Making Inquiry Report in purposive communication

Inquiry and interview

1. MAKING INQUIRY

2. An inquiry letter in written when a person needs more information about products, services, internship, scholarships, or job vacancies offered by companies, associations, or individuals. Inquiry letter are sent when a person has specific questions that are not address by the general information available provided by brochure, websites, advertisements, classified ads etc. An inquiry may also be in the form of telephone or interview.

3. LETTER INTERVIEW BOTH Require proper and appropriate language use. Both require correctness, conciseness, clarity of language, and courtesy. Require correctness of spelling, punctuation, capitalizations, indention, margins, etc. Require clarity of words, correct pronunciation, intonation and pauses, spontaneity, pleasing personality and confidence.

4. Content and organization of letter of inquiry A. HEADING OR LETTERHEAD B.INSIDE ADDRESS C.SALUTATION D.BODY OF THE LETTER First Paragraph : It provides a background of your inquiry such as how, where and when you first learned of the information serve your purpose in one or two sentence Middle Paragraph: This section should specify the information you are seeking. Final paragraph: Express your expectation from your addresses and thank him in advance for his favorable actions. E. COMPLEMEN- TARY CLOSE F. SIGNATURE

5. There are three formats that are commonly used in making Inquiry; Pure block, semi- block and modified block

6. EMAILS More frequently used now in inquiry are emails. Emails gained popularity because of speed and convenience. Generally emails messages are less formal than letters, although there are still expectations for appropriate and effective email communication. The formality is determined by the senders familiarity and relationships to the receivers the classifications and objectives of the message to be sent and other factors that shape the context of communication. In academic email for example there is more appropriate to sound formal and professional. The use of “wanna, gonna” and abbreviation such as “tnx and gbu” and emoticon is inappropriate. In other informal context however abbreviation and emotion maybe effective. In academic and other formal emails, correctness and other qualities is that apply to business letters should be observed.

7. For more effective email communication (and also letters), remember the Following: Be courteous. Keep messages as concise as clear as possible. Proofread and and spell check before sending. Provide a short but descriptive subject line . Although some parts of the email are optional it is enabling to know all the other parts. 1. 2. 3. 4. 5.

8. PARTS OF AN EMAIL From: Jaylou J. Jose

Sent: 26 May, 9:10AM

To: Aaron C. Jacinto

CC: Maggy J. Jaime

BCC: Laz D. Cruz

Subject: Scholarship availability inquiry

Attachment: Form 137

Salutation: Dear Mr. Jose

Body of the letter Closing: Sincerely yours, Name (email signature) Name of a person sending the email Date and Time Name of person receiving the email Other person receiving the email Another person receiving the email w/out the other recipient knowing Content (Title) of the email Document sent separately, not included in the email (but attached) Greetings or opening Message Ending Name and Title

9. Interview is a special type of purposive conversation. Interview are classified into different types according to purpose, but basic to all types of interview is to obtain desired information.
Interview requires real time for both the interviewer and interviewee.

10. Tips in Conducting a Interview Before the interview 1. Remember that if you are seeking for information from people (e.g. interview for research), you are asking their favor, interviewee at their most convenient time thus make appointment with you

2. Prepare the list of questions.

11. During the Interview 1. Be punctual 2. Wear appropriate attire. 3.Observe good manners. 4.Speak clearly and be attentive 5. If you have follow-up questions, ask politely. Ask the interviewee notes. 6.Allow the interviewee sufficient time to answer. 7. Rephrase questions to clarify vague points.
8. Acknowledge answers of the interviewee to sure him of your attention. 9. Graciously thank the interviewer for his tine.

12. PARTS OF THE INTERVIEW The opening includes the initial of the interviewer and the interviewee Rapport should be established creating positive impression. Although introduction 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.