Answer a Request For Information on a Product or Service • Letter Templates and Guide

Guide

1Express thanks for requesting information about your product or service.
2If you have the requested information, answer the prospect's specific question.
3If you lack the information, express your regrets. If you can, suggest an alternative source for the information.
4Offer additional assistance.

Tips

Regardless of whether you have the information, you should respond to the request. Either answer the question in your own words, or refer to information you are enclosing in your letter. If you cannot supply the information, express your regret.

Example Letter #1

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Thank you for expressing interest in our retail record. The information on the number of units we sell each year will not be available until after March 15. If you still need the information at that time, I suggest you call Jane Doe at 555-5555. If I can help in another way, please don't hesitate to call. Thank you for your interest.

Example Letter #2

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Thank you for your interest in our innovative floor plans. In answer to your question, we offer three plans from which to choose. I have enclosed a sketch of each for your review. If you have any questions, please call our secretary at 555-5555. She can also schedule an appointment for you to meet with one of our agents.

Example Letter #3

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Thank you for your recent inquiry about Doe Vita-Heart products. I am enclosing a copy of the study you requested. As you can see, over 80% of those tested lowered their cholesterol levels significantly after using Doe's Vita-Heart products for just eight weeks. Our herbs and vitamins are completely natural because we gather them from food sources. I hope you will find this information helpful in deciding whether you would like to try Vita-Heart supplements. If you wish to speak to one of our consultants, please call 555-5555 or send a card to this address, and a representative will call on you. Thank you for your interest in Vita-Heart.

Example Letter #4

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Thank you for inquiring about Doe Corporation. Enclosed are details about Doe systems specifications and current prices.

As a U.S. manufacturer of world-class memory components and circuit boards for nearly two decades, Doe has built a reputation for outstanding manufacturing and support. This experience and passion for excellence extends to our leading edge computer systems. With our solid technical expertise and accommodating service, you will get the best value for your money.

Please let us know if you have any questions. Our representatives are waiting to answer your call at 555-5555. We are excited to hear from you and look forward to filling your needs.

Write Your Letter Step-by-Step

1

Express thanks for requesting information about your product or service.

Example Sentences

Example Phrases

2

If you have the requested information, answer the prospect's specific question.

Example Sentences

The conference this year will be held in Springfield at the Doe Corporation headquarters and will begin on Monday, May 11, at 8:00 a.m. Enclosed is a daily schedule of lectures and presentations. Here is our brochure. It offers detailed information on how our product will help you overcome hair loss. If you do decide that our product is right for you, contact your doctor, and he or she will get you started. The Doe Corporation was founded in 1939, just as this country was pulling out of the Great Depression. Since that time we have helped hundreds of thousands of individuals and businesses regain their financial stability. Enclosed is a proposal on how we can help you succeed. Here is the information you requested. Yes, our factory in Springfield is located at 1600 Main Street. Ask for our sales representative, John Doe, and he will assist you in making your selections from our fall line of children's clothing. We offer three standard packages that include the types of services you need. Enclosed is a catalog that highlights the details. Our books for beginners are hard-backed and beautifully illustrated. Your child can choose from a wide variety of genres, including adventure, fiction, nonfiction, biographies, and more. Each book costs only $9.99 plus shipping and handling. Our entire carpet cleaning process takes only two hours for four rooms. Furthermore, all of our carpet solutions are nontoxic, so you need not worry about them harming your new baby. The deluxe wedding series includes the standard photographs of the wedding and the reception, as well as pictures of the bride and groom departing. Other pictures can be arranged separately for an additional charge.

Example Phrases

4

Offer additional assistance.

Example Sentences

Example Phrases