How to Write an Inquiry Letter

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A job inquiry letter is sent to the companies that may be hiring in future, but at the moment haven't advertised for job openings. It is by this definition; such a letter is also known as a letter of interest.

If your inquiry letter is commendable enough, it can help you get noticed by even an inactive employer. By inactive, I mean s/he may not be a recruiting member, but you will still stand a chance, and a better one too. It's a way by which you can get your resume in front of someone who's actually hiring, and you can be considered as a potential candidate even before the job is listed.

Other than giving your resume a boost, what are the reasons you should write an inquiry letter for? There are many so to speak. An inquiry letter helps you connect with a company and is a good indicator of your communication and research skills. Since it is unsolicited, sending it shows that you are proactive, are aware of the company and have a genuine interest in it. It can also set up an informational interview with yourself and human resources or other higher level employees.

Even if the position you're inquiring for isn't listed this time, or the upcoming time, as vacant, you'll be on the company's radar the next time they post a job that suits the one you were looking for.

Steps to Write an Inquiry Letter:

So what goes in inquiry letters? These:

  • All your contact information like name, address, phone number and email address should be listed first. The date of writing/sending will follow next. Finally, the contact name of the recipient, his position, company name and address should be mentioned.
  • Your subject can be “Inquiry for….” the position you want to apply for.
  • Instead of addressing with a “To whom it may concern” or “Dear Madam/Sir”, try to address the manager of the department you want to get in. Be specific.
  • If you have attached a resume, thank in the first paragraph for reviewing it, even if you're not sure they will. If you haven't, give a brief description of yourself, your current position and qualifications and say why you are writing, ending with an invite for contact.
  • Or, you can state why you are writing in the first paragraph. Give a detailed description of the company, which field/department of the company interests you and how you've been following its advancements in the second paragraph. Give your personal information, credentials, position and interests in the third paragraph and end with how you'd like to be a part of the company if there is an opening. The closing paragraph will obviously be about contacting and thanking for their time.
  • Lastly, write, “Sincerely/Thankfully”, your signature and name.

The job isn't posted yet, so there is no job description to determine which qualifications and experiences you should highlight to promote yourself. Instead, you will have to emphasize your total skills & experience, and show how those will be an asset to the company. Sell yourself along the lines of the company goals and achievements.

In conclusion, politeness and sincerity are key here. So, make a lasting impression that the company will keep in mind the next time they advertise for jobs, making yourself a standard.

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