Sample 1:   Letter of Inquiry
Letterhead  
Vista Advertising Concepts
1602-21 MacDonald Drive, ACC 215
Corvallis, OR 97331-0215
Double space (one blank line)     
Date (Block format)   August 21, 20xx
Two to four spaces, based on the length of the letter     
Inside Address   MaxiPower Business Computers
3370 Colonial Blvd.
Los Angeles, CA 90066-3370
Double space    
Salutation   Ladies and Gentlemen:
Double space    
Subject Line     L-100 and L-200 Flatbed Color Scanners
Double space    
Ask the main question first.   What are the differences between your L-100 and L-200 flatbed color scanners? One of these scanners, which I saw advertised in the January 12 issue of Newsweek, may offer the solution to our need for a high-quality color scanner.
Double space    
Tell the reader how you learned about the product, service, or idea, and explain your situation.   I own a small advertising agency, employing five copywriters and two graphic designers, all of whom need to do some scanning for each of the projects they work on. Because our customers expect the highest quality work, it's important that we have a high-resolution scanner capable of the finest work in a networked environment. We are using high-end Macintosh computers and do most of our graphics work in Adobe Photoshop.
Double space    
Put the secondary questions in a numbered list.

Unless items in lists are extremely short (a few words only), treat each item as a separate paragraph.
Double space between paragraphs.

Ask for other information after you have asked the specific questions.

   Your answers to the following questions will help me decide whether the L-100 or L-200 will meet our needs:

  1. The specifications for the scanners listed in the ad are identical, yet the L-200 costs $1000 more than the L-100. What accounts for the difference in price?

  2. What is the expected duty cycle on the scanners? With seven people using the scanner almost daily, can we expect a single scanner to meet our needs?

  3. Are the scanners network-ready?

  4. The ad said that the scanners are fully guaranteed for one year. What is included in that guarantee? I am especially interested in whether you will provide a replacement scanner because we cannot afford to be without a scanner for long.
Set and justify an end date. Do not thank the reader in advance.   In addition to answering these questions, please send me any other information you think might help me decide which of your scanners would best meet my needs. As our busiest season begins in October, I would appreciate receiving your reply before September 15.
Double space    
Complimentary close   Sincerely,
Leave three blank lines for the signature  
 

 

Typed name and title   LeRoy Hagge, President
  
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