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Inquiry letter. This writer is seeking information about a new blood glucose monitoring system (or, at least it was new at the time this letter was written). Notice that the information she requests is not the type she could get by any other means—such as by reading articles, brochures or advertisements about the device. Heading. The heading portion of a business letter includes the writer's address and date. For traditional business letters, you don't normally include your name in the heading. Inside address. The inside address provides the full name, title, and address of the recipient of the letter. Since this is an unsolicited inquiry letter, the writer has obtained a specific name, title, and addess of an individual who has the kind of specialized information she needs. Salutation. In this portion of the letter, use the same name as you used in the inside address. Be sure and punctuate the salutation with a colon, not a comma (which is for informal, friendly, nonbusiness letters). Introduction. The introduction to any business letter should be brief—four or five lines at the most. In this inquiry letter, the writer very quickly, but politely, states the purpose of the letter and refers to a contact that has pointed to the recipient as someone whom she can consult with. Other sources. In an unsolicited letter, in which the recipient has not sought the inquiry in any way and for whom the inquiry can only be an imposition, you must establish that you have looked at other, readily available sources of information. This paragraph conveys that idea—that the writer has done her "homework." Need. Particularly in an unsolocited inquiry letter, the writer must establish why she needs the information she is seeking. She begins that process in this paragraph as well as leading into her specific questions. Specific inquiries. Notice that this writer is asking very specific questions whose answers are probably not available from any source other than those who are actually using the system on a day-to-day basis. Notice too that the questions are numbered which should make it easier for the recipient to answer them. Motivation. Particularly in an unsolicited inquiry letter, it is a good idea to indicate to the receipients why you chose them. It's also a good idea to indicate how you are going to use the information and why it might be in the recipients' best interest to answer your inquiry—as is done in this paragraph. Conclusion and signature block. The last paragraph is simply a cordial wrap-upthe writer might have included information here as to how to get in touch with her. Notice that the writer gives herself a title—"Student, Medical Technology" at "Johnson County Junior College." Not a bad idea!
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