Business Letters

Business Letters are an essential requirement in today’s business world. Business letters are
a type of formal letter sent from one company to another, or between such organizations and
their customers, clients, or other external parties. A business letter is a permanent written
record, and may be taken more seriously by the recipient than other forms of
communication.

Since a business letter is a formal type of correspondence, you need to adhere to its specific
format to achieve full marks in letter writing. Typically, a business letter should be between
100 to 150 words.

What is a Business Letter?

A business letter is written to a business firm (or a particular person).

Business letters can be written for a variety of purposes. Some of the reasons for writing
business letters include:
 making an enquiry,
 replying to an enquiry,
 making a complaint related to a product/ service,
 placing or cancelling orders,
 getting information regarding order placed etc.

Why write Business Letters

1. Maintains and strengthens customer relationship

2. Ensures communication between businesses
3. Helps to gather feedback, complaints etc
4. Leads to increase in customer base and loyalty
5. Helps in exchange of relevant business information

Business Letter Marking scheme

To understand how marks are assigned to the different sections of a business letter, it is
essential to understand the marking scheme. To achieve the maximum marks, you must
follow the guidelines carefully when attempting the business letter question.
 FORMAT
(Sender’s address, date, Receiver’s address, subject/heading, salutation, 1 mark
complimentary close)

2–3
CONTENT
marks

1–2
ORGANIZATION
marks

ACCURACY 1 marks

Business Letter Format

Students should refer to the information below for guidance on composing a complaint letter
in order to understand every aspect of the process and know what needs to be included.

o Sende’s Address
o Date
o Receiver’s Address
o Subject Heading
o Salutation
o Body of the letter
o Complimentary Close

Business Letter- Points to remember while making the format

1. Sender’s address is usually written in 3-4 lines
2. The subject of the letter should always be underlined
3. Salutations like “Dear Sir/Ma’am” or “Respected Sir/Ma’am” should be used
4. The introductory paragraph of body should highlight the purpose of the letter
5. The main paragraph of the body should contain details of the letter
6. The concluding paragraph should be a conclusion of the first two paragraphs
7. “Yours truly/faithfully” should be used as the complimentary close

Business Letter Useful Tips

These amazing tips can help students get the most out of a business letter question. You
should follow the key guidelines provided below to prepare effectively.

1. Business letters should be to-the-point, clear and precise.

 2. Simple language should be used.
3. Abbreviations and short forms must be avoided.
4. When placing orders, the description of items should be clearly mentioned.
5. Senders should inform about the desirable mode of payment/ transportation etc.
6. Appropriate language should be used.

Business Letter Samples

Here are solved examples of business letters to help you understand how to write one
effectively. Practicing with these examples will help students build confidence in answering
business letter questions.

Q1. You manage the supply of books in the school library. Write a letter for placing the
order for the books to the Vikas Publishing House Ltd. (100-150 words)
Answer:

Delhi Public School

Sector 12, RK Puram
New Delhi- 110022
5 January 2024

To
Vikas Publishing House Ltd.
Darya Ganj, Central Delhi
New Delhi- 110002

Subject- Placing an order for books for the school library

Dear Sir,

I would like to place an order with you for the following books.

English Grammar Class 8th 20 Copies

English Grammar Class 9th 30 Copies

Higher Mathematics Class 11th 10 Copies

Higher Mathematics Class 12th 20 Copies

 The Story of My Life- Helen Keller Novel 15 Copies

Kindly ensure that the books are of the latest edition and in proper state. It is a request to
deliver these books latest by 5 January 2021 and bills for the same shall be cleared at the time
of delivery. Please offer a suitable discount on the purchase.

Thanking you
Yours faithfully
Vaibhav
Library Manager

Q2. Write a letter to the customer service manager of Ganesh Electronics Pvt. Ltd.
complaining about a defect in the music system purchased from the store. Sign yourself
as Gauri/Gaurav. (100-150 words)
Answer:

H.No.58 Block-D
Sector 26, Rohini
New Delhi- 110085
11 February 2024

To
Customer Service Manager
Ganesh Electronics Pvt. Ltd.
Rohini, New Delhi- 110085

Subject- Filing complaint for a defect in purchase no. MS-845/07/2020

Dear Sir,

I hereby write to complain regarding the defect in the music system w.r.t bill no. MS-
845/07/2020 purchased on 11 January 2021 from your store.

The music system worked properly for one month but it has not been functioning properly for
the past three days. The sound breaks whilst the songs are being played and the system hangs
multiple times. Coupled with this, the songs stop playing abruptly and require the system to
be restarted. Since the music system is still in the warranty period of six months, I wish to get
it replaced at the earliest.

I request you to look into this matter without any delay and provide a new working music
system of the same brand. I have enclosed a copy of the bill of purchase for your reference.
Looking forward to your early response.

Thanking you
Yours truly
Gauri
Q3. You wish to do Spanish learning course from the institute ‘Learn a Language’.
Write a letter to enquire about course details, fees, duration etc. sign yourself as
Kritika/Kartik. (100-150 words)
Answer:

584, Defence Colony

Dehradun
Uttarakhand- 24801
21 February 2024

To
The Manager
Learn a Language
Connaught Place
Uttarakhand- 248001

Subject- Enquiring about Spanish learning course

Sir/ Ma’am,

I wish to enquire about the Spanish learning course offered by your institute. Since I have
basic knowledge of Spanish language priorly, I wish to learn the language at an advanced
level.

I request you to provide the following details relating to the advance level Spanish learning
course-
 fee of the course
 duration of the course
 Course material
 Class schedule
 batch size (if any) and;
 other relevant details

Please attach the complete brochure along with the letter. I look forward to a quick response
regarding the enquiry.

Thanking you
Yours truly
Kritika
Q4.You are in-charge of purchase for Turbo Automobiles Ltd. Last week you made an
order which is still pending. Write a letter to the manager of ‘Tools & Spares’ for the
cancellation of the aforementioned order in less than 150 words.
Answer:

Turbo Automobiles Ltd.

Pahar Ganj, Central Delhi
Delhi- 110055
3 March 2024

To
The Manager
Tools & Spares
Delhi- 110065

Subject- Cancellation of order no. TS/948 dated 6 September 2020

Sir,

I want to draw your attention to an order made with you on 6 February 2020 w.r.t order
number TS/948. I hereby make a kind request to cancel this order. Our company had
undertaken a project for which this order was made.

However, we are no longer doing the project and hence we do not require the items that we
ordered from you. Since the order cancellation request is made within 10 days of the order
placement, it is in compliance with your firm policies. No payment had been made and thus,
there are no outstanding balances and the accounts stand clear.

Please confirm the cancellation of the order at the earliest. I shall make the cancellation
payment after cancellation is confirmed. I have enclosed a copy of the original order receipt.

Thanking you
Yours faithfully
Sarvesh
Purchase in-charge

Q5. You went for a vacation with your family to Manali and stayed in hotel Vikrant &
Co. However, you are not satisfied with their service. Write a letter describing your stay
and providing relevant suggestions. You are Sudip/ Susheela Mishra. (100-150 words)
Answer:

H.No.32
Defence Colony
South Delhi
New Delhi- 110039
11 March 2024
To
The Hotel Manager
Vikrant & Co., Manali
Uttarakhand- 360087

Subject- Complaint and feedback letter

Dear Sir,

I wish to inform you about my stay at your hotel from 02/03/2021 to 06/03/2021. I regret to
inform you that my family and I are quite unsatisfied with the stay at your hotel.
We came to know about your hotel from a travel site. Although the pictures and reviews were
quite decent, the actual experience didn’t conform to the standards. For instance, the bed
sheets and quilts were dirty; the staff was not cooperative and the room service was slow. We
were made to pay separately for the cab service even though the website mentioned that the
accommodation charges included a free cab.

I suggest you look into these matters carefully as they will help to improve your service and
ensure a better experience for the customers. Moreover, it would be better if you could
mention the correct information about the facilities, which you are willing to provide on the
partner websites.

Thanking you
Yours truly
Sudip Mishra

Q6. You are the owner of Jatin & Brothers Ltd. You have received a lot of orders from
various customers. Write a letter to one of the customers informing them about delay in
fulfillment of their order in less than 150 words.
Answer:

Jatin & Brothers Ltd.

Lajpat Nagar
New Delhi- 110045
14 March 2024

To
The Manager
Krishna Production
Jaipur, Rajasthan- 450008

Subject- Regarding delay in order

Sir,

We hereby write to inform you that your order no. 582/JPL which was due for delivery on 12
March 2021 would be late by a few days. Due to the peak season, we have received orders in
bulk. Some of these are urgent and need to be completed without any delay. With reference to
our previous conversation, we think you will not have a problem with the delay since you do
not have an urgency.

We will update you regarding the confirmed date of delivery soon, however, I assure you that
it will be delivered to you before 20 March 2021.

We apologise for the inconvenience caused. Looking forward to your cooperation.

Thanking you
Yours truly
Jatin Sharma

Top Mistakes in Writing a Business Letter

Scoring full marks in business letters can help improve the total score in board exams. You
must avoid the popular mistakes done while writing a business letter so that they get full
marks. Here we have listed the top mistakes found in business letters:

1. Failure to include related information. One must included the essential information
required in a business letter.
2. Missing out sender’s address and contact details where the receiver can connect.
3. Not adding any bill or warranty details or details for which information is sought.
4. In case of a social issue, students do not mention the detailed problem faced.
5. Students miss out on including all details given in the format of business letters.

Business Letter Templates

Here are a few popular business letter templates that you can use and customize to write your
business letter:

Template 1: Formal Business Letter

[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
Subject: [Brief Description of the Letter’s Purpose]

I am writing to [state the purpose of the letter]. [Provide details and any necessary
background information].

[If applicable, mention any specific actions you request or propose]. I believe that [provide
reasons or justifications if necessary].

Thank you for considering my request. I look forward to your response. Please feel free to
contact me at [Your Phone Number] or [Your Email Address] if you need further
information.

Sincerely,
[Your Name]
[Your Position]

Template 2: Complaint Business Letter

[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
[Company Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: Complaint Regarding [Issue]

I am writing to formally address an issue concerning [describe the problem or complaint]. On

[date], [provide a brief description of the event or issue].

Despite [mention any previous attempts to resolve the issue], the problem remains
unresolved. I request that [specify the action you expect to be taken or the resolution you
seek].

I would appreciate your prompt attention to this matter and look forward to a satisfactory
resolution. Please contact me at [Your Phone Number] or [Your Email Address] if further
information is needed.

Thank you for your attention to this matter.

Sincerely,
[Your Name]
[Your Position]
Template 3: Business Proposal Letter

[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
[Company Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: Proposal for [Project/Service]

I am writing to propose a [describe the project or service] that I believe will greatly benefit
[Recipient’s Company]. Our company, [Your Company], has extensive experience in
[relevant field], and we are confident that our [product/service] can [explain the value or
benefit].

Our proposal includes [briefly describe key components of the proposal, such as objectives,
methodology, and expected outcomes]. We are eager to discuss this opportunity in more
detail and explore how we can work together to achieve mutual success.

Please find the full proposal attached for your review. I look forward to the possibility of
collaborating with you.

Sincerely,
[Your Name]
[Your Position]

Business Letter FAQs

By reading the following FAQs of business letter, you can resolve any questions about
business letters.

1. Why is a business letter classified as a formal letter?

Ans. A business letter is classified as a formal letter because it is sent to

business associates like sellers or customers or suppliers. It is an important
 document in today’s world of business and commerce. It is considered to be of
more use and importance than other forms of communication. Even the tone of
a business letter is formal.

2. Define a business letter.

Ans. A business letter is a type of formal letter written by a businessman or a

company to another businessman or company. The subject of the letter is in
regard to business matters only. Customers of a company may also write or
receive a business letter. Therefore, in other words, we can say that a business
letter is written by and to the people involved in business – both producers and
consumers. It can be further classified into order letter, letter of complaint and
enquiry letter.

3. What is the format of a business letter?

Ans. The format of a business letter is given below:

Sender’s address
Date
Receiver’s address

Subject heading
Salutation
Body ………………………………………………………
…………………………………………………………….
…………………………………………………………….

4. What are the different topics for which business letter can be written?

Ans. The different topics for which business letters are written are as follows:

a. To make an enquiry
b. To reply to an enquiry letter
c. To make a complaint
d. To place an order
e. To cancel an order
f. To get information regarding the placed order

5. List 5 things that one should keep in mind while writing a business letter.
Ans. 5 things that one should keep in mind while writing a business letter are
as follows:

 The tone and language of a business letter has to be formal.

 The format of the business letter must be followed.
 The subject of the letter should be underlined.
 The content should be to the point, brief and precise.
  Salutations like “Dear Sir/Madam” or “Respected Sir/Madam” should
be used.

6. Who can send a business letter?

Ans. Any company, businessman, customer or prospective customer can send

a business letter.

7. What is the purpose of a business letter?

Ans. Business letters are important due to the following reasons:

Business letters bring in feedback from customers.

The letters help maintain a strong relationship between the company and its
consumers. Through business letters, a customer can enquire, complain and
place an order more easily and efficiently. Companies can exchange
information through business letters.

8. What are the three main parts of a business letter?

Ans. A business letter can be divided into 3 main parts which are as follows:
Introduction – The first paragraph is an introductory paragraph, in which we
tell why we are writing the business letter.

Content – The second paragraph contains the detailed explanation of the

purpose.

Conclusion – The third and final paragraph contains the conclusion, which
should tell what we expect from the receiver (especially if the sender is a
customer).

9. Suggest different ways to end a business letter.

Ans. The different ways in which we can end various business letters are as
follows:

Placing an order – while placing an order, we can ask for a speedy delivery or
mention the date till when the product or order should be delivered. We can
ask for a discount as well.

Complaint letter – while reporting a complaint, we can ask the firm to improve
their service or replace the product in question.

Enquiry letter – In this, we can ask for a speedy reply.

 10. What type of letter is a business letter?
Ans. A business letter is classified as a formal letter.

Letter of Enquiry | Letter of Enquiry Marking scheme

Understanding the marking scheme for a letter of enquiry is crucial for recognizing how
marks are allocated to different components. To achieve full marks, students must adhere to
the precise guidelines for composing an enquiry letter.

FORMAT
(Sender’s address, date, Receiver’s address, subject/heading, salutation, 1 mark
complimentary close)

2–3
CONTENT
marks

1–2
ORGANIZATION
marks

ACCURACY 1 marks

Letter of Enquiry Format

Here is a step-by-step process to write an Enquiry Letter:

1. Sender’s address: Include an email and phone number, if required.

2. Date: Below address. Leave one space or line.
3. Receiver’s address
4. The subject of the letter
5. Salutation (Sir / respected sir / madam)
6. Body
Paragraph 1: Introduce yourself and the purpose of writing the letter
Paragraph 2: Detail of the enquiry
Paragraph 3: Conclude / end
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)

Letter of Enquiry Writing Tips

You may increase their score in a Letter of Enquiry question by using these amazing tips
given below. You who intend to compose an inquiry letter should adhere to these basic
guidelines:

1. Start with a Clear Purpose: At the beginning of a letter, state the reason why you’re
writing the enquiry letter. It makes it clearer to the receiver what you need and why.

2. Use a Formal Tone: Throughout the letter, keep your tone polite and professional.
Use formal language and make proper greetings to the recipient.

3. Be Specific and Concise: Include specific details about what you are inquiring about.
Avoid including unnecessary details to ensure the letter is clear and to the point.

4. Include Relevant Details: Provide the receiver any background or context

information that might further clarify your request. For example, mention your current
educational status if you are enquiring about a course.

5. Organize Your Letter: Structure your letter with a clear introduction, body, and
closing. This structure makes it easier for the recipient to follow your inquiry.

6. Ask Clear Questions: Formulate your questions clearly and directly. If you have
multiple questions, list them in a numbered or bulleted format for clarity.

7. Provide Contact Information: To make it easier for the receiver to reply to your
inquiry, include your contact information such as phone number, email address, etc.

8. Proofread Your Letter: Before sending, check your letter for spelling and grammar
mistakes. A professionally composed letter shows professionalism.

9. Express Appreciation: Thank the recipient in advance for their time and assistance.
A polite closing might leave a good impression.
 10. Follow Up: If you don’t receive a response within a reasonable timeframe, send a
follow-up letter or email to check on the status of your enquiry.

By keeping these tips in mind, you can ensure that your letter of enquiry is effective and
likely to receive a quick response.

Enquiry Letter Samples| Examples of Letter of Enquiry

Here are a few examples of inquiry letters. You can get an idea of the format of enquiry
letter and how to write an inquiry letter by learning from these solved questions of an inquiry
letter.

1. You intend to join coaching classes at Success Coaching Centre situated in

Chennai. The institute specializes in teaching science to classes XI – XII. Write a
letter of enquiry in 100 – 120 words addressed to the Administrator in – charge
of the institute seeking clarification about the timing, duration, staff, transport
and other necessary details for joining the institute. You are Sonia / Shiv of 2,
Murthi Road, Chennai.

Ans:

Sonia
2, Murthi Road
Chennai.
Date: 20th March 2025
Administrator in-Charge
Success Coaching Centre
Chennai.

Subject: Enquiry for Class XI – XII two year study course.

Respected Sir / Madam

I am Sonia, a student of class X of KV, Murthi Nagar Chennai. I want to pursue non-
medical stream and am planning to join a coaching class for the same. I came to know
that your institute is the best and so I am keen to join it.

I am interested in joining the two year classroom course. Kindly give me the
following details:

o Details of the course structure.

o The timing of the class.
o The details of the faculty.
o Availability of transport facility.
o Fee structure for the course.
 I request you to reply at the earliest so that I can take a decision.

Thank you
Yours Sincerely
Sonia

2. You are Mrs. / Mr. Gupta. Your son is a student of Class XII and wants to
pursue a course in Mass Communication. Write a letter in 120-150 words to the
Dean, Institute of Mass Communication, University of Delhi, seeking
information about the course admission procedure, eligibility criteria, fee
structure, hostel facilities, placement opportunities, etc.

Ans:

302, Hi life Apartments

Malad, Mumbai.
Date 12 October 2025
Dean
Institute of Mass Communication
University of Delhi
New Delhi.

Subject: Enquiry for course in Bachelor of Mass Communication.

Sir,

I am Mrs. Gupta M/O Saransh Gupta. My son is studying in Class XII and wants to
pursue Mass Communication. So, I am writing to you to enquiry about the said
course. Kindly give me the following details.

I want to know the course content, course duration, fee structure, eligibility criteria,
admission procedure for the B. Mass. Comm. Degree course. Also, information on
hostel availability will be required. Also, I want to know about the placement
opportunities that will be available to my son once he completes the course.

Kindly give any other additional information that you think is required.
Please reply with the same at the earliest so that I can make an informed decision.

Thank You
Yours Sincerely
Mrs. Gupta
Phone Number XXXXXXX
3. You are Mansi / Manas of 308, Vikas Nagar Nainital, a student of class 10 and
after the board exams, you want to learn paragliding. Write a letter to the
Director of High Fly flying club seeking details of the course, fee, duration and
other requirements.

Ans:

308, Vikas Nagar

Nanital.
12 June 2025
The Director
High Fly flying club

Subject: Enquiry about paragliding course

Dear Sir,

I came across your advertisement in the local newspaper regarding paragliding

courses given by your institution.

I am keen on learning paragliding after my class 10 board exams end. I always wanted
to do something out of the box and that’s where the thought to learn paragliding came
to my mind. and want more related information on the same.

Please share the information regarding the list of the courses available, fee, duration
of the course, boarding and lodging facilities provided, availability of instructor and
transport facility available.

Thanking You
Yours faithfully
Manas

4. You are Tejas / Tejaswi resident of 111, Jai Hind colony, Mumbai – 400589, a
student of class 11 and want to take up a Summer course in Computer graphic
design. Write a letter of inquiry to the Director of NIIT Computech seeking
details on the coruse content, eligibility, fees, timings and future scope of the
course.

Ans:

111, Jai Hind Colony

Mumbai 400589
12 June 2025
The Director
NIIT Computech
Mumbai

Subject: Inquiry into short-term courses in computers

 Dear Sir,

I came across your advertisement regarding computer courses in yesterday’s evening

newspaper. I am interested in upgrading my knowledge in computers and am looking
for a suitable course.

After my board examinations in the spring, I, a student in class XI, want to take a
computer graphics course in the summer. Please tell me in depth about the courses
related to computers offered by your prestigious institute.

Please provide all required information on the programs available, their duration, fee,
future prospects, placements provided, any scholarships available, transport facility,
fee installment facility, etc. Kindly send the details to the aforementioned address at
the earliest.

Thanking you
Yours faithfully
Tejas

5. You are Latika / Lavish r/o A103, Greenash appt., Mumbai. You are a student of
class 9 and want to pursue a summer course in content writing. You saw and
advertisement in the local daily and want more information on a content writing
course by A to Z Institute. Ask for related details as are required by you to make
an informed decision.

Ans:

A103, Greenash Appt.

Mumbai
12 June 2025
The Director
A to Z Institute
Mumbai

Subject: Enquiry into a summer course in content writing

Dear Sir,

I came across your advertisement regarding content writing in yesterday’s evening

newspaper. Also, I have heard a lot of good reviews regarding your institute from my
friends.

As a ninth-grader, I’d like to enrol in a summer content writing course as it something

I find to be very interesting and relaxing. I am good in language and so, I can think of
taking content creation as a career. Please give some more information about the
content writing courses offered by your prestigious institute.
 Please provide me the details including a list of courses, duration, class timings and
the cost at the aforementioned address. I would also like to get any related pamphlets
or brochures of the same.

Please reply at the earliest so that I can make an informed decision.

Thanking You
Yours faithfully
Lavish

6. You are a sports enthusiast Gaurav / Garima r/o 450, June Building Pune. You
want to go to Gulmarg on a skiing vacation. Write a letter of enquiry to the
Director J&K Tourism, asking for relevant information like the suitable time,
accommodation available, gear required, cost, travel and ski assistance available,
etc.

Ans:

450, June Building

Pune
12 June 2025
The Director
J&K Tourism
J&K

Subject: Enquiry regarding a holiday package

Dear Sir,

I just so happened to look through your travel website, and I have to say that I am
very impressed with the wide range of travel and tourism services that your
organization offers.

I intend to go on a skiing holiday to Gulmarg later this year. If you could provide me
some particular information on the skiing packages, I would really appreciate that.
Please mail me the contact details of any speciality tours.

Please include in the schedule the expenses related to travel, hotel bookings and tour
guides. I would also like to get information on the duration of packages, any group
packages and discounts related to them and provision of food during the tour.

I really anticipate hearing from you soon.

Thanking You
Yours faithfully
Gaurav
7. You are Mahesh / Madhu, a devotee of Lord Shiva and want to go on a
pilgrimage to the Mount Kailash. Write a letter of enquiry to the tourism
department New Delhi asking for details for the pilgrimage. You can ask details
like tour cost, duration, health checkups required, accommodations available,
articles required, etc.

Ans:

XYZ
12 June 2025
The Director
Tourism Department
Delhi

Subject: Enquiry regarding a pilgrimage tour to Mount Kailash

Dear Sir,

I am Mahesh from Panipat. I want to visit Mount Kailash on a pilgrimage. I have

come to know about the pilgrimage tours conducted by your organization and want to
book a seat in it. However, before finalizing, I want some additional information
which will help me in taking a decision.

I would really appreciate it if you could give me some specific details on the
pilgrimage tour. I want to know the itinerary of the tour. Please mention the costs
associated with the tour, duration of the tour, necessary health screenings and
vaccinations if required, available lodging facilities, list of necessary items to be
carried, ant registration process that has to be followed, etc.

Kindly give any other related information that you deem important. The brochures of
the tour will also prove helpful to me.

Really looking forward to hearing from you.

Thanking You
Yours faithfully
Mahesh

8. You are Kanika / Karun of 214, sector 19, Chandigarh, awaiting your class X
results. Meanwhile you would like to do a short–term course in French language.
Write a letter to the Director, French institute, PU, Chandigarh inquiring about
the details about the course.

Ans:

214, Sector 19
Chandigarh
12 June 2025
The Director
 French Institute, PU
Chandigarh

Subject: Enquiry about a short-term course in French Language

Dear Sir,

I have heard a lot about the French courses conducted by your institute. After
appearing in my class X board exams, I would like to utilize my free time by joining a
short-term French course.

Please share related information so that I can make an informed decision regarding
this.

Kindly let me know the start date and end date of the course, fee details, class timings,
examination process, any entrance exam process and any other important information.
Waiting for your earnest response.

Thanking You
Yours faithfully
Karun

9. You are Piyush / Piyushi r/o 223, Alok residency, Kanpur. You want to go on a
Bharat darshan trip. Write a letter of inquiry to Sea n more travel n tours for
details on trip cost, inclusions, stay details, meal details, sight-seeing details, etc.

Ans:

223, Alok Residency

Kanpur
12 June 2025
The Manager
Sea n more Tours and Travels
Mumbai

Subject: Enquiry regarding Bharat Darshan trip

Dear Sir,

I just so happened to browse your travel website, and I must say that I am quite
impressed with the extensive selection of travel and tourism services that your
business is providing.

Later this year, I want to go on a family vacation to Bharat Darshan. I would

appreciate it if you could offer me more specific details about the Bharat Darshan trip
package. I want details regarding the trip duration, itinerary, sightseeing inclusions,
stay provisions, trip cost and any other related information.

I really anticipate hearing from you soon as I have to decide at the earliest.
 Thanking You
Yours faithfully
Piyush

10. You are Abha, mother of Karun / Karuna. You want to admit your child to St
Ives Boarding school, Ooty. Write a letter to the school principal inquiring the
admission process, fee structure, entrance exam schedule, subjects taught and
other facilities.

Ans:

XYZ
12 June 2025
The Principal
St. Ives Boarding School
Ooty

Subject: Inquiry of details for my child’s admission to the school

Respected Principal,

With all due respect, I, Abha, Karan’s mother, would like to enrol my son in Class 4
at your school for the upcoming school year. I’ve heard great things about your
institution, and I would be a happy parent if my kid got accepted here. I want my
child to have a successful life and passing out from this prestigious institution will
surely support him.

I am interested in learning more about the admission procedure, fee schedule,

entrance exam schedule, course offerings, and other amenities provided by the school.
Information about the co-curricular activities, clubs, hobbies, etc. will also be helpful.
I look forward to hearing from you soon and will always be grateful to you.

Thank You
Yours Faithfully
Abha

11. You are Tanuj / Tanuja, r/o 20, Sea view appt., Mumbai and your son Diwij has
just completed B.Com. You want to admit him in a course to prepare for CAT
Exam. Write a letter of inquiry to the director of Aasman institute to get the
details about the course, fee, timings, duration, conveyance and tyoes of batches
providied.

Ans:
 20, Sea View Appt.
Mumbai
12 June 2025
The Director
Aasman Institute
Mumbai

Subject: Inquiry into course details for CAT preparation

Dear Sir,

I am Tanuj, father of Diwij. My son has appeared in B. Com. final year exams and I
want to enrol him into your coaching classes for CAT Preparation.

I’ve heard wonderful things about your institute. My son is really keen on getting into
a reputed B- School.

Before finalizing the preparation classes, I wanted to know more about the course
provided, cost of course, schedule of classes, duration of course, course content,
transportation facility, test schedule, class strength and available batch types.

I will be grateful to you if you could mail this information as soon as possible and
hope to hear from you soon.

Thanking you
Yours Sincerely
Tanuj

12. You are Ruby / Raghav, r/o 3232, Ashok Vihar block 3, New Delhi. You want to
get admission to Pearson design institute Mumbai. Write a letter of inquiry to
the director of the institute to get information on the courses provided, fee
structure, course content, future prospects and hostel facility.

Ans:

3232
Ashok Vihar block 3
Delhi
12 June 2025
The Director
Pearson Design Institute
Mumbai

Subject: Inquiry into design course details

Dear Sir,
 I would like to enroll at your prestigious school for the upcoming academic year. I
have heard fantastic things about your university, and I would be delighted to be
admitted to one of its esteemed programmes.

Please share information regarding the admissions process, tuition fee structure,
entrance exam schedule, course offerings, and other amenities provided.

I will always be grateful to you and hope to hear from you soon.

Thanking you
Yours Sincerely
Raghav

Letter of Enquiry Templates

You can use the following template of an enquiry letter, fill in the details and you are ready
with a customised letter of inquiry.

[Sender’s Name]
[Sender’s Address]
Date: [DD/MM/YYYY]
To
[Recipient’s Name]
[Company/Organization Name]

Subject: Inquiry into [Specify the Item/Service for which detailed information is required]

Dear [Recipient’s Name],

I am writing to inquire about [briefly describe the item or service] required by [Name /
relation]. We need to know the details so that [provide a brief explanation of why you need
the information] and would appreciate your assistance in fulfilling this request.

I would like to know the following details:

Price, duration, fee, any extra costs, total number of seats, last date to enrol, facilities
provided, transport facility, hostel facility, etc.

Please send the details through a letter at the above mentioned address or alternately, you can
call me at [mobile number].

Looking forward to a quick response.

Yours sincerely
[Your Signature]

Enquiry letter FAQs

Students can clear all doubts related to enquiry letter by reading the following FAQs of
enquiry letter.

1. Define an enquiry letter.

Ans. An enquiry letter is a formal letter written to a person of an organisation to
enquire about their facilities or services.

2. List down the reasons for writing a letter of enquiry.

Ans. Some reasons for writing an enquiry letter are:

 To enquire about an item

 To enquire about a particular course offered by a college
 To know the details of the hotel accommodation
 To know if an institution provides hostel facility
 To enquire about a job advertisement you saw in a newspaper, magazine or
poster in the market

3. To whom can one send a letter of enquiry?

Ans. One can send a letter of enquiry to:
o The head of a coaching centre
o The owner of a shop
o Any hotel
o Tour operator
o Any institute

4. Give 5 popular topics of enquiry letter.

Ans. 5 popular topics of enquiry letter are as follows:
1. A prospective customer wants to enquire about an item that they want to purchase
2. A student wants to enquire about a particular course
3. A person wants to know the details of the hotel accommodation given by a hotel chain
4. A person wants to know if an institution provides hostel facility
5. To enquire about a job advertisement you saw in a newspaper, magazine or poster in
the market

6. What is the format of letter of enquiry?

Ans. The format of an enquiry letter is as follows:

o Sender’s address
o Date
o Receiver’s address
o Subject
o Salutation
 o Body
o Complimentary closing
o Sender’s details

7. What essential information must be included in a letter of enquiry?

Ans. The essential information that the sender needs to give in an enquiry letter is as
follows:
 Sender’s contact details
 Particulars of the enquiry

8. What resolution can the sender ask for in a letter of enquiry?

Ans. The sender can ask for a speedy response and can request that all the questions be
answered.

9. Should the sender add contact details in a letter of enquiry?

Ans. Yes, the sender should add contact details in an enquiry letter. As it entails a reply by
the receiver, the address of the sender must be mentioned so that the details asked for can be
sent via another letter.

Top Mistakes in Writing an Enquiry Letter

Students must be careful and avoid the following popular mistakes in a letter of enquiry.

1. Missing out on writing the sender’s address and contact details. An enquiry letter
requires a reply from the receiver and so it is of utmost importance to add the sender’s
address details so that the receiver can fulfil the enquiry by responding at it.
2. Use of informal language. A letter of enquiry is a formal letter that is written to an
institution, or a hotel, etc. Use of informal language is out of the question and such
use will invite a deduction of marks.
3. Not following the format. An enquiry letter is a type of formal letter and so, the
format carries marks and if a student does not follow the format of an inquiry letter,
he will have to suffer a loss of marks.
4. Forgetting to mention the information required. As a letter of enquiry is written to get
certain information, students must mention what all details they want to know about
for example the course fee, duration, syllabus, etc.
5. Use of abbreviations and short forms. Abbreviated words should be avoided while
writing formal letters like a letter of enquiry because they are a part of informal
language and at times, they also cause confusion to the reader.

Please avoid these top mistakes while writing a letter of enquiry so that you can score full
marks.
Letter of Enquiry Templates

You can use the following template of an enquiry letter, fill in the details and you are ready
with a customised letter of inquiry.

[Sender’s Name]
[Sender’s Address]
Date: [DD/MM/YYYY]
To
[Recipient’s Name]
[Company/Organization Name]

Subject: Inquiry into [Specify the Item/Service for which detailed information is required]

Dear [Recipient’s Name],

I am writing to inquire about [briefly describe the item or service] required by [Name /
relation]. We need to know the details so that [provide a brief explanation of why you need
the information] and would appreciate your assistance in fulfilling this request.

I would like to know the following details:

Price, duration, fee, any extra costs, total number of seats, last date to enrol, facilities
provided, transport facility, hostel facility, etc.

Please send the details through a letter at the above mentioned address or alternately, you can
call me at [mobile number]. Looking forward to a quick response.

Yours sincerely
[Your Signature]
[Your Name]

Enquiry letter FAQs

You can clear all doubts related to enquiry letter by reading the following FAQs of enquiry
letter.

1. Define an enquiry letter.

Ans. An enquiry letter is a formal letter written to a person of an organisation to
enquire about their facilities or services.

2. List down the reasons for writing a letter of enquiry.

Ans. Some reasons for writing an enquiry letter are:
 To enquire about an item
 To enquire about a particular course offered by a college
 To know the details of the hotel accommodation
 To know if an institution provides hostel facility
 To enquire about a job advertisement you saw in a newspaper, magazine or poster in
the market

3. To whom can one send a letter of enquiry?

Ans. One can send a letter of enquiry to:
 The head of a coaching centre
 The owner of a shop
 Any hotel
 Tour operator
 Any institute

4. Give 5 popular topics of enquiry letter.

Ans. 5 popular topics of enquiry letter are as follows:
1. A prospective customer wants to enquire about an item that they want to purchase
2. A student wants to enquire about a particular course
3. A person wants to know the details of the hotel accommodation given by a hotel chain
4. A person wants to know if an institution provides hostel facility
5. To enquire about a job advertisement you saw in a newspaper, magazine or poster in
the market

5. What is the format of letter of enquiry?

Ans. The format of an enquiry letter is as follows:

o Sender’s address
o Date
o Receiver’s address
o Subject
 o Salutation
o Body
o Complimentary closing
o Sender’s details

6. What essential information must be included in a letter of enquiry?

Ans. The essential information that the sender needs to give in an enquiry letter is as
follows:
o Sender’s contact details
o Particulars of the enquiry

7. What resolution can the sender ask for in a letter of enquiry?

Ans. The sender can ask for a speedy response and can request that all the questions
be answered.

8. Should the sender add contact details in a letter of enquiry?

Ans. Yes, the sender should add contact details in an enquiry letter. As it entails a
reply by the receiver, the address of the sender must be mentioned so that the details
asked for can be sent via another letter.