What is an information letter?
As the name suggests, an information request letter is a letter written to gather information about an individual, company, product, or service. Such a letter is written when the information required from the relevant party is either not available or insufficient or needs additional information. The letter is addressed to the concerned party, who ideally would have the necessary additional information that the sender is looking to gather. Therefore, it is usually written to the relevant party requesting additional information for the sender’s perusal. In other words, an information request letter is written so that the sender can provide information on who they are, what information they are inquiring about/requesting, and the reason behind it.
Why is an information request letter the best tool?
An information request letter one of the effective ways that help to showcase one’s interest in the product or service or the information (in general) of the relevant party, making it an important tool in building mutual respect and genuine interest in the receiver’s product/information/service. One can even argue that such a letter, be it of any form (electronic or otherwise), is a record of sorts that accentuates the information about the individual or entity that otherwise was inaccessible to the sender.
Tips and Tricks While Writing an Information Request Letter
Consider the following ‘cheat sheet’ or pointers to keep in mind whilst writing an information request letter.
- A clear mentioning of the letter’s aim or the information/product/service for which the letter is being written.
- Detail the inquiry.
- Reasoning – the why behind the letter.
- Polite and formal language.
- Avoid direct questions and stick to indirect ones.
- Do not exaggerate, be concise and to the point.
- Contact information to be provided.
Note: While addressing, make sure you know the name of the receiver. If not, try and find it out before writing the letter. Addressing with their name indicates that you have put in the work and genuinely seek the information via the letter.
A Basic Structure of an Information Request Letter
As with any form of a letter, an information request letter follows a standardized structure.
- Formal Greeting – An information request letter is a way to start a possible new venture with the relevant party, and for any venture, a proper greeting makes way for a fruitful response.
- Introduction – Introducing the general topic of the letter is the ideal format while writing a letter, and this rule applies here as well. For example, the introduction could respond to the previous email/inquiry or a new request altogether.
- The Body of the Letter – This part should detail the purpose of the letter in a clear yet concise manner. Again, make sure to highlight your interest in their product/information/service.
- Conclusion and Signature – The final sentence(s) will need to sum the letter up, followed by the signature and greeting.
Although the above structure is the ‘one fits all’ format, one has the liberty to alter what goes inside each section according to the theme, industry, and relationship with the receiver.
Pointers for the Body of the Letter
Consider the following pointers that could act as a way to start the structuring of the letter.
- Introductory Statement
- I am/We are writing to enquire about…
- This letter is about/about…
- I am/We are writing this letter in connection with…
- I/ We hereby write to request information…
- The Purpose Statement
- We/I would like to request you to…
- We/I would like some information about…
- I/We would also like to request/need information on…
- Ending Statement
- We/I look forward to receiving
- We/I would appreciate it if you could inform me as soon as possible
Sample Template for Information Request Letter
From,
Xyxyxyxy
Xyxyxyxy
Date
To,
Abcabcabc
Abcabcabc
Sub:
Hi (name of the receiver),
I am writing this letter in connection with (state the reason)…
(detail the reason; explaining how you came to know about it, its relevance to your purpose, comment on the quality of the product/service, or what the information requested would potentially be of benefit to you)….
Thus, I would like some information about (the purpose; why you need the specific information/service)…
(Optional) I would also like to request/need information on (an additional request)…
I look forward to receiving xyxyxyxyxy
Thank you.
Yours Sincerely,
Efgefgefgefg
(signature)
Sample Template for an Information Request Letter (Email)
In the age of digital platforms, it’s always good to be proficient in all forms of communication. For example, take a look at this sample email template for an information request letter.
Hi Mr/Ms ababab,
I am writing this email in connection with/ I hereby write to request (state the reason)…
(detail the reason; explaining how you came to know about it, its relevance to your purpose)….
Thus, I would like some information about (the purpose; why you need the specific information/service)…
(Optional) I would also like to request/need information on (an additional request)…
I look forward to receiving xyxyxyxyxy
Thanks and regards
Name
Examples of an Information Request Letter
Have a look at these examples of information request letters for you to get inspired to get started.
(I)
From,
Daniel Joseph
4324, Burrow Lane,
Bangalore city,
India
June 22, 2021
To,
Richard Edmond
Student Service,
Deakin University,
Victoria, Australia
Sub: Further information on course curriculum
Hi Mr. Edmond,
I am writing this letter in connection with the fall intake of the post-graduation courses at Deakin University. I am a recent engineering graduate of the mechanical field from Symbiosis University, India, and I am planning on pursuing my post-graduate studies abroad, specifically to Australia, being the hub of education and Melbourne being the education state.
The courses offered by Deakin in the field of mechanical engineering stood out to me and seemed to align with my interests. Furthermore, the campus and the amenities, infrastructure, diverse staff and students, and employability after studies are not to be missed and what I hope to experience and achieve from my venture.
Having said that, to solidify my decision, I require more information about the course curriculum, units, and electives that were not on the university website. Thus, I would like to request you to send me the updated handbook and the course progression map so that I can make a decision and send my application before the upcoming deadline.
Looking forward to the course handbook and curriculum on the course.
Thank you
Yours Sincerely,
Daniel Joseph
(signature)
(II)
From,
Demtrei Lodge
Lakeview apartments,
Nottingham,
East London
April 14, 2021
To,
Caroline Denvers
Student Service,
Deakin University,
Victoria, Australia
Sub: Further information on course curriculum
Your firm has recently launched a series of wet grinders in the market. I am very impressed by the new features and compact design and interested in making a bulk purchase. I own a restaurant that makes south Indian and other fermented dishes that require wet grinders. Your company’s compact design and efficient features of wet grinders are what our restaurant is looking for. But before that, I would like to know about the cost breakup, especially for bulk orders, maintenance, power consumption, warranty, a guarantee of the product, and other issues.
I have come to know about the quick and seamless customer service procedures and after-purchase services you offer, and a business with such a company is what I am looking for. It would be greatly appreciated if you could send me the catalog and a detailed explanation of the cost, maintenance, and other mechanical issues about the product to make a sound decision before investing.
Please send me this information via post or email – [email protected] at your convenience.
Thank you.
Yours Sincerely,
Demtrei Lodge
(signature)
(III) Email Format
Hi Ms. Jones,
I am writing to inquire about your new toner series for acne and pimple spots released last week. I have been using the Minimalist skincare products for about a year now, and I am totally in love with it. It complements my sensitive skin, and the ‘no chemicals’ badge on your products is what makes your brand my go-to for skincare products.
I wish to request more details about the ingredients on your new salicylic acid and vitamin E toner series, as well as the regiment of usage of the same. Although I could get some information from your website and FAQs, it would be much appreciated if you could send me more details of what goes into the product. So please send me this information at the earliest.
Hoping you would consider my request
Warmest regards
Michayla Patrick
Conclusion
Thus, when an individual or a firm is interested in gathering more information, want to purchase a good or service, or anything that involves requesting further/additional information from the firm/entity/receiver, writing an information request letter is the most appropriate and effective way to do so.
Also read Vacation Pay Request Letter Format & Samples
