Business Letter : Inquiry Letter and Complaint Letter

Inquiry Letters

Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.

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.

The 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.

Inquiry Letter for Possible Job Openings

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Beyonce Jackson
Viale Europa 22
00144 Roma RM
Italy
90896879
jacksob@mail.com
December 20^th, 2012


Carla Truman
Human Resource Secretary
Conservation Italia
Ufficio Roma Trullo
Casella Postale 1234
00149 ROMA RM
Italy

Dear Ms. Truman,
Earth provides enough to satisfy every man's needs, but not every man's greed. Wise words from a wise man - Mahatma Gandhi. These are not just words; these are instructions to lead a life in the wisest manner. I believe in it and I follow it ardently. Myself  - Beyonce Jackson and for the past 5 years, I have worked for ‘Caracal Foundation’ in India as Chief Conservator. My contract with the foundation is about to end in about 4 months. I love animals and try every bit for their welfare. That is the reason why I chose to become a Conservator.
Wildlife has always been my passion since childhood and I would photograph them and read about them all through my school and college days. In fact, I was nicknamed ‘Wild Jackson’ for my achievements in bird watching competitions, drawing, painting and anything concerned with wildlife. I would often cerate wildlife posters and banners whenever required. I only read wildlife books in the library.
At the college level I started photographing the local wildlife and was positioned 3^rd in the Wildlife Yearly Competition. I even attended the ‘Conservation Week’ organised by the local SPCA (Society for Protection against Cruelty towards Animals. My article on Lake Orta was also published and appreciated in the monthly ‘Wildlife’ magazine.
I am well aware that you have not offered any jobs or advertised for the same but it is my strong feeling that I will get an opportunity in your foundation sooner or later. And whenever that happens please do contact me. I am sure I will live up to your expectations.
I have attached all the relevant documents for your consideration, please go through them. I am not boasting but I am merely making you aware of the my apt suitability for the job.

Thanking You.
Sincerely,

Beyonce Jackson
Chief Conservator
Caracal Foundation
Encl. – Resume -1
           Copy of Reference Letter - 1
           Copy of Certificates - 10
           Copy of Honours - 8

Fund Inquiry Letter

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People for Animals (PFA)
# 11, Sector 11 A
Chandigarh – 160011
Tel: 7442000, 9324329
Fax: 7442099
Email: support@pfa.com
December 22^nd, 2012
Pai Tailon
Managing Director
International Fund for Animal Welfare (IFAW)
290 Summer Street
Yarmouth Port, MA 02675
United States

Dear Mr. Tailon:

People for Animals (PFA) seeks support of $ 6,000 from the International Fund for Animal Welfare (IFAW) for medicines, food items, maintenance, project support, publications support etc. for our ongoing ‘Dog Sterilisation Campaign’.
We are grateful for the support we received from the International Fund for Animal Welfare (IFAW) in the year 2000 for ‘Save the Sparrows Campaign’ and PFA considers the ‘Dog Sterilisation Campaign’ may be of comparable interest to your foundation. As conservation supporter all over the world, the campaign is very much aligned with IFAW’s consistent mission in preserving and saving the natural world through education, project funding, preventing poaching by generating jobs for those dependent on forests and many other which deserve a credible applause.
PFA was established in 1997 and has been actively promoting welfare activities for animals in almost all states of India.
Some of our activities include:

• Sterilisation
• Rehabilitation
• Endangered Animal Protection and Breeding
• Treatment of Sick and Injured Animals
• Organising Awareness Campaigns
• Animal Shelter
• Animal Hospital

Some of our Achievements

• Number 1 NGO for Animals in India 2011
• Recognition from WSPCA for outstanding achievement 2009, 2010
• 3^rd Popular Animal Welfare Organisation in Asia (wildlife weekly 2010)

The campaign for which we request funds will benefit both the Dogs and People of Tricity - Chandigarh, Mohali and Panchkula.
Benefits

• Prevention of increase in Dog Bites among the residents of Chandigarh, Mohali and Panchkula
• Control of booming Dog population
• Decrease in cruelty towards Dogs
• Maintain harmony among humans and dogs
• Maintaining a proper record of dog population
• Dog behaviour awareness through school visits, college visits and community through various audio-visual means

The campaign has been projected for a span of 3 years and requires 50,000$ to fully achieve the above mentioned benefits. We are short of exactly 18,000$ for which we have requested other organisations. While we expect 6,000$ from your side but would be highly obliged if granted the whole amount.
We invite you to visit our office or call us at 7442000, 9324329 between 8AM to 5 PM within a week from the receiving date of this letter. We will arrange for your visit, stay and food without any charges. We will be glad to submit a full proposal with additional information for your further review.

Thanking you.
Sincerely,

Maenka Mishra
Founder & Manager
People for Animals (PFA)
Personal Contact – 097239856
msihmaneka@pfa.com

Complaint Letters

The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

A Complaint Letter is a type of letter written for any type of some wrong doing, offence, grievance, resentment arising out of a product, service etc. Complaint Letters are used to raise your concerns about unfair things and seek a productive outcome. They are also used to vent out your pent up emotions arising out of your suffering or bad experience. It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, which is initiated by a Complaint. Complaint letters then, become your First Step towards your Consumer Rights. They inspire other hassled consumers, influence the concerned authorities towards taking proper action and make the defaulters more liable, responsible and responsive. This is because unresponsive behaviour of the offender is liable to a Punishable Court Proceeding or an Expensive Lawsuit.

Writing complaints letters is an essential responsibility of the victim whilst seeking positive outcomes. Complaint Letter writing is not only a pre-warning for the offender but also a chance for them to rectify their act in time. These letters are not just meant for defective products, service they can also be written towards any injustice happening in the society, like ‘Smoking in Public’, ‘Misuse of Water by any Person or an Organisation’ and any issue happening in society which needs to be addressed.

Anyone can complaint through letter if there is a legitimate reason. Anyone can write a letter to the administration regarding the pollution, water supply, traffic problems, shortage of electricity etc. You don’t need to be a lawyers or an influential person. All you need to do is to learn to write a complaint letter in an appropriate manner with all the relevant information included. In the matter contained here, you will get all the tips to write a complaint letter.

Types of Complaint Letters

Complaint letters are of different types and different reasons and depending upon that they can be categorised accordingly.

Depending on the level of an organisation or an individual these can be:

1. Personal Complaint Letters - When a letter is written at a personal level by an individual it is called as Personal Complaint Letter. These are written by consumers to get refund, replace a product etc.  These are also written for grievances’ regarding a service or any issue affecting the individual or society at large.
2. Professional Complaint Letters - When a letter is written on behalf of an organisation it is called known as Professional Complaint Letter. These letters have the backing of an organisation and are mostly related to professional items and services.

Product Complaint Letter

Complaint Letter for Defective Product

Arnold Armstrong
89 Villa Street
Val Haven, CT 95135
Phone – 890056711
armisstrong@arnold.com

30^th June, 2012

Customer Care Manager
Customer Service
Airtel Telecom
8423 Green Terrace Road
Asterville, WA 65435

Dear Sir or Madam

Re: Order Number TF285347

I recently ordered a new Beetel Modem (item #285347), Model 100CX from your website on 20^th June 2012.  I received the order on 7^th July. Unfortunately, the modem turned out to be defective.

I connected it to my PC and installed all the drivers provided. I followed the manual provided but it didn’t work. All the Lights on the Modem were ON. I even went through troubleshooting but to no avail. I even installed it on my friends PC but ‘No Connectivity’. I used my Dying Modem to check if the ‘Line wasn’t Faulty’. The internet worked fine and there was ‘No issue with the Line’. I even formatted and reinstalled Windows just to make sure that there wasn’t a problem in my system. But that didn’t make the modem work.

As mentioned above, I have tried everything and the fault lies clearly in the modem. I would like you to credit my account for the amount charged for the modem. I needed a new modem so I bought it from a local shop. I don’t need a Replacement but a Refund which I am entitled to as per your Policy.

Thank you for taking the time to read this letter. I have been a loyal and satisfied customer of your company for quite some time now. This is the first time I have encountered a problem.

Looking forward towards a Prompt Refund.

Sincerely,

Signature
Arnold Armstrong

Customer Complaint Letter

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Complaint Letter for goods delivered in less quantity

                                                                   Revathi Multimedia
                                                                  5382 Western Church
                                                                           Kolkatta


9^th April 2012
Attn: Mr. Sanjay Kalra
Sales Manager
Long Lasting Electronics
711 Ashtutosh Mukherjee Road
Kolkatta - 200

Dear Mr. Kalra

Re. Order No. 475382

This is to inform you that the goods we ordered from your company have not been supplied in exact quantity as ordered.

On 7^th April 2012 our Firm – ‘Revathi Multimedia’ placed an order with your firm ‘Long Lasting Electronics’ for 2,000 Cannon Camera Rechargeable Batteries. The consignment arrived on 8^th April 2012 but there were only 200 batteries.

Those batteries were required on the designated date and your mistake put us in an inconvenient situation. We had to make some emergency purchases to fulfil our commitments towards our clients.

I am writing to ask you to up for the shortcoming and ensure that such occurrences 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.

Signature (Jaipuria Pathak)

Typed Name (Jaipuria Pathak)

Purchasing Officer

Sumber :
  http://letters.targetstudy.com/inquiry-letter/

http://letters.targetstudy.com/complaint-letter/

http://work.chron.com/10-types-business-letters-9438.html