In this letter of inquiry example the sender asks permission to send a document. You can see that only the bare essentials of the deal are hinted at. It has a quantity of detail that is guaranteed not to bother the reader. At the same time, this letter of inquiry has enough information to let the receiver know the most important points of the idea. After reading it the receiver may decide if the funding company should advance a step further and accept the sender’s offer to send them an investment proposal.

Inquiry Letter Example: How to Write an Effective Business Inquiry

When opportunity knocks, it doesn’t wait around for you to fumble a bloated PDF over to someone’s cluttered inbox.

It wants clarity. Precision. And it wants a reason to care.

That’s where the inquiry letter comes in—a sharp, focused prelude to the real pitch. Think of it as a verbal handshake that respects the other person’s time while setting the stage for something bigger.

This guide walks you through the essentials of crafting one. Whether you’re a freelancer looking for collaboration, a startup asking for capital, or a nonprofit seeking grants, you’ll learn how to stand out without overreaching.

What Is an Inquiry Letter?

An inquiry letter or letter of inquiry (LOI) is a formal message sent to a potential partner, investor, or funding body.

It’s not a pitch deck, not a brochure, and not a desperate plea. It’s a polite, professional toe in the door that says, “We have something you might want to hear. Can we send it your way?”

This sort of communication is especially useful in B2B deals, fundraising campaigns, venture capital circles, or grant applications. The secret is keeping it short, keeping it smart, and keeping it moving.

What an Inquiry Letter Isn’t

Letter of Interest: Often used when someone wants to be considered for a role or opportunity not yet advertised. Less about action, more about curiosity.
Prospecting Letter: A cousin from the sales department. More persuasive, with a bigger sales hook.
Information Request Letter: More bureaucratic, less entrepreneurial. Asks for data or clarification.
Cover Letter: Usually comes with an attachment—CV, proposal, etc. Not quite the same; this assumes the reader already agreed to receive something.
Expression of Interest (EOI): Common in government or high-level B2B. Often the first step in structured procurement processes.
Introductory Letter: Lightweight. No pitch. No ask. Just a hello and handshake.
Pre-proposal Letter: This one’s very close. It’s an LOI with a bit more detail, usually in the nonprofit or academic world.

In short, what we’re dealing with on this page is a hybrid—a pre-proposal inquiry letter. It’s polite but pointed. Confident, not cocky. And above all, it respects the reader’s time.

Business Inquiry Letter Example 

Dear Mr. [Edited Out],

I’m writing on behalf of [Edited Out] SRL to ask if you would be open to receiving a brief investment proposal we’ve prepared.

We’ve just wrapped it up, and based on your fund’s portfolio, we believe the opportunity aligns with your current focus on scalable urban amusements.

[Edited Out] SRL has experience developing amusements in the virtual entertainment space, with projects launched across metaverse and social platforms including Second Life, Entropia Universe (formerly Project Entropia), Horizon Worlds, and other virtual worlds.

We’ve seen success delivering compelling micro-experiences—and we’ve uncovered a strong new niche.

The Market Gap

With broadband transforming how people engage with entertainment, we’ve witnessed the decline of traditional community-based amusements. Cinemas and arcades are rare survivors in most major cities.

But the appetite for casual, high-impact entertainment hasn’t gone away. If anything, it’s stronger—just underserved.

Modern consumers want a quick thrill, a break from the scroll. Especially in high-foot-traffic, weekday-heavy locations. That’s where our idea fits in.

The Concept

We’ve designed a modular, one-person-operated “Virtual Reality Diversions Stand.” It’s mobile, runs VR-ready content (FPS games, simulations, interactive attractions), and operates on a pass system—each valid for 15 minutes of gameplay.

The startup capital required is modest: $11,000 USD, covering gear, launch, and six months of lean but targeted advertising.

Strategic Growth

With continued investment in VR technology, we foresee opportunities for brand partnerships, hardware sponsorships, and co-promotional campaigns with other dominant actors in this field.

VR remains a growing market, and this idea fits squarely into current entertainment trends.

Why This Makes Sense

Urban amusement culture is nostalgic, proven, and ripe for a modern twist. With the right funding and lean execution, we believe this concept can be both socially impactful and financially rewarding.

We’d love your permission to send over the proposal for review. Thanks in advance for your time and consideration—we look forward to hearing from you.

Sincerely,

[Edited Out]
CFO, [Edited Out] SRL
Contact:
Email: [This email address is being protected from spambots. You need JavaScript enabled to view it.]
Phone: [555-123-4567]
LinkedIn: [linkedin.com/in/yourname]
Website: [company.com]

Structure of a Successful Inquiry Letter

Before diving into examples, let’s dissect what makes an effective letter of inquiry work. Think of these as the load-bearing walls of your communication:

The Opening Hook

You have approximately 2.7 seconds to convince someone your email isn’t garbage. The hook is everything. Here are proven approaches:

The Connector: “After hearing you speak at last month’s TechCrunch panel about sustainable investing...”
The Timely Reference: “Your recent acquisition of GreenTech Solutions suggests you’re expanding into the renewable energy space...”
The Problem Statement: “Urban millennials are spending 40% more on experiential entertainment, yet traditional venues are closing at record rates...”
The Shared Vision: “Your commitment to revitalizing community spaces aligns perfectly with our mission to...”

Notice what these all have in common? They’re about THEM, not you. They demonstrate you’ve done your homework and aren’t just spraying and praying.

The Value Proposition

Once you’ve hooked them, you need to answer the eternal question: “So what?” Your value proposition needs to be

Concrete, not abstract
Specific, not general
Benefit-focused, not feature-focused
Different, not derivative

For example, don’t say, “Our VR solution offers immersive experiences.” (Yawn.)

Instead, say, “Our mobile VR stand generates $375 per square foot—triple the revenue of traditional arcade games—while requiring only one part-time operator.”

Credibility and Social Proof

Nobody wants to be first. Even venture capitalists—professional risk-takers—want evidence you’re not a complete wild card. Effective ways to build credibility include

Namedropping relevant clients (only if true): “Our team has previously delivered projects for Sony, Netflix, and local arts councils...”
Citing specific results: “Our pilot location in Boston generated 12,000 plays in its first month...”
Mentioning relevant experience: “Having led gamification strategies for three Fortune 500 companies...”
Referencing shared connections: “Your portfolio company Vanguard Games recommended I reach out...”

Keep it lean. This isn’t your life story—it’s evidence you’re worth listening to.

The Ask

Amateur inquiries ramble for paragraphs before revealing what they actually want. Professionals state their request clearly and make it easy to say yes. Your ask should be

Specific: “Would you be open to receiving our 3-page investment proposal?”
Low-commitment: “Could we schedule a 15-minute call next week?”
Action-oriented: “If this aligns with your interests, please reply, and I’ll send over the detailed materials.”
Time-bound (when appropriate): “We’re finalizing our partner list by June 15th...”

Remember: The goal of the inquiry isn’t to close the deal. It’s to start the conversation.

The Professional Close

End strong with a close that shows professionalism and makes next steps clear:

Express gratitude: “Thank you for considering this opportunity.”
Restate availability: “I’m available to discuss this further at your convenience.”
Include complete contact details: your full name, position, company, email, phone, LinkedIn, and website
Add a professional signature: Use a clean, consistent email signature across all communications

The Psychology of Decision-Making

Understanding how recipients make decisions can help you craft more effective inquiries:

Reciprocity

People feel obligated to give back when they receive something. Offer genuine value in your initial inquiry—relevant insight, useful information, or a thoughtful perspective—to trigger reciprocity.

Social Proof

We look to others’ actions to determine what’s correct. Mentioning existing relationships, testimonials, or case studies activates this principle (when done authentically).

Scarcity

Opportunities seem more valuable when they appear limited. If there’s a genuine time constraint or limited availability, mention it (but never manufacture fake scarcity).

Authority

We defer to experts. Demonstrate legitimate expertise in your field through specific insights, not just claims of authority.

Consistency

Once someone takes a small step, they’re more likely to continue in that direction. Make your initial ask easy to say yes to.

Inquiry Letter Writing Tips

The Importance of Thorough Research

Before hitting send, do your homework. I’m talking deep-dive research.

Review their website, social media, and recent press
Understand their investment thesis or funding priorities
Note recent deals, partnerships, or public statements
Identify specific people, projects, or results you can reference

Your letter should feel like it couldn’t possibly be sent to anyone else. Generic inquiries get generic responses—usually silence.

Research Methods That Yield Results

For Investment Inquiries:

Crunchbase and PitchBook to identify recent investments
AngelList and venture capital firm websites for stated investment theses
LinkedIn to understand the background and interests of specific partners
Twitter/X for real-time insights into what they’re currently excited about
Industry news sites for context on their recent deals

For Grant Inquiries:

Foundation Directory Online or GuideStar for funding priorities
The organization’s annual reports and impact statements
Press releases announcing recent grants
Board member backgrounds and connections
Their grant application guidelines (read these multiple times)

For Collaboration/Partnership Inquiries:

The company’s last four quarterly earnings calls
Recent press releases announcing other partnerships
LinkedIn posts from key decision-makers
Industry analyst reports on their competitive positioning
Their customer reviews to identify pain points you might solve

Finding the Right Person

Sending your brilliant inquiry to the wrong inbox is a death sentence. Here’s how to target effectively:

1. Title Isn’t Everything: Don’t just email the CEO or the “info@” address. Look for the person with relevant operational responsibility.

2. Use LinkedIn’s Search Filters: Search by company and keywords related to your inquiry (e.g., “partnerships,” “investments,” “grants”).

3. Verify Email Formats: Use tools like Hunter.io or Clearbit Connect to find email patterns (This email address is being protected from spambots. You need JavaScript enabled to view it.vs. This email address is being protected from spambots. You need JavaScript enabled to view it.).

4. Test Before Sending: Use email verification tools to ensure your target email actually exists.

5. Find Gatekeepers: Sometimes the executive assistant or team coordinator is more valuable than the decision-maker. They control the flow of information.

Incorporating Research Into Your Letter

Don’t just research—demonstrate that you’ve done it. Effective ways to incorporate research include

Referencing a specific statement from a recent interview
Mentioning a particular investment and why yours is complementary
Noting a challenge they’ve publicly acknowledged and how you address it
Aligning with specific language from their mission statement or values

For example, “Your recent expansion into the Southeast Asian market, particularly your Jakarta office opening last quarter, aligns perfectly with our distribution capabilities in Indonesia, Malaysia, and Singapore.”

This shows you’re not just firing off the same letter to 100 different companies.

The Role of Tone and Language

The words you choose matter as much as the information they convey. Here’s how to strike the right tone:

Language That Works

Confident but not arrogant: “Our solution has demonstrated a 40% improvement” vs. “We have the best solution on the market.”
Specific but not jargon-heavy: “We’ve reduced processing time from 12 hours to 30 minutes” vs. “Our proprietary algorithms optimize throughput vectors.”
Enthusiastic but not desperate: “We’re excited about the potential alignment” vs. “This would be a HUGE opportunity for us!”
Respectful of time but not apologetic: “I’ll keep this brief” vs. “Sorry to bother you.”

Cultural Considerations

When writing internationally, be aware of:

Directness vs. indirectness: Some cultures (e.g., U.S., Germany) prefer direct requests, while others (e.g., Japan, many Asian countries) prefer more contextual communication.
Formality levels: Address people by appropriate titles until invited to do otherwise.
Time references: Be specific about time zones and date formats to avoid confusion.
Relationship emphasis: Some business cultures prioritize relationship-building before transactions.

Common Pitfalls to Avoid

Even brilliant ideas get ignored when these mistakes appear:

Fatal Inquiry Flaws

The “Me Monster”: Talking exclusively about yourself with no reference to their interests or needs
Vague Generalities: “We offer innovative solutions that drive growth” tells them absolutely nothing
The Kitchen Sink: Trying to cram every feature, benefit, and possibility into one message
No Clear Ask: Rambling about possibilities without a specific, actionable request.
Obvious Mass Email: Tell-tale signs include generic greetings, no personalization, and irrelevant offerings
Hyperbole Overload: Claiming to be “revolutionary,” “disruptive,” and “game-changing” all in one paragraph
Poor Formatting: Wall-of-text paragraphs, inconsistent spacing, or font changes that scream “I don’t pay attention to details.”
Grammatical Errors: Nothing says “unprofessional” like mixing up “their,” “there,” and “they’re.”

Legal and Ethical Considerations

Certain types of inquiries require special attention to legal and ethical guidelines:

Investment Inquiries

Avoid language that constitutes a public offering of securities
Don’t share financial projections unless properly disclaimed
Be careful with claims about guaranteed returns
Understand accredited investor requirements in your jurisdiction

Grant Inquiries

Never misrepresent your organization’s status or capabilities
Be truthful about past results and future projections
Properly attribute any research or data you cite
Declare any conflicts of interest upfront

Partnership Inquiries

Respect confidentiality and non-disclosure agreements
Don’t misrepresent exclusive relationships
Be clear about intellectual property ownership
Avoid disparaging competitors

When in doubt, have a legal professional review your communication—particularly for investment-related inquiries where securities laws come into play.

Crafting the Perfect Subject Line

Before your recipient even opens your email, they’ll see your subject line. Make it count.

Be concise and informative—Investment Inquiry: Urban VR Entertainment Concept
Clearly state your purpose—Grant Application Inquiry for [Program Name]
If relevant, mention your connection. —Referred by Jane Smith: Partnership Opportunity
Create relevance without desperation— Quick Question About Your Metaverse Investment Portfolio

Remember: your subject line is the gatekeeper to your message. A weak one means your brilliantly crafted letter might never see the light of day.

To Attach or Not to Attach?

Should you include a teaser document with your inquiry? There are pros and cons:

Pros:

Provides immediate context
Shows you’ve done the work
Gives them something concrete to consider

Cons:

Email might get flagged as spam
Attachment might never get opened
Looks presumptuous before getting permission

My recommendation? Err on the side of brevity in the initial email. Offer to send materials rather than attaching them outright. If you must attach something, keep it under 2 pages and clearly labeled.

The Follow-Up Strategy

No response doesn’t necessarily mean no interest. Here’s how to follow up without being annoying:

Wait 5-7 business days before your first follow-up
Keep it short: “Just checking if you received my inquiry from [date]”
Add a single new piece of relevant information if possible
Limit yourself to 2-3 follow-ups maximum
Space them out appropriately (5-7 days, then 10-14 days)

Remember: persistence shows commitment, but harassment burns bridges.

The fortune is in the follow-up. A well-executed follow-up strategy can double your response rate—but a poor one can burn bridges permanently. Here’s how to get it right:

Timing Your Follow-Ups

The ideal follow-up window depends on the context:

Investment inquiries: 5-7 business days
Grant inquiries: 7-10 business days (or according to their stated timeline)
Partnership/collaboration inquiries: 3-5 business days
High-urgency situations: 2-3 business days (but indicate urgency in original message)

Follow-Up Message Templates

The Gentle Reminder

Subject: Following up: [Original Subject Line]

Dear [Name],

I wanted to follow up on my message from [specific date] regarding [brief 1-line summary]. I understand you’re likely managing multiple priorities, so I wanted to ensure this didn’t get lost in the shuffle.

Would you still be interested in [specific action/request]? I’m happy to provide any additional information that would be helpful.

Best regards,

[Your Name]

The Value-Add Follow-Up:

Subject: Additional insight re: [Original Subject Line]

Dear [Name],

Since my previous message about [brief topic], I came across this [relevant article/development/data point] that further supports the opportunity I outlined.

[1-2 sentences on why this new information matters]

I’d still welcome the chance to [original request]. Would you be open to this?

Thank you for your consideration.

[Your Name]

The Final Check-In:

Subject: Quick check before closing the loop: [Topic]

Dear [Name],

I’ve reached out a couple of times regarding [specific topic]. I don’t want to crowd your inbox, so this will be my final message on the matter.

If the timing isn’t right or this isn’t a current priority for [Company Name], I completely understand. Should circumstances change, I’d welcome hearing from you in the future.

All the best,

[Your Name]

Tools and Resources for Inquiry Letters

Need help streamlining your inquiry process? Consider these tools:

CRM Systems: HubSpot (free version available), Pipedrive, or even a well-organized spreadsheet
Email Tracking: Mailtrack, HubSpot Email Tracking, Yesware
Contact Finding: hunter.io, Clearbit Connect, LinkedIn Sales Navigator
Research Tools: Crunchbase, PitchBook, Foundation Directory Online
Writing Assistance: Grammarly, Hemingway Editor

Final Thoughts

Good inquiry letters don’t hard-sell. They make space for a response. They work because they strike a tone of relevance and possibility—without overloading the reader. Keep yours under 700 words, laser-focused on the benefit to them, and always give them a clear next step.

When crafted with care, research, and precision, your letter of inquiry opens doors that might otherwise remain firmly shut. The difference between an ignored email and the beginning of a valuable relationship often comes down to those first few carefully chosen paragraphs.

Remember: You’re not asking for a favor. You’re offering an opportunity. Make sure your inquiry reflects that reality.

© Martin Wensley 2023-2025 — Example of Inquiry Letter