How to Write and Send a Job Inquiry Letter | 14 Best Samples

You can often find responding to job listings an arduous task. It is a passive and unfeasible approach to search for a job that finds you an attractive position suitable to your skills and talents. Therefore, instead of focusing your search on published ads, it is always in your best interest to take a proactive approach and reach out to companies that pique your interest via a business inquiry letter.

Inquiry letters present an opportunity to connect with businesses with no active job listings and help you be considered for employment.

Learn what job inquiry letters are, how they benefit you, and how you can make them more compelling and noticeable.

What is a Job Inquiry Letter?

A job inquiry letter is a method of contacting a potential employer regarding a position with their company that is not currently advertised as vacant. You would use it to reach out to a business you are interested in working with, highlighting your unique skills and expertise in the process and inquiring about any possible future openings.

You will hear of job inquiry letters being referred to under many different names, such as prospecting letters, letters of interest, and cold conduct letters, to list but a few. Regardless of how you refer to them, their definition remains the same. They are letters that widen your network and enable you to be considered for employment before a company has even created a new job listing.

Considering that they are a way of getting your resume in front of a recruiter, they are often confused with cover letters. However, they are quite different. As discussed, letters of inquiry are a proactive approach sent before an employer has started advertising a vacant position. Cover letters are a reactive approach sent alongside your resume in response to an advertised opening.

Why Write a Letter of Inquiry for a Job?

Well written and full of relevant information regarding your professional experiences and talents, letters of inquiry allow you to expand your network and build rapport with companies within your niche. Sending them a job inquiry letter shows prospective recruiters that you are proactive, willing to take the initiative to build your career, and enthusiastic about their company. While you might not immediately receive a job offer, you will be the first one a recruiter will consider once there is a suitable opening. 

Needless to say, the key is finding the right contact person. Search the company’s recent job advertisements, look at its LinkedIn profile, or get in touch directly with the company to find out who the head of your preferred department is. Once you have obtained the contact information, you can draft the job inquiry letter.

How to Write an Inquiry Letter for a Job?

Job inquiry letters are comprehensive, informational documents detailing who you are, what you have to offer to the company, and why they should consider you for any future positions that might come up.

Take a look at some crucial information you need to include in your job inquiries and learn how to write them well:

Introduce yourself

It is always best to begin your job inquiry letter by introducing yourself. Briefly explain who you are, why you contacted the company, and how you learned about it. Make it clear that this is a letter of inquiry for a position within the company.

For example,

My name is Emily Tanner, and I have been employed in the digital marketing industry for seven years. I have closely followed your company’s progress throughout my career and am highly impressed with your innovative digital strategies. As an experienced marketing manager, I would be honored to join your marketing team should the opportunity arise.

State how you learned about the company

Once you have properly introduced yourself, it is time to explain how you learned about the company you are writing to. If you heard about it through a friend who works there, mention them by name (but make sure to get consent from the friend beforehand). If you accidentally stumbled across your contact’s LinkedIn profile or read their insight post on a blog while researching your field, mention that.

For example,

I was recently encouraged by your sales executive, Tyler Johnson, to reach out to you regarding possible job openings in your marketing department.

Highlight your skills

With the pleasantries out of the way, you can now focus on marketing your skills. Since you are not applying for any currently open positions, knowing what skills and experiences to focus on can be challenging, but do not let that discourage you. Instead, do some research about the company to gauge what kind of candidates they would be interested in. See how they advertise positions unrelated to your field and explore how the brand presents itself on social media.

Some research should give you enough information on the candidate persona they are looking for, allowing you to discern how to best present your professional background.

If you are currently employed, mention it in your job inquiry letter. State your title, the company you work for, and the responsibilities you have. If applicable, note how you’ve contributed to your current employer’s success.

For example,

During my time as a marketing manager with Wally & Co., I have had the opportunity to work on several highly successful campaigns. My content marketing strategy has led to a 200% increase in website traffic and a 30% increase in conversions. I have developed Wally & Co. latest social media marketing strategy, which has resulted in a 43% increase in company mentions on Instagram and Twitter.

Explain why you’re interested

The next part might be the most critical aspect of your inquiry letter, explaining why you are interested in the company. You might have been their customer impressed with the products or services. The company’s latest marketing campaign might have sparked your interest, or you might be excited about the new direction in which the company is heading. Whatever the case is, you should specify what it is that makes you want to work there.

Additionally, you will want to express how you think you can contribute to the business’s future growth. Be clear, direct, and specific. State what you can bring to the table and how your skills are aligned with the company’s development plans.

For example,

I have been following your company’s progress over the last few years, and I am impressed with how your marketing approach has evolved. Your latest campaign has successfully addressed all previous customer concerns and perfectly highlighted the value your product brings. I believe that my skills and expertise can help you further improve your brand’s reach and connect with younger audiences who could greatly benefit from your offer.

Ask for an interview

The next step is asking for an interview. It does not necessarily have to be an in-person job interview. Ask the manager whether they are free to discuss your job letter inquiry over the phone or schedule a virtual informational interview. It will help you explain in more detail why you’ve sent the letter and why you’d be an excellent fit for the company once a relevant position opens.

For example,

It would be a great honor to meet with you in person and discuss potential opportunities at ABC Company and how my marketing experience can benefit your organization.

A call to action

After you’ve inquired about the possible job opening, include a clear call to action (CTA). In a nutshell, a CTA is a prompt telling someone to act.

Tell your contact what you want them to do next or what you will do next after sending the letter. For example, do you want them to respond to your email or call you back? Will you follow up on your email with a phone call? Whatever the case is, include your CTA in your letter.

For example,

Please contact me at 000-123-456-789 or [email protected] and let me know whether I can provide any additional information regarding my marketing background. I look forward to your response.

End with a brief conclusion

Once you have covered all the essential information regarding who you are, how you came to know about the company, the value you could bring, and what you expect your contact to do upon reading your letter, it is time to write a brief conclusion.

A few sentences thanking your contact for their time and consideration should suffice. Then, use the appropriate closing such as “Respectfully,” “Regards,” or “Sincerely” before signing off.

For example,

Thank you for your time and consideration.
Respectfully,
Emily Tanner.

Your contact information

Finally, finish your inquiry by including your contact information. Make sure to leave your email address and phone number. Optionally, you can include your LinkedIn profile URL if you believe you have additional helpful information there.

For example,

[Emily Tanner]
[[email protected]]
[Emily Tanner]
[000-123-456-789]

You could also include your resume with the job inquiry letter to provide additional information to your prospective employer.

Sample Job Inquiry Letter

John Smith
221 C Cake Street
London

 Date

Johnson Brothers
5468 54th Street
New York

Dear ………,

I am writing to you about your advertisement in The Daily Bugle, and I would like to receive a catalog for product X.

I would also like to know some more details about the product.

Yours Faithfully,
John Smith (Signature)
Logistics Head
Shelby Company Limited

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      Some Extra Tips

      A job inquiry letter allows you to improve your networking and connect with the companies you are genuinely interested in. However, you must be careful to leave the right impression when composing it.

      Look at the best tips to help you perfect your letters of inquiry:

      Be professional

      Regardless of the brand voice and persona of the company in question and how casually its employees interact with customers, it is always in your best interest to stay professional in your inquiry letter. You might not need to be excessively formal, but make sure you use professional, polite language without slang or unnecessary jargon.

      Use sample letters

      Composing a job inquiry letter can be a challenging task. You might consider using templates and sample letters to ensure that you have included all the relevant information.

      They provide a clear structure by using a formal tone and professionally addressing the contact person. You will solely fill in the variable details, including your name, unique skills, experiences, and contact information.

      Using job inquiry letter templates eliminates errors and stylistic mistakes while enabling you to stand out to prospective recruiters.  

      Edit and proofread

      Finally, double-check your letter for spelling, grammar, and syntax errors. Even the slightest mistake can make you seem inattentive. Use grammar checker tools to ensure that your letter is free of common and unusual mistakes.

      Final Remarks

      Drafting a job inquiry letter is by no means a simple task, but it is a necessary step to help you along your career path. While you might not immediately get the job you want, you can use your letter to expand your network, contact distinguished leaders in your niche, and build an impeccable professional reputation.

      If you are struggling with composing your job inquiry letter, take a look at some samples or use the freely available templates to get inspired and perfect your approach.

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