1. Type the letter date. The date is useful should you need to refer to the inquiry in future communications.
2. Type the address of the company. If the initial sales materials included the name of the appropriate contact, type that name above the company name. If only a title or department was referenced, type that data on a separate line at the end of the address. Begin that separate line with the abbreviation "Attn:." An example is "Attn: Vice President, Business Services."
3. Use the appropriate greeting. If the sales material you received had a folksy, friendly tone, you might use the first name of the contact person. Otherwise, simply address the contact with Mr. or Ms., followed by the last name.
4. Briefly state your request. If you want a catalog or price list, simply say so. For example, "I am writing to request a product catalog in response to your recent sales mailing." If you're feeling expansive, you can include a line about your company's function, such as "My company uses widgets in the manufacture of widget frames."
5. Close with a standard closing and printed signature line. "Sincerely" and "Very truly yours" are common and appropriate closings. Include your title beneath the signature line.
