A thank-you-for-your-inquiry email confirms you received someone's question, thanks them for reaching out, and gives them a useful next step: an answer, a timeline, or a question that moves things forward. The best ones are short, specific to what the person asked, and sent quickly. Below are 20 templates for different situations, followed by tips for making them sound like you.
What a good inquiry reply needs
An inquiry is someone raising their hand. They might be comparing you with two other options, so the reply you send is often their first real impression of how you work. Four parts carry most of the weight:
- A thank-you that refers to their question. "Thanks for asking about weekend availability" beats "Thank you for your inquiry."
- The answer, or as much of it as you have. If you can answer fully, do. If not, answer the part you can.
- A clear next step. A call link, a question you need answered, a date when you'll follow up.
- A human signature. A real name and a way to reach that person.
Skip long company histories and paragraphs about your values. The person asked a question; respect that by answering it.
Templates for sales and product inquiries
Subject: Re: Question about [Product]
Hi [Name],
Thanks for reaching out about [Product]. Yes, it works with [their requirement], and setup usually takes about [timeframe].
I've attached a one-page overview with pricing. If it helps, I can walk you through it on a 15-minute call this week. Here's my calendar: [link].
Best,
[Your Name]
[Title], [Company]
Subject: Pricing for [Service] you asked about
Hi [Name],
Thank you for asking about pricing. For a project like the one you described, most clients pay between [range]. The final number depends mainly on [factor 1] and [factor 2].
If you can tell me roughly [detail you need], I'll send a fixed quote within one business day.
Kind regards,
[Your Name]
Subject: Your [Product] demo
Hi [Name],
Thanks for requesting a demo. I'd love to show you how [Product] handles [the use case they mentioned].
Do any of these times work for you?
- [Day, time]
- [Day, time]
- [Day, time]
If none fit, reply with a time that does and I'll make it work.
Talk soon,
[Your Name]
Subject: Re: Bulk order inquiry
Hello [Name],
Thank you for your interest in ordering [product] in bulk. We offer wholesale pricing from [minimum quantity] units, and lead time is currently [timeframe].
Our wholesale price sheet is attached. To prepare an exact quote, could you confirm the quantity, any color or size mix, and your delivery address?
Best regards,
[Your Name]
[Company] Wholesale
Subject: Re: Is [Product] available?
Hi [Name],
Thanks for checking on [Product]. It's sold out right now, and we expect new stock around [date].
I've added your email to the restock list, so you'll hear from us the day it's back. In the meantime, [alternative product] is similar in [key feature] if you need something sooner.
Cheers,
[Your Name]
Templates for service businesses
Subject: Re: Help with [project type]
Hi [Name],
Thank you for getting in touch about your [project]. From your message, it sounds like the main goal is [goal as you understood it]. Did I get that right?
I have availability starting [date]. A few quick questions so I can scope it properly:
- What's your ideal launch date?
- Do you already have [assets, copy, brand guide]?
- Is there a budget range you're working within?
Once I hear back, I'll send a short proposal.
Best,
[Your Name]
Subject: Booking your free consultation
Hi [Name],
Thanks for reaching out to [Practice Name]. I'm glad you're thinking about [service].
Our first consultation is free and takes about 30 minutes. You can pick a time here: [link]. If you'd rather talk by phone, call us at [number] between [hours].
Warmly,
[Your Name]
Subject: Re: Quote for [job]
Hi [Name],
Thanks for contacting us about [job, e.g., replacing your deck railing]. To give you an accurate quote, we'd like to see the space in person. The visit takes about 20 minutes and there's no charge.
We have openings on [day] morning and [day] afternoon. Which works better?
Thanks,
[Your Name]
[Company] | [Phone]
Subject: Re: Availability for [date]
Hi [Name],
Thank you for considering [Venue] for your [event]. Good news: [date] is still open for both the [room A] and the [room B].
I've attached our event packet with capacities and menus. Tours run on weekdays, and I'd be happy to show you around. Would [day] or [day] suit you?
Best wishes,
[Your Name]
Events Coordinator
Subject: Re: Service in [location]
Hi [Name],
Thanks for thinking of us. Unfortunately, we don't currently serve [location], so we wouldn't be the right fit for this job.
A couple of local companies with good reputations are [Business A] and [Business B]. I hope you find the right help quickly.
All the best,
[Your Name]
Templates for rentals, education and recruiting
Subject: Re: [Address] apartment
Hi [Name],
Thanks for your interest in the apartment at [address]. It's available from [date], rent is [amount] per month, and it includes [utilities or features].
Viewings are on [days]. Would you like to book a time? You can also apply online here: [link].
Regards,
[Your Name]
Subject: Re: [Program name] questions
Dear [Name],
Thank you for your interest in [Program]. To answer your questions: classes meet [schedule], the next cohort starts [date], and the application deadline is [date].
I've attached the program guide. If you'd like to talk with a current student or sit in on a class, let me know and I'll arrange it.
Kind regards,
[Your Name]
Admissions, [School]
Subject: Re: Opportunities at [Company]
Hi [Name],
Thank you for reaching out and for your interest in working with us. We don't have an opening that matches your background right now.
I've saved your résumé, and we'll contact you if a [role type] position opens. Our current openings are always listed at [link].
Best of luck,
[Your Name]
Subject: Re: [Job title] position
Hi [Name],
Thanks for your question about the [Job title] role. The position is [remote/hybrid/on-site], the salary range is [range], and we're reviewing applications until [date].
You can apply here: [link]. If anything in the description is unclear, just reply and I'll answer.
Best,
[Your Name]
Recruiting, [Company]
Templates for support, partnerships and media
Subject: Re: Partnership idea
Hi [Name],
Thank you for the partnership idea. Working together on [their proposal] could be a good fit, especially for [shared audience or goal].
I'd like to learn more before we commit to anything. Could you send a short outline of what each side would contribute? After that, a call with our [team] makes sense.
Best,
[Your Name]
Subject: Re: Interview request
Hi [Name],
Thanks for reaching out about your story on [topic]. [Spokesperson] is available for a 20-minute interview on [date options].
Could you share your deadline and whether this will be a phone, video or email interview? I'll confirm a time as soon as I hear back.
Regards,
[Your Name]
Communications, [Company]
Subject: Re: [Issue summary]
Hi [Name],
Thank you for letting us know about [issue]. I've passed the details to our [technical team], and I'll update you by [day/time] at the latest.
If anything changes on your side before then, reply here so it stays in one thread.
Thanks for your patience,
[Your Name]
Subject: Got your message
Hi [Name],
Thanks for your message last night. I'm reading it now and wanted you to know it reached a real person.
The short answer to your question is [answer]. If you'd like more detail, I'm at my desk until [time] today and happy to call.
Best,
[Your Name]
Subject: Sorry for the slow reply about [topic]
Hi [Name],
Thank you for your inquiry about [topic], and I'm sorry it took us [time] to respond. Your message landed in the wrong folder, which is our mistake.
To answer your question: [answer]. If you've already found another option, no problem at all. If not, we'd be glad to help.
Kind regards,
[Your Name]
Subject: Re: Opening hours
Hi [Name],
Thanks for asking. We're open [days] from [time] to [time], and you don't need an appointment.
See you soon,
[Your Name]
Writing tips that make these templates work
Answer first, thank second if the answer is short
For simple questions, you can thank the person in a few words and get straight to the answer. Nobody needs three sentences of gratitude before learning your opening hours.
Mirror their words
If they wrote "patio," don't reply about "outdoor living solutions." Using their terms shows you read the message and makes the email easier to scan.
Replace every placeholder, then reread
The quickest way to look careless is sending "Hi [Name]." Before you hit send, search the draft for square brackets. Also check that dates and prices are current.
Give one next step, not five
A reply that offers a call, a brochure, a newsletter signup, a discount code and a social media link gives the reader too many choices. Pick the single action that moves the conversation forward.
Say no kindly and quickly
If you can't help, say so in the first reply and, when you can, point them somewhere useful. A clear no earns more goodwill than a slow maybe.
Common mistakes to avoid
- Generic openers like "We have received your inquiry and will respond shortly" with nothing else. Fine as an auto-reply, weak as the real answer.
- Hiding the price when the person directly asked about it. If you truly can't quote, explain what you need.
- Walls of text. Break details into a short list.
- No name in the signature. "The Team" feels like a dead end.
Key takeaways
- Thank people for their specific question, not for "your inquiry."
- Answer what you can in the first reply and name a time for the rest.
- End with one clear next step and a real person's name.
- Personalize at least one line of every template before sending.