| A query letter is often written when you need to | | | | persuade features in the majority of business letters |
| request certain information or to enquire about goods | | | | and it is thus essential to structure your letter in such |
| or services offered by the recipient of the letter. As | | | | a way that it is made easy for the recipient to draw |
| such, this type of written communication is one that | | | | up a reply. Consequently a query letter should include |
| is very often required in businesses and it can be | | | | explicit and unambiguous questions that are worded |
| written for several reasons. | | | | in such a way to elicit specific facts from the |
| For example, a query letter can be written to obtain | | | | recipient. |
| information about specific data or prices from | | | | As a rule of thumb always ensure that your query |
| another company or to ask for printed material such | | | | letters are: |
| as journals and reports. Other times a query letter is | | | | 1. Specific |
| written to order goods or engage the services of a | | | | 2. Stick to the relevant points that are stated in your |
| company such as maintenance or repairs. Lastly, a | | | | introduction |
| letter of enquiry can also be written to make | | | | 3. Brief and concise but never terse |
| reservations such as hotel or flight bookings or as an | | | | 4. Courteous and polite |
| attempt to influence the recipient to grant you | | | | 5. The ideas and facts are expressed clearly and |
| special favours or to ask permission or advice. | | | | directly |
| As can be seen from the examples provided of a | | | | 6. Stay away from embellishment |
| query letter, this type of letter is written with the | | | | 7. Aim to be simple and avoid complexity |
| specific aim to influence the reader to provide | | | | 8. Use a positive and sincere tone |
| information or assistance to the writer. In this regard | | | | Lastly when writing any kind of business letter |
| it thus of utmost importance to be clear about your | | | | always ensure to proof read your document before |
| requirements and objectives in the letter to ensure | | | | sending and meticulously check for spelling mistakes |
| that you message is understood by the recipient. | | | | and punctuation. Misplaced or missing punctuation can |
| When writing a query letter it is important to write in | | | | easily mislead the reader and always remember that |
| a tactful and courteous manner since you are | | | | the letter you send will be the first impression that |
| requesting assistance from the recipients for your | | | | the recipient will have of you and the organisation |
| request to be fulfilled. It is true that the aim to | | | | you represent. |