Ever find writing a business inquiry tricky? You're not alone. It can be tedious, but writing polite and professional business inquiry emails is an essential skill in modern work life.
A well-written business inquiry that's clear and concise will communicate your request effectively. It should ensure a speedy response with all the information you need to get your job done.
To help you, we've broken down the process, describing the fundamental parts of crafting an effective email for business inquiries. We've provided a set of guidelines and best practices that will help anyone create the perfect query.
We'll also introduce you to the business inquiry email format, provide you with samples, and show you how to send them with confidence – and faster – thanks to our business inquiry emails template.
By the time you've read this article, you've gained the knowledge and skills that give you the best chance of getting the information you want, when you want it and starting every new relationship on the right foot.
To write better business inquiries faster, try MailMaestro:
What is a business inquiry?
Let's start by defining what a business inquiry is.
An inquiry is a request for information.
A business inquiry is a formal request for information from an organization.
Some of the reasons you may want to send a business inquiry email include:
- Asking for a catalog, pricing, or information on a product
- Requesting details of a service
- Wanting a product sample
- Asking for the availability of space, e.g., at a hotel or exhibition.
These are just a few reasons, but there is an almost limitless range of situations when requesting information from another company is needed.
In a sense, business inquiry can be defined as the first step of forming a relationship with a business. After all, you write it to learn more about the service, product, or the company you consider using, buying, or partnering with. The primary characteristic is that this communication aims to solicit more detailed information from the company.
OK, so you need to make a business inquiry. Sure, you could just message someone and say: "Can you send me XXX" or "I want YYY". However, that could damage your reputation and any company that you're representing.
When writing online, there is a tendency for many of us to write conversationally, researchers have found. While such an approach may be suitable when writing to a friend, being informal can be perceived as rude, impolite, and even unprofessional in business communications.
There are noticeable differences, too, particularly when communicating with enterprises in different countries or cultures. For example, Americans are more likely to provide compliments. In contrast, academics found that Koreans get straight to the point when comparing the two nations' email habits. By sticking to an established structure, you avoid the potential for cross-cultural confusion.
The basic principle of email is to communicate with "clarity and empathy," says communications expert and Harvard Business Review contributor Erica Dhawan. Her advice is that you should slow down and focus on both what you say and how you say it, or you could affect the perception a business may have of you.
We totally agree. That's why we created our complete guide on the topic. The rest of the this blog post will help you to avoid problems and common pitfalls when creating a business inquiry email.
How to write a business inquiry email – The complete guide
It's time to start writing. Every business inquiry should follow a standard format that dictates its structure and a set of guidelines that shape its content. The following three parts will help you navigate these nuances in any situation.
Whom is your business inquiry email addressing?
Before we put pen to paper and guide you through how to write an email asking for information, let's start by identifying who will receive it.
The key question is: are you writing to a personal email account or a corporate one?
Many organizations have a generic email address for inquiries (such as hello@ or info@). When writing to such email addresses, you should be formal and direct. You're essentially addressing an organization.
A personal email enables you to engage a person directly, addressing them with their name. Using someone's first name can create an instant connection, but it may be culturally unacceptable within the world of business.
Our advice is to be cautious. It's better to be formal than informal. This way, you avoid the risk of upsetting or offending anyone.
Need some more email etiquette tips? Then our guide to email rules and etiquette.
The standard business inquiry email format
A professional business inquiry follows a traditional format that clearly spells out what you want. There are five key aspects to it:
- Email subject for inquiry
- Greeting
- Body
- Closing
- Sign-off/signature
Let's look at the different parts of the perfect business inquiry email format in detail.
1. Email subject for inquiry
When writing an email for business inquiries, keep your email subject line short, sweet, and straight to the point. The best email subject for inquiry copy is short, polite, and professional.
We detail some business inquiry email examples later on but focus on keeping them to as few words as possible.
2. Greeting
The key here is to follow the formality. Unless you're on first name terms with the person, avoid "Hi," "Hey," or "Hello" and stick to the tried and tested formal greetings, such as "Dear."
Using professional terms can improve how you and the organization you represent are perceived. We describe why this is the case and explain how to start a professional email in our feature.
3. Body
The body is the meat of your message where you make the request. The basic principle when creating an email for business inquiries is to get straight to the point.
The reason is that we're all drowning under the weight of digital communication, and many of us don't read the entire email, says Matt Plummer. Instead, we scan it for the essential information.
Keeping it concise, sweet, and straight to the point is critical to getting a response. It also reduces the risk of misunderstanding.
Suppose you're asking for several pieces of information at once in your inquiry email, such as requesting details on a range of products. In that case, you can use bullet points to make your requests clearer while keeping word counts low.
4. Closing
Once you've made your request, provide a brief closing statement to your business inquiry email. It's helpful here to outline how you'll use the information and the next steps. For example, if you're asking for a catalog, you could explain that you're looking to place an order sometime soon.
In your closing, manage expectations. If you need information by a specific date, say so. Also, clarify appropriate communication channels. If you're worried about cold calls, tell people the most appropriate channel to contact you.
5. Sign-off/Signature
Don't forget to add an appropriate sign-off (yours faithfully, sincerely, or similar) and a signature containing all your details, including name, job title, and contact details.
If you're asking someone to send you something through the post, ensure your address is correct.
Want to know more about how to send an inquiry email? Read our guide on how to end an email professionally.
Best practices for writing a business inquiry
With some inspiration from the Harvard Business Review, we've produced five best practices for writing an inquiry email for business purposes. Follow these, and every information request will be communicated clearly and effectively.
- Tailor the message
- Explain who you are
- Be clear about what you want, when, and why
- Keep it short and sweet
- Check it (then check again)
Let's go through these guidelines in more detail.
1. Tailor the message
People in business are under pressure, and so the quicker you can get to the point and more specific you can be, the more likely you are to receive a reply.
As we've explained above, business inquiries are formal communication, so be polite and professional rather than attempt to be friendly.
Using a cookie-cutter template taken from a website may not accurately communicate or convey the message you want.
Advanced writing support tools such as MailMaestro can help you find your authentic voice. It empowers you to create tailored business inquiries that are polite, professional, and more likely to generate a speedy reply.
2. Explain who you are
When writing a business inquiry email or request for information, who you are matters. Don't jump into your request straight away. Instead, tell the reader who you are.
This provides the reader with an understanding of the person they are communicating with and why they should take you seriously.
3. Be clear about what you want, when, and why
Email senders overestimate how quickly senders expect responses, researchers have found. Business inquiry emails sent outside of working hours can feel more urgent, creating pressure to reply that can cause stress.
The key takeaway is: when sending a business inquiry email, be clear about the information you are requesting, when you need it, and crucially why.
According to Avery Blank in Forbes, being clear about what you need and why reduces confusion and makes it much more likely that you'll receive a reply. The bonus is that you'll save the time, effort, and potential embarrassment of having to send a follow-up request.
Clarity can also stop you from receiving hundreds of cold emails or calls. If you want an email response, say so. If you expect a phone call, ask for one.
Don't leave the person second-guessing.
4. Keep it short and sweet
Business professionals are busy, so keep your request concise.
How long should your message be?
The experts at Hubspot recommend that your email is between 50-125 words in length. While it may not be possible to limit your message to 125, ideally, it should be under 200 words.
5. Check it (then check again)
Accuracy is essential when writing a business email, so ensure you review and refine your messages before sending them. If you're sending multiple emails simultaneously, double-check the critical information, such as the recipient's name and their organization.
If you're communicating in a language that isn't your first, then be especially careful. Free online spellcheckers may struggle with the context or not understand specific technical or professional terms, so don't always trust their recommendations without checking.
To avoid problems, try an AI writing tool, such as MailMaestro that understands whom you are reaching out to and the intention of your message.
When should I follow up on a business inquiry?
If you've followed our advice and guidance above, you'll likely receive a reply. However, if you're still waiting, then it's OK to send a reminder email.
We've covered how to create reminder emails here, but the question remains: when to send a business inquiry reminder email?
If your request is non-urgent, give the person at least a couple of days to reply to you. In urgent cases, you can email or even call sooner.
In all cases, it pays to be polite when consider how to write a follow-up email. There's likely to be a genuine reason why someone may not have responded to your message.
Need to write a great business inquiry email? Try MailMaestro for free!
MailMaestro can help you draft a professional business inquiry in a matter of seconds. One of our standout features is the Improve existing email option. You can input your draft and MailMaestro's AI email assistant will refine it, making it more professional, concise, and compelling.
🪄 MailMaestro tip:
Use MailMaestro's Improve existing email feature. Customize any of the email examples below to suit your needs. Or, enter a quick sentence explaining the message you'd like to convey. After filling in the placeholders, use MailMaestro's Improve existing email option. Then, paste your draft into the text box. Make sure to select your preferred email tone and length. And just like that, you'll have a polished email ready to send!
Business inquiry email examples
So, we've outlined the basic principles of creating the perfect business inquiry email. Still, it's' always helpful to see these in practice.
To help explain some of the fundamental points, we've created some examples of business inquiry emails below.
Accuracy and authenticity are essential when creating an email inquiry. You want people to understand you're serious, and you won't get that by using a template where you fill in the blanks. Instead of copying and pasting, use these as inspiration for creating your email.
Better still, using MailMaestro is the easiest – and fastest – way to write business inquiry emails. With the help of the latest developments in artificial intelligence, our tool can generate authentic and personalized emails that swill ensure you get the information you need.
Email to an organization
If you're emailing a generic email address, keep things formal. In this business inquiry email sample, we're requesting a catalog to be sent to us. It's quick and easy, explains what you want, when you want, and why.
Email to an individual
The format of this business inquiry email example is essentially the same as the first one, but it's personalized to the receiver. When you create a personal connection, you increase the chances of a reply. Again, you'll see how we manage expectations at the end of the email in a polite but firm way.
Asking for detailed information
In this example, we want more information to enable us to make a purchasing decision. So, instead of a long, drawn-out message, bullet points clarify what we need, when, and why.
8 Business Inquiry Email Templates - Ready To Use
Business inquiry email templates are essential tools for effective and efficient communication in the business world. They serve as a pre-formatted guide, helping to alleviate the stress and uncertainty often associated with drafting professional emails.
These templates are designed for anyone looking to establish new partnerships, source potential suppliers, or engage with prospective clients. They ensure your message is clear, concise, and professional, which is key in making a positive first impression.
Moreover, the templates help in striking a balance between professionalism and friendliness, a crucial aspect in fostering successful business relationships.
In a world where AI is revolutionizing inbox management, these templates can be integrated with AI email assistants to further streamline your email communication process. For instance, an AI email assistant can help you personalize these templates faster, allowing you to focus more on building your business network.
Template 1: Partnership Inquiry
This template is ideal for reaching out to potential business partners.
Email Template
Subject: Exploring Partnership Opportunities with [Your Company's Name]
Dear [Recipient's Name],
I'm [Your Name], [Your Position] at [Your Company]. I came across [Recipient's Company] while searching for potential partners in the [Industry] sector.
I believe there's a great synergy between our businesses. We specialize in [Briefly describe your company's products/services]. Partnering with [Recipient's Company] could provide mutual benefits.
I'd love to discuss this further. Could we schedule a call next week?
Looking forward to your response.
Best,
[Your Name]
Template 2: Supplier Inquiry
This template can be used for emailing to inquire about potential suppliers.
Email Template
Subject: Inquiring about [Product/Service]
Dear [Recipient's Name],
I'm [Your Name], [Your Position] at [Your Company]. We're currently seeking new suppliers for [Product/Service].
We came across [Recipient's Company] and were impressed by [mention something specific you liked about their product/service].
Could you please provide more information regarding the pricing and delivery terms?
Thank you in advance.
Best,
[Your Name]
Template 3: Client Inquiry
This example of email format can be used for reaching out to potential clients.
Email Template
Subject: How [Your Company] Can Enhance Your [Product/Service]
Dear [Recipient's Name],
I'm [Your Name], [Your Position] at [Your Company]. We specialize in [Briefly describe your company's products/services].
I believe our offerings could greatly benefit [Recipient's Company]. We have worked with similar organizations in your industry [provide a brief example if possible].
I'd appreciate the opportunity to discuss how we can meet your needs. Could we arrange a meeting at your earliest convenience?
Looking forward to your positive response.
Best,
[Your Name]
Template 4: Partnership Proposal
This template helps you formally propose a partnership to another business.
Email Template
Subject: Partnership Proposal: [Your Company Name] and [Partner Company Name]
Dear [Recipient Name],
My name is [Your Name], [Your Title] at [Your Company Name]. We specialize in [Briefly describe your company's products/services].
I'm reaching out today to propose a strategic partnership between [Your Company Name]
and [Partner Company Name]. We believe a collaboration could unlock significant value for both our companies.
Our strengths in [Your company's strengths] combined with your expertise in [Partner company's strengths] could create a powerful offering for the [Target market] market.
We have a few potential partnership models in mind, which we'd love to discuss further with you.
Would you be available for a call next week to explore this opportunity in more detail?
Best regards,
[Your Name]
Template 5: Custom Quote Request
This template is for requesting a customized quote from a potential supplier.
Email Template
Subject: Custom Quote Request - [Product/Service]
Dear [Recipient Name],
My name is [Your Name], [Your Title] at [Your Company Name]. We are currently in the process of [Project/Task] and require [Product/Service].
We came across [Recipient's Company] and were impressed by your offerings in [Specific product/service line].
We have specific needs for [Detailed description of your requirements].
Could you please provide a custom quote outlining pricing and delivery timelines for this configuration?
Additionally, if you have any similar products or services that might be a better fit, we'd appreciate your recommendations.
Thank you for your time and consideration.
Best regards,
[Your Name]
Template 6: Client Onboarding Inquiry
This template is ideal for following up with a potential client after an initial conversation.
Email Template
Subject: Next Steps: [Your Company] and [Client Company Name]
Dear [Recipient Name],
Thank you for taking the time to meet with me yesterday to discuss [Project/Challenge].
We were excited to learn more about [Client company's needs] and believe our [Product/Service]
can be a valuable solution.
As promised, I'm following up with the next steps in the onboarding process.
[Outline the next steps, including proposals, demos, or consultations]
We're confident that [Your company] can deliver significant results for [Client company].
Please don't hesitate to reach out if you have any questions or require further information.
Looking forward to collaborating with you.
Best regards,
[Your Name]
Template 7: Service Inquiry with Budget Reference
This template combines a service inquiry with a budget reference for transparency.
Email Template
Subject: Inquiry: [Service Name] - Budget: [Budget Range]
Dear [Recipient Name],
My name is [Your Name], [Your Title] at [Your Company Name]. We are currently looking
for a [Service Name] provider.
Our budget for this project is in the range of [Budget Range].
We came across [Recipient's Company] and were interested in learning more about your experience with [Specific service aspect].
Could you please provide an overview of your services and how they align with our project requirements?
We'd appreciate any information on pricing structures and typical project timelines.
Thank you for your time and consideration.
Best regards,
[Your Name]
Template 8: Vendor Comparison Inquiry
This template is useful when comparing multiple vendors for a service.
Email Template
Subject: Vendor Comparison - [Service Name]
Dear [Recipient Name],
My name is [Your Name], [Your Title] at [Your Company Name]. We are currently evaluating potential vendors for [Service Name].
We are interested in learning more about your offerings and how they compare to other vendors we are considering.
Specifically, we'd appreciate your insights on [Areas you'd like them to compare].
Could you please provide a brief overview of your services and pricing structure?
Thank you for your time and assistance with our vendor selection process.
Best regards,
[Your Name]
What should I take away from this?
You should now understand what a business inquiry is (and what it isn't), the correct business inquiry email format, and some best practices for creating corporate correspondence. You should now be clear on how to write a business inquiry email.
The examples we have provided demonstrate how you can create direct and detailed business inquiries that give you the confidence to create your own.
Our final piece of advice is to refrain from copying and pasting and introduce some personality to your professional communications.
