Inquiry and discussion letter: An inquiry and discussion letter are sent if the customer gives no response to the earlier letters. This letter is written assuming that the customer is either unwilling or unable to pay. Therefore, the goal of writing inquiry latter is not only requesting the customers to pay the bill but also seeking the reasons for non-payment. This letter is written in a sympathetic manner so that the customer becomes wining to write to the seller. If the customer is really in trouble, the alternative payment schedule can be arranged. Depending on the type of customer, discussion letters range in number from two to five or more. However, successive letters become purposely stronger and the last discussion letter ends with a hint of negative appeal.
A letter of inquiry serves to make easy business operations and pleasure of the sender. Inquiry letters get rid of any misinterpretation and are time savers, particularly when two parties desire to attain an understanding. The communication towards this outcome resolves the issue without any delay. With relation to it being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed Version of a Proposal’. It is the outcome of the reason for the letter which highlights the points of a proposal instead of a full-fledged proposal.