CSC–COA–DBM Joint Circular No. 1, s. 2025: A Complete Guide for Government Agencies and Public Schools

Understanding Formal Letters of Inquiry

Today you will learn what a formal letter of inquiry is and why people use it in real life. You will explore how purpose and audience shape a letter’s formal tone and respectful register. You will also notice how clarity, etiquette, and careful word choice help a sender sound credible and polite. By the end, you will be ready to analyze examples and begin planning your own inquiry letter for Weeks 2–3.

• Subject: English
• Grade: 8
• Day: 1 of 8

🎯 Learning Goals

By the end of the lesson, you will be able to:

1. Identify the purpose and audience of a formal letter of inquiry and explain how they shape the message.
2. Distinguish key features of informal vs. formal correspondence by analyzing tone, register, and structure.
3. Draft a clear inquiry purpose statement and three polite questions to use in a future formal letter.

🧩 Key Ideas & Terms

• Formal letter of inquiry – a professional letter that asks for information, clarification, or action from a specific person or organization.
• Purpose – the reason you are writing (what you want to know or request).
• Audience – the person or group who will read and respond to your letter.
• Tone – the attitude your writing shows (respectful, urgent, thankful, firm).
• Register – the level of formality in language (everyday vs. professional).
• Etiquette – polite and respectful behavior in communication (greetings, respectful phrasing, gratitude).
• Clarity – writing that is easy to understand because ideas are specific and organized.
• Credibility – the reader’s sense that you are trustworthy, respectful, and serious.
• Inquiry questions – the key questions you ask to get the information you need.
• Transactional text – writing used for real-life purposes (requests, applications, inquiries).

🔄 Quick Recall / Prior Knowledge

Warm up your mind. Answer first, then check.

1. Think of the last time you wrote a message to someone older than you (teacher, barangay staff, coach). What words did you choose to sound respectful?
   Show Answer

   Possible answers: greetings (Good morning), polite requests (please, may I), respectful titles (Ma’am, Sir), gratitude (thank you), and complete sentences.

2. What is the difference between a question asked out loud and a written inquiry in a letter?
   Show Answer

   A spoken question can be quick and informal. A written inquiry must be clear, polite, and complete because the reader cannot ask follow-up questions immediately.

3. List two situations where people need official information (not just opinions).
   Show Answer

   Examples: asking a school office about enrollment requirements; asking a company about product warranty; asking a local office about permits; asking an NGO about a program.

📖 Explore the Lesson

Read each checkpoint, pause to think, and write short notes in your notebook. Use the hidden answers to guide your thinking.

Checkpoint 1: What Is a Formal Letter of Inquiry?

Mini-goal: Explain what a formal letter of inquiry is and what it is used for.

A formal letter of inquiry is a professional message you send when you need reliable information or a clear response. The key word is inquiry, which means you are asking something you genuinely need to know. You may be asking about requirements, reasons, schedules, policies, services, or steps you must follow. Because the reader may not know you personally, your letter must make sense on its own. That is why formal inquiry letters rely on clear details, organized ideas, and respectful language.

Think about what makes a letter “formal.” Formal does not mean cold or unfriendly. It means you choose words and structure that show respect, seriousness, and care. You also avoid slang and unclear shortcuts. A formal inquiry letter usually includes (1) a polite greeting, (2) a short explanation of who you are and why you are writing, (3) specific questions, and (4) a respectful closing. You do not need to “sound fancy.” You need to sound clear and credible.

Another important idea is that inquiry letters are transactional texts. Transactional writing has a real goal. It asks for information, requests a meeting, confirms details, or seeks permission. Because it has a real goal, it must be accurate. It must also be ethical. You should not threaten the reader, demand unfair favors, or hide your true purpose. If your letter is honest and respectful, your chances of receiving help become higher.

Mini-summary: A formal letter of inquiry is a professional, respectful message used to ask for needed information or action. It must be clear, organized, and honest.

• What is one clear difference between an inquiry letter and a casual message?
  Show Answer

  An inquiry letter is organized and complete because the reader needs enough context to respond. A casual message can be short and may rely on shared background.

• Why is clarity especially important in a formal inquiry letter?
  Show Answer

  Because the reader cannot easily ask follow-up questions right away, so unclear writing can lead to misunderstanding or no response.

• What does it mean to say inquiry letters are “transactional”?
  Show Answer

  They serve a real-life purpose: to request information or action that leads to a concrete outcome.

Checkpoint 2: Purpose and Audience Come First

Mini-goal: Identify how purpose and audience shape your tone, register, and content.

Before you write any letter, ask two questions: “What do I need?” and “Who can provide it?” These questions reveal purpose and audience. Purpose is your goal: information, explanation, permission, or a meeting. Audience is the person or organization that can answer. If you choose the wrong audience, even a well-written letter may fail because the reader has no power to respond.

Purpose and audience also shape your tone and register. If you are writing to a principal, your register should be professional. If you are writing to a company manager, your register should also be professional. You can still sound warm and human, but you must keep the respect clear. Think of your letter as a “bridge.” It connects you to someone you may not know, so it must carry your meaning safely across. A respectful tone and formal register help the bridge stay strong.

Purpose also controls what details to include. If your purpose is to ask about a program, include the program name and what you already know. If your purpose is to ask about a policy, mention where you saw the policy and what part you want clarified. If your purpose is to request a meeting, suggest times and explain why a meeting will help. A good inquiry letter avoids long storytelling that does not serve the purpose. Instead, it uses short, focused information that helps the reader understand what you need.

Finally, purpose affects the kind of questions you ask. Vague questions like “Why is this happening?” can sound accusatory or unclear. Better questions are specific: “Could you clarify the schedule for…?” “May I request the list of requirements for…?” Specific questions show respect for the reader’s time and increase your chance of receiving a helpful reply.

Mini-summary: Purpose and audience guide everything: the details you include, the questions you ask, and the formal, respectful tone you choose.

• Why can choosing the wrong audience lead to no response?
  Show Answer

  If the reader has no authority or information, they cannot act even if they want to help.

• What makes a question “specific” in an inquiry letter?
  Show Answer

  It names the topic, asks for a clear detail (requirements, schedule, reason, policy), and avoids blame or unclear wording.

• How can you sound warm while staying formal?
  Show Answer

  Use polite greetings, respectful titles, complete sentences, and gratitude without using slang or overly casual jokes.

Checkpoint 3: Informal vs. Formal Correspondence

Mini-goal: Compare informal and formal writing by looking at language, structure, and purpose.

Many learners know how to send messages quickly: chat, text, comments, or short emails. Those are often informal correspondences. Informal writing works well when the relationship is close and the goal is simple. For example, you can message a classmate: “Send the homework pls.” The classmate already knows you, understands the context, and can reply immediately. In that setting, short and casual language feels normal.

Formal correspondence is different. It is used when the relationship is not close, the purpose is serious, or the reader represents an office, school, or organization. In formal inquiry letters, the reader may not know you. The reader also needs to keep records and respond responsibly. That is why formal letters often use complete parts: greeting, introduction, body, and closing. The structure makes the message easier to scan and respond to.

Language changes too. Informal writing may use slang, emojis, or shortcuts. Formal writing uses standard spelling, punctuation, and full words. It also uses respectful titles and careful phrasing. For example, “Hi po, can u tell me the requirements??” becomes “Good day. May I request the list of requirements for…?” Both messages ask for information, but the formal version shows professional etiquette and clarity.

Another difference is the way you handle emotion. Informal messages may show frustration directly: “This is unfair!” In a formal inquiry letter, you can still express concern, but you do it calmly and with facts. You focus on what you need clarified. Instead of accusing, you ask. Instead of shouting, you explain. This protects your credibility and helps the reader take your message seriously.

Mini-summary: Informal messages suit close relationships and quick needs. Formal inquiry letters suit official audiences and serious purposes, so they require clear structure and respectful language.

• Which type of writing usually has complete parts like greeting and closing, and why?
  Show Answer

  Formal writing. The parts support clarity, professionalism, and easier response or record-keeping.

• Why can slang or shortcuts weaken an inquiry letter?
  Show Answer

  They can look careless or unclear, and the reader may not understand or may not take the request seriously.

• How can you show concern without sounding rude?
  Show Answer

  Use calm wording, explain the situation briefly, and ask specific questions for clarification instead of blaming.

Checkpoint 4: Tone, Register, and Voice in Inquiry Letters

Mini-goal: Recognize how tone, register, and voice affect how a reader responds to your letter.

In writing, your reader “hears” you through your words. That sound is your voice. Your voice is shaped by the words you choose, your sentence length, and how you show respect. In inquiry letters, your voice should sound responsible and sincere. If your voice sounds careless or demanding, the reader may ignore the letter or respond negatively.

Tone is the attitude your writing shows. A respectful tone uses polite greetings, considerate request words, and gratitude. It avoids insults, sarcasm, or threats. A firm tone can still be respectful. For example, “I would appreciate your response by Friday because…” can be firm without being rude. The key is to explain your reason calmly and to keep your requests realistic.

Register is the level of formality. A formal register uses complete sentences and more professional vocabulary. It also avoids extremely casual expressions. Compare: “I wanna know why u keep changing the schedule” versus “May I ask for clarification regarding the schedule changes?” The second sentence keeps the same meaning but uses a formal register that fits an official audience.

Here is a simple self-check: If you would be uncomfortable reading your sentence out loud to a principal or office staff, revise it. Replace emotional words with neutral words. Replace demands with requests. Replace vague complaints with specific questions. These small choices can protect your credibility and help you get the information you need.

Mini-summary: Inquiry letters work best when voice sounds sincere, tone stays respectful, and register remains formal enough for the audience.

• What is one word choice that can make a request sound more respectful?
  Show Answer

  Words like “may,” “could,” “would,” “kindly,” “please,” and “appreciate” often help when used naturally and correctly.

• How can a writer be firm without being rude?
  Show Answer

  State the need clearly, give a reason, use polite wording, and avoid insults or threats.

• What is one sign that register is too informal for a formal letter?
  Show Answer

  Slang, emojis, shortcuts (“u,” “pls”), or overly casual phrases that do not match professional writing.

Checkpoint 5: Ethics and Clarity in Formal Correspondence

Mini-goal: Explain why ethical communication matters in inquiry letters and how clarity supports fairness.

Ethics in communication means you speak honestly and respectfully. In inquiry letters, ethics matters because you are asking someone to give time, attention, and possibly resources. An ethical writer does not mislead the reader, hide important details, or use pressure to force a response. Instead, the writer states the situation truthfully and asks for help in a respectful way.

Ethics also includes fairness in how you describe problems. If you are concerned about a policy or service, it is easy to write with anger. But anger can lead to accusations that may not be fair or accurate. A more ethical approach is to describe what you observed and ask for clarification. For example, instead of writing “Your office is incompetent,” you can write “I noticed changes in the schedule this week and would like to understand the reason and the updated plan.” That sentence is calm, specific, and fair.

Clarity supports ethics because unclear writing can accidentally misrepresent facts. If your details are confusing, the reader may interpret your request incorrectly. To protect clarity, use concrete details: dates, locations, names of programs, and the exact information you need. Keep one main idea per paragraph. Use short sentences when needed. If you use a strong claim, make sure you can support it with evidence or a clear example.

Ethical inquiry letters also show respect through etiquette: proper titles, polite greetings, and a thankful closing. These are not “extra decorations.” They are signals that you value the reader’s role and time. When you combine ethics and clarity, you build credibility—and credibility increases the chance of a helpful response.

Mini-summary: Ethical inquiry letters are honest and fair. Clear details prevent misunderstanding and help you earn a respectful response.

• Why can accusations weaken an inquiry letter?
  Show Answer

  They can sound unfair or disrespectful, and the reader may become defensive or refuse to respond.

• What kinds of details improve clarity?
  Show Answer

  Specific information such as dates, program names, the exact concern, and clearly stated questions.

• How does a thankful closing support ethics?
  Show Answer

  It shows appreciation for the reader’s time and encourages a respectful exchange.

Checkpoint 6: A Simple “Inquiry Plan” You Can Reuse

Mini-goal: Create a short plan (purpose + reader + questions) that will become the heart of your letter.

Before you write a full formal letter, build a simple plan. This plan is like a map. It keeps your writing focused and prevents you from adding unnecessary details. Today, you will practice a three-part inquiry plan: (1) purpose statement, (2) audience/recipient, and (3) key questions.

Step 1: Purpose statement. Write one sentence that answers: “I am writing because…” Example: “I am writing to request information about the requirements for joining the school journalism club.” Your purpose statement should name the topic and the type of information you need.

Step 2: Recipient. Identify who can answer. For the example above, it could be the club adviser or the student affairs office. Choose one best person or office. A clear recipient makes your letter more effective.

Step 3: Key questions. Write three questions that a reader can answer. Keep them polite and specific. Example: “May I ask what documents are required?” “Could you clarify the schedule of meetings?” “Would it be possible to join mid-quarter?” Notice the questions do not accuse. They request clarification respectfully.

When you practice this plan, you also practice respectful register. You can use polite request words without overusing them. One or two polite words in each question is enough. Overloading every sentence with too many polite words can feel unnatural. The goal is balance: respectful, clear, and confident.

In the next lessons, you will study the parts and formats of formal letters and learn how to phrase questions even more politely. But the inquiry plan you wrote today will remain useful. It will become your draft foundation.

Mini-summary: A strong inquiry starts with a simple plan: a clear purpose statement, the correct recipient, and three polite, specific questions.

• What makes a purpose statement “clear”?
  Show Answer

  It names the topic and what you need (information, clarification, meeting, or action) in one focused sentence.

• Why is choosing the correct recipient part of your plan?
  Show Answer

  Because the right recipient is the one who can answer or act. This increases your chance of a useful response.

• What makes inquiry questions “polite” and “specific” at the same time?
  Show Answer

  They use respectful wording (may/could/would) and ask for clear details (requirements, schedule, reasons, next steps).

💡 Example in Action

Study these worked examples. Notice how purpose and audience shape tone and structure.

1. Example 1: Identify purpose and audience
   Text: “Good day. I am writing to request information about the requirements for applying for a school scholarship.”
   Task: Identify the purpose and a likely audience.
   Show Answer

   Purpose: request scholarship requirements. Likely audience: scholarship coordinator, guidance office, or school administrator in charge of scholarships.

2. Example 2: Informal to formal (register shift)
   Informal: “Hi, can u send me the requirements asap?”
   Task: Rewrite in a formal register.
   Show Answer

   Sample rewrite: “Good day. May I request the list of requirements for the application? I would appreciate your response at your earliest convenience.”

3. Example 3: Fix a risky tone
   Sentence: “Your office never explains anything. Why are you always changing the schedule?”
   Task: Revise into a respectful inquiry.
   Show Answer

   Sample rewrite: “May I ask for clarification regarding the recent schedule changes? Could you share the updated schedule and the reason for the adjustments?”

4. Example 4: Write three polite inquiry questions
   Situation: You want information about a community clean-up program.
   Task: Draft three polite questions.
   Show Answer

   Possible questions: “May I ask how to register for the program?” “Could you clarify the schedule and meeting place?” “Would it be possible to join even if I can attend only on weekends?”

5. Example 5: Create a mini inquiry plan
   Topic: school club application
   Task: Write (a) purpose statement, (b) recipient, (c) three questions.
   Show Answer

   Purpose: “I am writing to inquire about the requirements for joining the school science club.” Recipient: science club adviser. Questions: “May I ask what documents are needed?” “Could you share the meeting schedule?” “Would it be possible to join even if I missed the first meeting?”

📝 Try It Out

Complete the tasks in your notebook. Keep your writing clear and respectful.

1. Write one sentence that explains, in your own words, what a formal letter of inquiry is.
   Show Answer

   Sample: “A formal letter of inquiry is a respectful, professional letter that asks an office or person for specific information or clarification.”

2. Circle which best fits a formal inquiry letter: (a) emoji, (b) complete sentences, (c) slang, (d) unclear shortcuts.
   Show Answer

   (b) complete sentences.

3. Decide the best audience: You want to ask about enrollment requirements. Who should receive your letter?
   Show Answer

   School registrar or enrollment office (or the designated staff handling enrollment requirements).

4. Rewrite this message into a formal register: “Hello, I need to know the rules. Reply fast.”
   Show Answer

   Sample: “Good day. May I request clarification regarding the rules for this program? I would appreciate your response when convenient.”

5. Write a one-sentence purpose statement for a letter about a topic you choose (school, community, or service).
   Show Answer

   Your sentence should start with “I am writing to inquire about…” and name the specific topic and information you need.

6. Write three inquiry questions for your chosen topic. Make them polite and specific.
   Show Answer

   Questions should ask for clear details (requirements, schedule, process, contact person). Use respectful wording such as “May I ask…?” “Could you clarify…?”

7. Identify the tone problem: “This policy is stupid. Fix it.” Then rewrite it as a respectful inquiry.
   Show Answer

   Problem: rude/insulting tone. Sample rewrite: “May I ask for clarification about this policy and the reason behind it? I would appreciate guidance on the proper steps to address my concern.”

8. List two features of formal correspondence (not informal).
   Show Answer

   Examples: polite greeting and closing; formal register; organized paragraphs; clear purpose statement; respectful titles.

9. Create a mini inquiry plan: (a) purpose statement, (b) recipient, (c) three questions (use your own topic).
   Show Answer

   A complete plan includes one focused purpose sentence, one best recipient, and three polite, specific questions.

10. Self-check: Underline any casual words in your plan (slang, shortcuts). Replace them with formal alternatives.
    Show Answer

    Replace “u” with “you,” “pls” with “please,” and casual phrases with polite request phrases (may/could/would) where appropriate.

✅ Check Yourself

Answer the items, then check. Mix of multiple-choice and short response.

1. Multiple-choice: A formal letter of inquiry is mainly written to…
   a) entertain the reader
   b) ask for specific information or clarification
   c) tell a long personal story
   d) send jokes to friends
   Show Answer

   b)

2. Multiple-choice: Which is the best reason to use formal register?
   a) to confuse the reader
   b) to show respect and professionalism to an official audience
   c) to avoid answering questions
   d) to hide your purpose
   Show Answer

   b)

3. Short answer: Define “purpose” in letter writing.
   Show Answer

   Purpose is the reason you are writing—the information or action you want from the reader.

4. Multiple-choice: Which sentence has the most respectful tone?
   a) “Reply now.”
   b) “Send me the details.”
   c) “May I request the details regarding the process?”
   d) “Why are you so slow?”
   Show Answer

   c)

5. Short answer: Why does audience matter in an inquiry letter?
   Show Answer

   Because the audience determines the right tone and who has the authority or information to respond.

6. Multiple-choice: Which is more suitable for a formal inquiry letter?
   a) “u”
   b) emojis
   c) complete sentences with correct spelling
   d) slang
   Show Answer

   c)

7. Short answer: Give one example of a specific inquiry question.
   Show Answer

   Example: “Could you clarify the list of requirements needed for registration?”

8. Multiple-choice: “Etiquette” in formal letters mostly refers to…
   a) fancy handwriting
   b) polite and respectful communication behavior
   c) using only long words
   d) adding many exclamation marks
   Show Answer

   b)

9. Short answer: Why can accusations be unethical in an inquiry letter?
   Show Answer

   They may be unfair, disrespectful, and can damage communication, reducing the chance of a helpful response.

10. Multiple-choice: Which pair best matches “formal correspondence”?
    a) slang + emojis
    b) clear structure + respectful register
    c) vague complaints + threats
    d) jokes + shortcuts
    Show Answer

    b)

11. Short answer: What does “credibility” mean in a letter?
    Show Answer

    Credibility is how trustworthy and serious the writer appears based on tone, clarity, and respect.

12. Multiple-choice: Which is the best opening for a formal inquiry letter?
    a) “Yo!”
    b) “Hey bestie!”
    c) “Good day.”
    d) “LOL hi”
    Show Answer

    c)

13. Short answer: Write one purpose statement that starts with “I am writing to inquire about…”
    Show Answer

    Example: “I am writing to inquire about the requirements and schedule for the community youth program.”

14. Multiple-choice: A clear inquiry question should…
    a) blame the reader
    b) ask for a specific detail the reader can answer
    c) include insults
    d) be confusing on purpose
    Show Answer

    b)

15. Short answer: Name one way to improve clarity in an inquiry letter.
    Show Answer

    Use specific details (dates/topic names), keep one main idea per paragraph, and ask focused questions.

🚀 Go Further

Choose one or more extension tasks.

1. Create two versions of the same inquiry: one informal message and one formal inquiry letter opening. Compare them.
   Show Answer

   Teacher guidance: Ask learners to highlight differences in register, sentence completeness, and respect. Focus on how audience changes language choices.

2. Collect three real-life inquiry situations (school, community, services). For each, identify the best recipient.
   Show Answer

   Teacher guidance: Emphasize matching purpose with authority. Discuss why some recipients cannot respond even if they are kind.

3. Write five inquiry questions about one topic. Then revise them to be more specific and polite.
   Show Answer

   Teacher guidance: Encourage students to remove vague words (“stuff,” “things”) and to replace demanding language with request wording.

4. Find examples of polite vs. impolite phrases. Make a “do” and “avoid” mini list for inquiry letters.
   Show Answer

   Teacher guidance: Keep the list short and practical. Ask students to explain how each phrase might make a reader feel.

5. Rewrite an emotional complaint into an ethical inquiry: keep the concern but remove blame.
   Show Answer

   Teacher guidance: Teach the move from accusation → observation → question. Model one revision together, then let learners revise their own.

🔗 My Reflection

Notebook task: Write 8–10 sentences.

• Describe a real situation where you might need to write a formal letter of inquiry.
• Who would be your audience, and what is your purpose?
• Write one purpose statement and three inquiry questions you would ask.
• Explain how you will keep your tone respectful and your message clear.

Lesson Sections

• 🎯 Learning Goals
• 🧩 Key Ideas & Terms
• 🔄 Quick Recall / Prior Knowledge
• 📖 Explore the Lesson
• 💡 Example in Action
• 📝 Try It Out
• ✅ Check Yourself
• 🚀 Go Further
• 🔗 My Reflection