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Sending the letter of inquiry as a formal, business-like letter is absolutely the correct way to go. While some groups may be transitioning to paperless internal reporting and communication, I think it is still considered informal. Keep in mind that your audience at the various HQ are most likely not recent graduates (who grew up using email/ IM) and consider formal, official comunication to be in writing on letterhead. An email might get forwarded to the appropriate person but a letter will get more respect.
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