QS Study

Contents or Elements of Reply Letter to Business Status Inquiry Letter The reply to business status inquiry letter may be either positive or negative. The letter that is written for obtaining information about a business enterprise is termed as business status inquiry letter. Generally, one business enterprise writes this letter to another business enterprise for collecting information about a prospective customer. Whatever the nature of reply is, it contains some general information along with particular positive or negative opinion. Factors to be Considered While Drafting Reply Letter to Business Status Inquiry Letter The following contents are generally included in a reply to business status inquiry letter:

  • Acknowledging the letter from the inquirer. That means, acceptance of the letter of inquiry should be mentioned.
  • Name, address and other particulars of the organization about which information is provided.
  • Providing specific information as asked by the inquirer. Information supplied should be accurate and relevant whether it is positive or negative.
  • The replier should not put his own assumptions with the facts.
  • A statement expressing the intention not to take any liability resulting from future transactions with the potential buyer.
  • Requesting the enquirer to maintain secrecy of the information supplied.
  • Giving assurance of providing farther help in future.
  • Expressing soreness if the information supplied goes against the prospective buyer.
  • Using simple and unambiguous words and sentences.
  • Wishing inquirer’s business prosperity with thanks.
  • Mentioning the name, position and address of the information provider.