It is sometimes
necessary to make a formal request to a person, a company, an agency or
an organization to obtain some information. Letters of inquiry are used
to obtain information about a person, a product, a service or an organization's
operations. Letters of inquiry are useful during the research process
to gain valuable specific information that is not readily available in
written or electronic form. What follows are guidelines for writing letters
of inquiry:
| Clearly identify yourself and state your purpose |
I am a senior English major, and I am reviewing graduate programs
in literature. |
| Make a reasonable request |
From your academic catalogue and web site, I was able to gather
a good deal of information about your graduate program and faculty.
I was most intrigued by the research opportunities available with
specific Renaissance scholars. While research is my main focus,
I am also interested in possible teaching assistantships. To aid
me in my process of review, I would greatly appreciate answers to
the following questions: |
| Present a list of specific questions |
- What is the teaching load for first-year graduate assistants?
- What is the expected course load in respect to the teaching
load?
- Do teaching assistantships come with in-state tuition or a
tuition and fees waiver?
- Do you offer research assistantships that do not involve teaching?
|
| Tell how the material will be used and offer to share findings
|
At this point I am still collecting information from schools
that offer graduate degree programs in my area of interest. Once
I have received yours and others information, I hope to begin the
application process. Thank you. |
If your questions are too numerous for a short letter or questionnaire,
you may want to request an informative interview.
Key Tips on Inquiry:
- Whenever you seek a written response to an unsolicited inquiry,
include a stamped, self-addressed envelope for the reply.
- While unsolicited inquires via telephone or email can be efficient
and productive they can also be unwelcome and intrusive. A traditional
letter implies greater respect for the recipient's privacy and provides
a certain distance from which the person can choose to respond or
even decide not to respond.
- If you choose to inquire via traditional letter you may also choose
to give the recipient the option of responding via phone, or email,
according to her preference. If you do go the route of telephone or
email, establish a brief contact in which you apologize for any intrusion,
and then ask about the respondent's willingness to answer your questions
at a convenient time in the near future.
- In all cases of inquiry, don't let your time constraints or efficiency
compromise your goodwill.
- Always write a thank-you note to the person who has responded to
your inquiry letter.
Common Letter Types
