12 Free Inquiry Letter Templates (How to Format & Types)

The purpose of an inquiry letter is to help buyers gather crucial information that can aid in their decision-making process. A letter of inquiry can help a business seek the information it needs about a product to make an informed purchase. In addition to gathering information, it can introduce a business to a potential vendor and allow the buyer to establish a lasting business relationship with the seller that may assist the business in achieving its business goals. 

This article will guide you on how to draft a letter to a business to inquire about their product. It will also discuss the various types of letters of inquiry and provide a sample and free template to guide you during the writing process.

Following are the inquiry letter for product templates that you can download for free:

What is an Inquiry Letter for a Product?

An inquiry letter, also known as a prospecting letter or letter of inquiry, is a type of business correspondence that a buyer uses to request information about a product.

It is typically used to seek more clarification about the product. Apart from requesting information about a product, it can be used to request a quote or seek information pertaining to a job. The letter usually outlines the scope of the inquiry in a few pages and must be well-written and contain all the critical aspects of the inquiry to guarantee a reply.

The objectives of such letters may vary depending on the specific purpose and the buyer’s needs. The primary purpose, however, is to request information about the product. The buyer may want to learn more about the features, benefits, quality, pricing, payment terms, or availability of the particular product. The letter may also request information about how the product works.

There are different product inquiry letters depending on the information sought.

They can be classified into four main types, as follows:

Solicited inquiry letter

This letter is written in response to an invitation or advertisement from the seller. A buyer drafts a solicited letter when they have seen or heard about a product that has attracted their interest and would like to learn more or take advantage of the opportunity presented.

Unsolicited letter of inquiry

An unsolicited letter of inquiry is used if a potential buyer requests information about a product on his own initiative and at his convenience. It is generally used when the buyer needs more information about the product and wants further clarification. The sender initiates an inquiry without any prior communication or interaction.

Inquiry for a favor

An inquiry letter for a favor is used to request information pertaining to terms such as discounts, special prices, or offers. The letter will be from a buyer requesting information about favorable terms related to the purchase of a product.

Routine inquiry

This type of letter is sent by a regular customer during the usual course of an ongoing business relationship. Routine inquiry letters are typically more informal since the sender and recipient already know each other. 

When writing a letter to inquire about a product,  you should adhere to formal formatting guidelines since it is business correspondence. It should clearly state the letter’s purpose and provide the necessary context.

With this in mind, the following is the recommended outline for a product inquiry letter:

Recipient’s information

Write the name, title, address, and contact information of the person to whom the letter is addressed, followed by the date. Present this information neatly to give your letter a professional appearance.

Letter’s subject line

In one line, write the motive of the letter. The subject line should be brief but must accurately give the reader an overview of the overall letter.

A respectful salutation

Include a proper and respectful salutation to set a professional tone for the rest of the letter. If you know the recipient personally, you may use Mr., Ms., or Mrs., followed by the recipient’s full name. If not, you can use more general salutations such as “Dear Sir” or “Dear Madam”.

Introduce yourself

Introduce yourself to the recipient in the first paragraph by specifying your job title and providing a description of your organization. This introduction should be brief and apt. 

Purpose of writing

In the second paragraph, provide specific details about the product you are interested in and the information you seek. State how the product will boost both businesses, making the recipient more receptive to your request.

Itemize the details you are requesting from the recipient. These details should be clearly stated in the third paragraph. Your request should be specific and relevant to the product in question.

Your inquiry should encompass the following:

• Include the name of the product and its description. You may also request more information about the product’s features, benefits, and use.
• If you are interested in testing the product or seeing it in action, you may request samples and a comprehensive price list to assist you in your purchase.
• Ask about payment process the recipient accepts. The payment process may constitute a bank transfer, check, or online payment.
• Inquire about the preferred method of shipping the product to your address, for example, road, air, or sea. You should provide the complete and accurate shipping or delivery address where the seller should send the product.
• Request information about the conditions under which the seller can adjust the product price. These provisions may include discounts, surcharges, or other fees affecting the product’s final cost.
• Ask if the seller provides any guarantees to confirm if they will repair or replace an item if it is damaged or does not work properly within a certain amount of time.

Request testimonials

You can request that the seller provide any testimonials or reviews about their products. This is good practice for making an informed decision before making a purchase.

Other providers’ names

Mention the names of these suppliers or rivals if you intend to compare the recipient’s product to similar ones sold by other businesses. Listing other providers may provide context for your inquiry and perhaps encourage the seller to give you a discount or some other incentive if you purchase from them.

Summary of the letter

The final summary restates the intent of the project and affirms your readiness to answer further questions. This summary may be used to quickly and concisely convey the letter’s main points to the recipient if they do not have sufficient time to read it.

Closing

In the final paragraph, thank the recipient for their time and consideration and mention you look forward to hearing back from them. Be brief and courteous to leave the recipient with a positive impression.

Close the letter with complimentary remarks such as “Yours Sincerely” or ” Yours Truly,” followed by your name and signature.

In the current business world, information is a valuable resource. It is the determining factor that helps businesses make wise choices. An inquiry letter about a product is critical to acquiring the information required to make business decisions.

A well-written request for information about a product may indicate the beginning of a long-lasting business relationship with your potential vendor. As a result, when writing the letter, it is imperative that you use a professional tone and respectful language. You should provide clear and specific details in your inquiry. You will save time by downloading the free templates provided on our website to help you draft an effective letter. These templates have placeholders you can edit to suit your preferences. Finally, by following the guidelines provided in this article, you can effectively communicate your inquiry to the recipient and demonstrate professionalism.