Respond to an Inquiry About Products or Services • Letter Templates and Guides

How to write this letter:

1Refer to the request.
2Inform the reader of your efforts to handle his or her request; then promote a specific product or service.
3Explain how to order and invite further inquiry.
4Close on a friendly note.


Responding promptly to a request for information shows customers you value them. A warm letter will ensure that they will not only remember your product or service, but also your attitude. Every positive contact with customers builds their confidence in your ability to meet their needs.

Example Letter #1


Thank you for your inquiry regarding the Doe Walker. As you can see from the enclosed flyers, the Fitness Council voted the Walker "Treadmill of the Year" in Exercise magazine. Our treadmills combine flexibility, affordable pricing and outstanding service to make the Doe Walker the best-selling treadmill in today's market. Please take note of our B-Model for the dedicated walker on a limited budget. To place an order or speak to one of our fitness consultants, please call 555-5555. We will be happy to help you become a healthier, fitter you.

Example Letter #2


Thank you for your letter requesting information about our fabrication services. Yes, we can custom-make waterproof aluminum boxes for mounting luggage on your motorcycle at a reasonable cost. You are welcome to visit our office at 1600 Main Street, where our design personnel have pictures of such custom-made boxes. We are proud of the beauty and utility that these boxes offer. Please drop in and discuss the design that you would like, or call 555-5555.

Example Letter #3


Thank you for your call requesting information about Doe Janitorial Services. We are currently the top-rated service in the Springfield area. I would like to schedule a walk-through of your building so that I could give you a sound estimate of the cost of our services. We do offer a discounted rate of 50% off the first month's service on signing a one-year service contract, whether you choose the Executive or the Professional level service. Please call me in my office at 555-5555 to make arrangements.

Example Letter #4


I was pleased to receive your inquiry regarding our line of window coverings. We distribute both the Doe and the Springfield lines of horizontal and vertical blinds, in addition to a number of exterior roll-up shades. From what you said on the telephone, I suspect the Doe Mark II is the blind for your west-facing living room. This model comes in many colors, and custom sizing is included in the modest price. I invite you to visit our showroom to view displays of all our products, and to take home a full-color catalog.


Inform the reader of your efforts to handle his or her request; then promote a specific product or service.

Example Sentences for Step 2

The enclosed brochure describes all of the features that make the Doe Exerciser the most advanced total-body fitness machine on the market. Our company also has an excellent reputation for quality, reliability, and service, and we manufacture all of our machines locally. You will see in the enclosed flyer that we offer numerous attachments and accessories to enhance the functionality of the Doe Mixer, saving you both time and energy. Our new pasta maker is a lovely addition to our popular food grinder. I have enclosed a sample menu of our delectable takeout items. While this is not a comprehensive list of all items offered, it does include the pricing on our most popular items. May I suggest our frappe and carrot cake with cream cheese icing as excellent choices for the reception? I am enclosing copies of our annual report for the current year and the two preceding years. You can access earlier reports on microfilm at our corporate library. The Doe Family Library offers award-winning books, videos, and compact discs to educate both children and adults. Enclosed is a complimentary copy of our most recent catalog. Please take special note of our exclusive titles that are available only through Doe distributors. The enclosed brochure includes illustrations of some of the beautiful designs we have created in the past, as well as information on our artists. I have enclosed our most recent catalog describing our entire line. You may be particularly interested in the nutritional supplements found on pages 14 and 15, since you have a special interest in vitamins.

Example Phrases for Step 2


Explain how to order and invite further inquiry.

Example Sentences for Step 3

Example Phrases for Step 3

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