MODULE 6: Making Inquiries

Let’s achieve these!

 Write effective letters of inquiry
 Provide information accurately

Engaging: Putting Things in the Right Perspective

Do these statements apply to you?
1. I have effective techniques in seeking for information online.
2. I can easily ask for information from anyone.
3. I can easily start a conversation with other people.
4. I feel that people easily comprehend what I say.
5. I am confident I can write a formal inquiry letter.
6. I avoid writing letters as much as I can.
7. I would rather call people than write them.
Do you agree or disagree?
1. You need not observe the writing conventions in writing e-mails.
2. English is the best language for interviews.
3. Emails are informal.
4. Abbreviations are encouraged in emails.
You probably texted or called people to obtain information you needed several times
already. Did you get the information you needed? Did you use the same language and
tone in all your queries through phone calls and text messages?
You might have also received queries via text messages, conversations, and phone
calls. Were there times when you felt the language or the tone of the caller or message
sender was inappropriate? Were you able to provide the information sought
satisfactorily?
Both obtaining and giving information are a part of our daily activities. Information
provides individuals basis for actions, plans, and decisions. An individual’s skill in

Module 6: Making Inquiries

finding information helps him save time and make well-informed decisions, and actions.
Likewise, giving information effectively is of great help to others.
INITIALIZING
Find someone in class who can provide or who can help you find information about the
following:
1. The most popular brand of cellular phone in class.
2. The most visited cite in the city.
3. The number of children born last year.
4. The number of visitors last of Baguio City or your city last year.
5. The place that recorded the coldest place in the Philippines.
6. The most in demand work abroad.
7. The most expensive course in the university.
8. The ten highest paying jobs in the world.
9. The most popular cuisine in the world.
10. Five jobs that you can apply for after finishing your course.
Verify your answers by finding reliable internet sources or individuals.
Concept Grounding
An inquiry letter is written when a person needs more information about
products, services, internships, scholarships, or job vacancies offered by companies,
associations, or individuals. Often, inquiry letters are sent when a person has specific
questions that are not addressed by the general information available provided by
brochures, websites, advertisements, classified ads, etc.
An inquiry may also be in the form of telephone or personal interview.
Depending on the immediacy and specificity of the need, one of these modes
may prove more responsive to your need.
Both interview and letter require correct and appropriate language use. Both
require correctness, conciseness, clarity of language, and courtesy. While letters
require correctness of spelling, punctuations, capitalizations, indentions, margins, etc.,
interviews require clarity of words, correct pronunciation, intonation and pauses,
spontaneity, pleasing personality, and confidence.
Content and Organization of Letter of Inquiry
Just like any business letter, letter of inquiry has the following basic parts:
A. Heading or Letterhead
B. Inside address
C. Salutation
D. Body of the letter

Module 6: Making Inquiries

First paragraph: It provide a background of your inquiry such as how, where and when
you first learned of the information. State your purpose in one or two sentences.
Middle Paragraph: This section should specify the information you are seeking.
Final Paragraph: Express your expectation from your addressee and thank him in
advance for his favorable action.
E. Complimentary
F. Signature
Format
The format of an inquiry letter follows any of the following most commonly used
formats: pure block, semi-block or modified block.
The format below illustrates the basic business letter content using the pure block
format.

_________________
_________________
_________________

_________________
_________________
_________________
_________________

_________________:

. .

_________________,
_________________

Module 6: Making Inquiries

Emails
More frequently used now in inquiry are emails. Emails gained popularity because of
speed and convenience.
Generally, email messages are less formal than letters, although there are still
expectations for appropriate and effective email communication. The formality is
determined by the sender’s familiarity and relationship to the receiver, the classification
and objective of the message to be sent, and other factors that shape the context of
communication. In academic emails, for example, it is more appropriate to sound formal
and professional. The use of ‘wanna, gonna’, and abbreviations such as “tnx” and gbu
and emoticons is inappropriate. In academic and other more formal emails, correctness,
and other qualities that apply to business letters should be observed.
For more effective email communications (and also letters), remember the following:
1. Be courteous. Courtesy does not only mean greeting, thanking, or using polite
expressions. It also means considering the feelings of the receiver; thus, the
polite writer needs to use the appropriate or positive tone.
2. Keep messages as concise and clear as possible.
3. Proofread and spellcheck before sending.
4. Provide a short but descriptive subject line. The subject line will help the receiver
readily identify the content type and the urgency of the message.
5. Although some parts of the email are optional, it is enabling to know all the other
parts.
Below is the list of all the parts of an email. The style may vary depending on the
system you use.
From: Name of the person sending the email.
Sent: Date and Time
To: Name of the person receiving the email.
CC: Another person receiving the message.
Bcc: Another person receiving the email without the other recipient knowing
Subject: Content (title) of the email.
Attachment: Document sent separately, not included in the email (but attached)
Salutation: Greeting or opening
Body of the email: message
Closing: ending
Name (email signature) of the sender: name and title
(Below the name of the sender, the following information may be included: company
and address, telephone number, URL or website address and social media link)

Module 6: Making Inquiries

Interview is a special type of purposive conversation. Interviews are classified into
different types according to purpose, but basic to all types of interviews is to obtain
desired information.
Interview requires real time for both the interviewee and interviewer.
Whatever your specific purpose is, it is always advantageous to consider the following
tips in conducting an interview.
Before the interview
1. Remember that if you are seeking for information from people (e.g. interview for
research), you are asking them a favor; thus make appointments with your
interviewee at their most convenient time.
2. Prepare the list of questions.
During the interview
1. Be punctual
2. Wear appropriate attire
3. Observe good manners
4. Speak clearly and be attentive
5. If you have the follow-up questions, ask politely. Ask the interviewee to validate
your notes.
6. Allow the interviewee sufficient time to answer
7. Rephrase questions to clarify vague points.
8. Acknowledge answers of the interviewee to assure him of your attentions.
9. Graciously thank the interviewee for his time.
Parts of the interview
The opening includes the initial contact of the interviewer and the interviewee. Rapport
should be established by creating positive impression. Although introduction might have
been done during the appointment, introduce yourself briefly.
The body includes several questions to achieve your specific objectives.
The conclusion includes expressing gratitude and hope of meeting the interviewee
again in the future.

FIRMING UP

1. When is writing a letter of inquiry more advantageous than conducting an

interview?
2. What can’t a letter of inquiry achieve that the interviews can?
3. What determines the appropriateness of attire in interviews?

Module 6: Making Inquiries

 4. What are the factors that determine the formality level of tone in emails, letters
and interviews?
5. Do the principles of seeking information apply to giving information? Why?
6. When an interviewer shifts his tone from very formal to informal, or from English
to Filipino, should the interviewee shift also?
7. Regardless of formality level and medium, how should one communicate
messages to the target individuals?
8. Illustrate the modified block and semi-block format of letters
9. What are the optional parts of business letters? What is the content of each?
CONCRETIZING
A. Achieve the appropriate tone by revising the message below.

1. Boss, I missed work yesterday and I am worried about what I have to do when I
get back. I was too sick to report for work. Email me the soft copy of the
transactions yesterday so I could prepare a report of it. Let me know if there are
other things I have missed due to my absence.

2. Hi Ma’am,
How are you doing? Here is my assignment for yesterday’s class. I am sending it via
email because I am not certain if I can attend our class. I’m terribly coughing. If you
don’t see me tomorrow, I am certainly very sick.
B. Prepare specific interview questions for your district representative concerning
his 6-year plan for the province/district, his vision, proposals, etc.

C. Write an email regarding an inquiry asking for more details about the public
service announcement below and send it to your teacher’s email
(markdhensarmiento091995@gmail.com). Print a copy of the same email on a
short bond paper and submit it to your teacher.

10 slots available for scholarship grants for college education

Candidate requirements
Weighted average: 87
Age: 17-20
Combined Income of parents should not be more than P500, 000 annually
Income Tax Return both parents

Benefits include the following:

100% free tuition and miscellaneous fees
P10,000 for book allowance
P10,000 allowance per semester

Module 6: Making Inquiries

INTROSPECTING
1. Do I find the lesson relevant to my future career?

2. Has there been a change in my attitude on writing and interview? What is the
change?

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Module 6: Making Inquiries