry
Dear ______ (Name of the Recipient)
Thank you so much for inquiring regarding our company’s new electric automatic car. The starting price for Model _____ is XXXX and the highest price is XXXX for model _____. Our new cars have the latest vehicle engine, we have installed an advanced automatic driving kit, and it has high fuel efficiency. This car is suitable for a small family and we have launched this car model in six different colour variants. We are currently offering some fee add on accessories as our launch offer till ____ (Date).
We are offering free test ride service at your doorstep. You can easily register for a free test drive by calling on ______. You can also visit our showroom and we will be happy to assist you there.
We hope we have provided all the required information to you. Thank you once again for showing interest in our product.
If you want
Sincerely,
(Signature)
Sender’s Full Name
