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Step 1
Introduce yourself and/or your project. Immediately make both your position and your intentions known within the first couple of sentences. Don’t forget to type “Letter of Inquiry” as the heading of your letter to ensure it is not mistaken for unsolicited mail.
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Step 2
Be direct. Everyone’s time is valuable to them, so don’t waste time beating around the bush. Be clear about the information you need and if appropriate, the timeline you are working with in order to receive a response.
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Step 3
State your credentials. Explain your qualifications and experience if you are inquiring about a potential job. Describe the necessity of your project if you are requesting a grant. You need to motivate the receiver to answer your questions by showing them that you are highly qualified for a job or that your project is definitely needed.
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Step 4
Be polite. Remember to keep your tone extremely polite and appreciative as opposed to demanding. After all, you are essentially asking for help. Thank the receiver for her time and consideration before closing the letter.
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Step 5
Keep it brief. The letter of inquiry is only intended to get your foot in the door, so keep it short and simple. It should only be two to three pages at most.
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Step 6
Include your contact information. Don’t forget to give the receiver your phone number and email as well as your mailing address. You do not want to make it hard for the receiver to get a hold of you to ensure they don’t lose interest in your inquiry.
