Chapter 10-1-4: Responding to Inquiries and Requests for Information

Writing > Writing for Business > Letter Writing > Responding to Inquiries

It is very important to make a good impression when responding to inquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the prospective client has asked for, this positive impression will be improved by a well-written response.

Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right. You can also include a reference number for correspondence.

Important Language to Remember

The Start:

  • Dear Mr, Ms (it is VERY IMPORTANT to use Ms for women unless asked to use Mrs or Miss) if you know the gender of the person you are writing to. Do not assume you can tell the gender by first name. Take, for instance, Jamie, Sandy, and Sasha.

Thanking the Potential Customer for His/Her Interest:

  • Thank you for your letter of ... inquiring (asking for information) about ...

  • We would like to thank you for your letter of ... inquiring (asking for information) about ...

Providing Requested Materials:

  • We are pleased to enclose ...

  • Enclosed you will find ...

  • We enclose ...

Providing Additional Information:

  • We would also like to inform you ...

  • Regarding your question about ...

  • In answer to your question (inquiry) about ...

Closing a Letter Hoping for Future Business:

  • We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer).


When writing a letter closing, take the time to be sure you're using a word or phrase that makes sense for the type of letter you're writing. If you're not positive about the best way to close your letter, simply use “Sincerely,” or “Regards,”.

  • “Sincerely,” “Regards,” “Yours Truly,” and “Yours Sincerely,” - Are the simplest and most useful letter closings to use in a formal business setting. These are appropriate in almost all instances and are excellent (and safe) ways to close a cover letter, or an inquiry.

  • “Best Regards,” “Cordially,” and “Yours Respectfully,” - These letter closings are slightly more personal. They are appropriate once you have some knowledge of the person to whom you are writing. You may have corresponded via email a few times or had a face-to-face, or phone interview.

  • “Warm Regards,” “Yours Faithfully,” “Best Wishes,” “With Appreciation,” - These letter closings are also appropriate once you have some knowledge or connection to the person to whom you are writing. In some cases they can give better closure to the point of the letter because these closures can relate back to the content of the letter. For example, using “With Appreciation,” would be appropriate if the topic of the letter was about thinking the person or company for services rendered.

Sample Response to an Inquiry or Request for Information

Maintaining this website requires alerts and feedback from the students that use it when they see a problem or have a suggestion.

Attribution information for this page: Kenneth Beare,
Page keywords: