INQUIRY LETTER AND ORDER LETTER
1.
INQUIRY LETTER
The letters that are
written for collecting information about job seekers, prices, products, and
services before awarding jobs, granting credit, making contracts and giving
promotions are known as letters of inquiry. These letters are written to a
third party seeking information about either a job or a company that wishes to
make business relationship.
Quible and others
defined, “Letters of inquiry are a type of business message that asks the
recipient for information or assistance.”
Prospective employers
and business organizations usually write inquiry letters for obtaining desired
information. Prospective employers write this letter to the referees mentioned
in the job application to obtain information about the applicant’s personal and
family background, ability, skills, honesty, character, integrity, quality of
performance, fitness for job etc.
On the other hand, business enterprises write inquiry letters to third
parties referred by the customers to know about their business dealings,
financial capabilities and goodwill to determine whether to establish business
relationships with those enterprises.
At present it is an initial step from a company from various parties. In
this letter, there are a number of things discussed by the service provider /
product which is a question from the buyer in order to help the buyer to find
out information about the product / service. These things include:
a.
Name and type of product
b.
Product specifications, namely; type, size, quality,
capacity etc.;
c.
Price of the unit.
d.
Discounts;
e.
How to pay from the buyer to the seller;
f.
How to deliver products from seller to buyer, and
g. Convenience that may be obtained by the buyer, such as
a warranty and others.
A.
Types of Inquiry
Letter
Based on purpose, there are two most common types of inquiry letters
such as
a. Personal status
inquiry letter and
b. Business status
inquiry letter
a.
Personal Status
Inquiry Letter
The letters that are written by prospective employers for obtaining
information about job applicants are called personal status inquiry letter.
Employers write this letter to obtain information relating to the applicant’s
personal and family background, ability, skills, honesty, character, integrity,
quality of performance, fitness for job etc.
Generally this letter is written to the referees mentioned by the
concerned applicant. In response to this letter, the referees write a reply
letter to the employer. This response letter may be favorable, unfavorable or
neutral to the applicant.
a.
Business Status
Inquiry Letter
When a business enterprise writes letter to another business enterprise
for collecting information about a prospective customer, it is known as
business status inquiry letter. This letter is usually written for collecting
information about financial capability, goodwill, nature of business dealings,
honesty etc. of a business enterprise to determine whether to establish
business transactions with it. Responses of this letter may be either favorable
or unfavorable.
Pict 1 : Example of an Inquiry Letter
2.
ORDER LETTER
a letter of order is a document that confirms the details of a purchase
of goods or services from one party to another. It usually includes more
information about what you are ordering, like quantity, model number, or color,
the payment terms, and the matter in which the products are to be shipped. When
the recipient receives this letter, they will process the order and send the
merchandise.
A.
Order Letter
Definition
An “Order” is an expense for the person placing the order and an income
for the one getting it. But this is not all. The company that bags the order
has to fulfill lot of commitments to ensure that it has a satisfied customer,
which can be an individual or another company. Timely delivery of the order,
quality of delivery and after sale service – are all part and parcel of getting
an order.
An Order Letter is the one that is written by the person/company placing
the request of purchase from another company. This letter comes into action
only when a detailed study of the desired product has been done in the market
and based on promised service, quality and price of the product, a decision for
a purchase has been made.
An Order Letter should be drafted very carefully as it needs to pen down
all the terms and conditions of the purchase for the benefit of both involved
parties. It should have details such as product specifications, quantities,
price agreed upon, delivery date, late delivery clauses, etc. It should be
addressed to the person responsible for the execution of the order with a copy
to the head of department. Since it is totally an official letter it should be
typed.
Remember that all relevant information must be given in the order
letter. This is like more business and of course helps to prevent reading
errors to compile a table of items needed. As a guide for compiling an order
letter you must fulfill:
a. Reference to a
source of information
b. List of products
to be ordered
c. Quantity,
quality, price, catalog number (if any) (quantity, quality, price, catalog
number (if any))
d. Details of
delivery and payment (delivery and payment details)
e. An order number
(order number)
The order letter is used to order goods according to the amount needed
by the company either by using the official order form or not. There are two
ways to make an order letter, namely:
a. Order without
using official order form
b. Order by using
the official order form
Ordering without using an official order form can be done by simply
writing a letter with all the order details by directly entering into the
letter. Thus, this letter functions as an order letter, so the content must be
clear, concise and direct to the destination.
While in large companies, in general, it is usually done by using an
official order form. Every time you want to make an order, you can fill in the
available fields. Order forms or often called purchase orders (PO) usually
consist of:
a. No. (number)
b. Unit price
c. Description /
items
d. Amount
e. Quantity
f. Delivery date
g. Type
h. Terms of payment
Pict 2 : Example of an Order Letter
QUESTION
1. What is the
meaning of inquiry letter?
-
Letters of inquiry are a type of business message that
asks the recipient for information or assistance
2. Based on purpose
how many types of inquiry letter?
-
Two types
a. Personal status
inquiry letter and
b. Business status
inquiry letter
3. What is the
meaning of personal status inquiry letter?
-
The letters that are written by prospective employers
for obtaining information about job applicants are called personal status
inquiry letter
4. What is the
meaning of order letter?
-
a letter of order is a document that confirms the
details of a purchase of goods or services from one party to another
5. Give a example
of order letter?
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