Management Communication N4 P1 Revision | Letter of Inquiry

Structure of the Letter of Inquiry

A letter of inquiry should be clear, professional, and follow a structured format to ensure that the recipient easily understands the request. Here’s a breakdown of the structure:

Sender’s Information

What to Include:

• Full Name: Your complete name.
• Position: Your job title (if applicable).
• Organization: The name of your company or institution.
• Address: The sender’s physical address.
• Contact Number & Email: Your phone number and email address for easy communication.

This section ensures the recipient knows who you are and how to contact you.

Recipient’s Information

What to Include:

• Name: The full name of the recipient (if known).
• Position: The recipient’s job title (e.g., Manager, Director).
• Company: The name of the recipient’s company or organization.
• Address: The recipient’s physical address.

This section makes sure your letter reaches the right person and is directed correctly.

Salutation

Formal Greeting Options:

• “Dear Mr./Ms. [Last Name]” if you know the recipient’s name.
• “Dear Sir/Madam” if you do not know the name.

The tone should always be polite and professional.

Subject Line (in capital letters)

Purpose of the Letter:

• A brief sentence summarizing the reason for your inquiry.
• Helps the recipient understand the content of the letter at a glance.

Example:
ENQUIRY ABOUT DISCOUNTED PRICES FOR GROUP BOOKINGS

Body of the Letter

The body of the letter is where you make your request. It should be divided into three clear paragraphs for easy reading.

Paragraph 1: Introduction

What to Include:

• Introduce yourself and your organization.
• State the purpose of your inquiry.
• Mention how you came across the product/service/event, if relevant.

Example:
“I am writing to inquire about the pricing and discount options for group bookings at your driving school. I came across your services through a colleague who recommended you highly.”

Paragraph 2: Detailed Inquiry

What to Include:

• List the specific information you need.
• Use bullet points or numbered questions for clarity.

Example:
“Could you kindly provide the following details:

• The pricing structure for group bookings.
• The percentage discount available for large groups (approximately 600 students).
• Available payment options for the group lessons.”

Paragraph 3: Polite Closing & Call to Action

What to Include:

• Thank the recipient for their time.
• Indicate your preferred method of receiving the response (e.g., email or phone).
• Provide your contact information again.

Example:
“I would appreciate your prompt response at your earliest convenience. Please feel free to contact me via email at studentliaison@flaviusmareka.edu.za or phone at (056) 212 2935. Thank you for your time and assistance.”

Complimentary Close & Signature

Formal Closing Options:

• “Sincerely,”
• “Best regards,”
• “Yours faithfully” (if you don’t know the recipient’s name).

If sending a physical copy, leave space for your handwritten signature. Type your full name and position below the closing statement.

BACKGROUND INFORMATION

You are the Student Liaison Officer at Flavius Mareka TVET College, Kroonstad Campus. Your office works closely with the Student Representative Council (SRC) and Marketing Department. You are currently working towards introducing free learner’s licence lessons to exiting students (N6 and L4).

QUESTION : LETTER OF ENQUIRY

The college intends to facilitate free learner’s licence lessons to exit-level students.

Write a letter of enquiry to Mr Segalo, the manager of Lesedi Driving School and find out whether the driving school offers discount for group bookings. If they do, enquire about what percentage would be discounted. Mention that the college intends to pay for all N6 and L4 students who take learner’s licence lessons.

Give the total number of students. Also indicate that the plan is for the lessons to start on 4 December 2023 and end on 8 December 2023. Open and close with a goodwill sentence.

FLAVIUS MAREKA TVET COLLEGE
Tel: (056) 212 2935
Fax: (056) 212 2937
Private Bag X2009
KROONSTAD U/C
9499
Email: studentliaison@flaviusmareka.edu.za

25 November 2023

Mr Segalo
The Manager
Lesedi Driving School
45 Church Street
KROONSTAD U/C
9499

Dear Mr Segalo

ENQUIRY ABOUT DISCOUNTED PRICES FOR GROUP BOOKINGS

I hope this letter finds you well.

My name is Thabo Mokoena, and I am the Student Liaison Officer at Flavius Mareka TVET College, Kroonstad Campus. In collaboration with the Student Representative Council (SRC) and the Marketing Department, we are exploring ways to support our exit-level students in acquiring essential life skills before graduation.

We are planning to introduce free learner’s licence lessons for our N6 and Level 4 students as part of our student support initiative. I would like to enquire if Lesedi Driving School offers discounted rates for group bookings. If so, could you kindly indicate what percentage discount would be applicable for such an arrangement?

Please note that the college intends to cover all costs for the learners’ licence lessons for these students. We are expecting approximately 600 students to participate in this programme. The proposed dates for the lessons are from 04 December 2023 to 08 December 2023.

We would appreciate your response at your earliest convenience, and we look forward to working with Lesedi Driving School to empower our students.

Yours sincerely

Thabo Mokoena
STUDENT LIAISON OFFICER