Factors to be considered in writing Inquiry Letter about a Person
When a prospective employer writes letter to a referee for obtaining information about a job applicant, it is called personal status inquiry letter. The following contents should be included in the personal status inquiry letter:
Name and address of the applicant: The enquirer must mention full name and address of the applicant in the letter. This helps the receiver to identify the right person.
Cause of inquiry: In a personal status inquiry letter, the sender must clarify the cause of wring it. This enables the receiver to supply necessary and relevant information.
Information needed: The employer must clarify the type of information he requires. The employer may ask for information relating to educational attainments, character, habits, honesty, sincerity, and family background of the applicant.
Promising to maintain secrecy of information supplied: An important aspect of inquiry letter is to assure the receiver that information provided by him will be kept secret.
Assuring further cooperation: The writer of the letter should also assure the receiver that similar help would be provided to him in future if he needs.
Expressing gratefulness: The sender should express gratitude or thanks to the receiver for cooperation. The writer can express gratefulness by some friendly comments like “Any cooperation will be highly appreciated” or “Thank you in advance for your response.”
Enclosure: The sender should enclose a return envelope with the letter. It facilitates quick response from the receiver.
Signature: At the end of the letter, sender should put his signature along with his full name and position.