Example letter to respond to an inquiry about a service


  1. You should quickly respond to customers' request or queries because it shows that you value them. If you write a heartfelt letter, the customers will not only remember your product or service; they will also like your attitude. Your positive attitude boosts the clients' confidence in your abilities to meet their needs.
  2. Mention the client's request.
  3. Tell the reader how you handled his/her request. Give some information about a particular product or service and promote it.
  4. Explain the procedure of ordering. Invite the reader to ask any questions he/she has in mind.
  5. End on a positive note.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Thank you for your inquiry regarding our cleaning and repair services for air conditioners. We have attached a copy of our rates and services. However, we will only be able to give you a proper quotation once one of our specialists has done a thorough checkup of your unit. Please call us at 434-3434 to schedule your free check. We hope to hear from you soon!


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -