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How to Write a Request Letter
Last Updated: May 10, 2023 References
This article was co-authored by Michael McCutcheon, PhD . Dr. Michael McCutcheon is a career coach, psychologist, and award-winning public speaker who specializes in procrastination elimination, goal achievement, and increasing life satisfaction. With a background as a counseling psychologist, he guides clients toward becoming more aware of their desires and anxieties to break old patterns, create new habits, and achieve life-changing results. He also helps clients improve organization skills, embark on a new career, get promoted, get admitted into graduate schools, and transition from school to the working world. He is a published author and lecturer in graduate psychology courses at New York University (NYU), a position he has twice won the Teaching Award (2014 & 2019). His work has appeared in the press as a lifestyle and career expert for The Washington Post/The Associated Press, The New York Post, Scholastic, Lifehacker, and The Coca-Cola Company. He has served as a contributing writer for Out Magazine and featured panelist on National Public Radio (NPR). There are 10 references cited in this article, which can be found at the bottom of the page. This article has been viewed 172,730 times.
There will come a time when you might need to request something, be it from the company you are working for or a personal need that you have. Taking the time to construct a well-written letter outlining what it is you need could be the thing that guarantees you getting what it is that you want. Here are some suggestions and methods to help you to write a professionally constructed letter.
Request Letter Templates
Requesting Information or other Assistance
- Call the company or location to inquire about who would be best to ask. If you call the main line and tell them what you need, they could be able to direct you in the right way.
- If you cannot find a name, then opt for To Whom it May Concern as your default.
- Try not to omit any details. You do not want to spring something on them at the last moment and they decide to not go through with your request. You also do not want to make it more difficult at the last minute. This could lead them to deny you for any requests in the future.
- Keep it simple. Do not ask for more than you need. You are requesting a favor, and it would be considered rude to ask for the world when you do not actually need it. Keep your request as simple as you possibly can.
- If you are planning on following up, let them know. Let them know the best time to contact you so that they can know when they are able to reach you, as well.
- Do not make it seem as if they have to do what you are asking. This is a request and not a command.
- If you are writing for something personal, use your home address. If it is for a job or company you are volunteering for, use the address for the business.
- Be considerate of their decision either way. You do not want to burn any bridges in case you need to ask for another request in the future.
- Include a self-addressed, stamped envelope to make it easier for any documents to be sent to you if need be.
Requesting an Interview
- Do research on the company so you can know exactly what it is they do, stand for, and could be looking for in a new employee. This will also help you to tailor your letter to highlight skills that they value.
- Look up employee reviews of the business. You can get a good sense of the work culture and see if it is a good fit for you. If you are laid-back, it might not be a good idea if you see that the company has a strict way of dealing with deadlines. Be wary if you only see good reviews without any of constructive criticism. That could be false advertising initiated by the company themselves.
- Use a clear, legible font. In the professional world is it best to stick with a clear, concise one such as Times New Roman, Arial, or Calibri.  X Research source
- Keep your writing clear and concise. Companies do not want to have to read long, verbose letters. They want to see at a glance whether or not you will be a good fit for their company.  X Research source
- Include how you would fit in at the company. If you know the job culture, it would be good to say some things about yourself that shows that you would easily assimilate with the company.
- Focus on what you can do for them. Do not say what the company will personally bring you. That will sound like you are just using the company as a stepping stone. Even if this is the case, you should not let this be known. Everything you say should emphasise what you can do for them.
- Give a proper closing salutation. Best regards or Cordially work well for a professional letter.
Requesting a Raise or Promotion
- Ask after you have earned the right to a raise. Do not ask within your first 90 days or before you have really shown your asset and growth within the company. It is unprofessional to inquire about a pay raise or promotion you do not deserve.  X Research source
- If it is to ask face-to-face, reference How to Ask for a Pay Raise .
- There are times when you might have to send the letter to multiple people like your direct manager or supervisor as well as the human resources department. Be aware of this so that you fulfill all requirements for your request.
- If you talk to your manager and they do not think you are ready for the raise or promotion, listen to them. Ask for constructive criticism and work on their suggestions. Inquire again in a few months when you believe you are more prepared.
- Maintain your professionalism throughout the letter. It would be easy to become too familiar since you work with this company everyday. Remember that you are addressing your superior.
- If you believe your length of time working at this company warrants a raise or promotion, say that as well. An example is if you worked five years and have never gotten a pay increase or promotion. It is best to tell them all the reasons you believe you deserve what you are asking for.
- Show pride in your company and that you work there. If you believe in what the company does and that positively influences your attitude toward the job, make that known so that they believe you are a true team player that is there for the long-haul. If you are not as driven in this area, do your best to show any positivity you have for the company.
- Talk about personal characteristics you have that benefit the company. If your professionalism and go-getter attitude works towards things getting done, say that. This is the time to really show how you have shined during your time there.
- Be sure to proofread your letter. Typos and bad formatting come off as being sloppy and like you did not pay attention to what you were doing. Thanks Helpful 0 Not Helpful 0
- Take your time. If you rush through the letter, it will not be your best work. Write a draft and then revise and finalize. Thanks Helpful 0 Not Helpful 0
- Have someone else look it over. Having a second set of eyes to catch things you miss and make suggestions could help you to make the best letter possible. Thanks Helpful 0 Not Helpful 0
- They might turn you down. Do not be discouraged. You can always make the request at a better time or find another route to go. Thanks Helpful 2 Not Helpful 2
Things You'll Need
- Laptop with a word processor
- Pen and paper
You Might Also Like
- ↑ https://au.indeed.com/career-advice/career-development/sample-letter-of-request
- ↑ https://ca.indeed.com/career-advice/career-development/how-to-write-request-letter
- ↑ https://www.englishclub.com/business-english/correspondence-information-requesting.htm
- ↑ https://sacd.sdsu.edu/student-ombudsman/writing-an-effective-appeal-or-request-letter
- ↑ http://www.businessnewsdaily.com/5331-best-resume-fonts.html
- ↑ https://idealistcareers.org/template-requesting-an-interview/
- ↑ https://www.indeed.com/career-advice/career-development/promotion-request-letter
- ↑ https://www.forbes.com/sites/elanagross/2016/06/27/8-managers-share-the-best-way-to-ask-for-a-raise-and-get-it/#4014fb2c74ff
- ↑ Michael McCutcheon, PhD. Career Coach & Psychologist. Expert Interview. 24 February 2021.
- ↑ https://ca.indeed.com/career-advice/career-development/promotion-request-letter
About This Article
To write a request letter for an interview, start by including your name and contact details in the top left-hand corner. Next, write an appropriate greeting such as "Dear Mr." or "Dear Mrs.", followed by the hiring manager's name. In your first paragraph, write 2-3 sentences in which you mention your name, the job you're interested in, and where you saw it. For your 2-3 body paragraphs, explain how you gained your skills and how they would benefit the company. Finally, add a concluding paragraph where you say you're available for an interview. To learn how to write a request letter for a raise or a promotion, keep reading! Did this summary help you? Yes No
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How to write a Request Letter?
A request letter can be written for several purposes; such as asking for a favour from someone in the employment, requesting leave at educational and commercial organizations.
A request letter is a respectful way of asking for certain documents, permission, or information from the people of authority or seniors. The purpose of a request letter depends upon the kind of request or favors the individual is asking.
Purpose of writing a request letter
A request letter is a respectful way of asking for certain documents, permission, or information from the people of authority or seniors. The purpose of a request letter depends upon the kind of request or favour the individual is asking.
Request Letter Format
One can make request or write request letter to ask for any service, permission, issue or re-issue or any certificate or document or anything where you generate a demand. This kind of request letter format includes detailing about your need and must have very polite language and should be focus to point-out the requirement
The following things are important to write in the request letter:
- The full legal name of the person to whom the letter is sent.
- Address of the person, official address.
- All the necessary details of the person.
- Salutation can be formal and respectful
- The body of the letter should address the purpose of the letter as clearly as possible.
Heading] Sender’s address
Salutation [Dear XYZ
Please send the…information regarding….
Thank you for your time and consideration.
Uses of Request letter
There are various reasons where request letter need is very prominent such as a student can write request letter to principle for multiple reasons like requesting for leave, issue or re-issue of bonafide, examination or transfer certificate from school or college after graduation or school. Because request letter is a business letter you may write request for assistance, an employee write for requesting for transfer to another branch. A customer can write loan request letter or anyone can ask demonstration for product or can request for giving details about product and services and so on. Find below request letter sample template to understand better and get expertise about writing request letter to principle or writing loan request letter and more.
This request letter is also used for commercial purpose and is used for requesting tenure, contract, proposal, quotation and other monetary issues or issues or bill clearance.
Learn from below Request Letter Format and Sample template given for example for writing Request Letter. All the template are attached in Word and PDF format for easy download and quick uses.
Read More : Code of Conduct Policy for Ethics at Workplace
Loan Request Letter for Collage Admission Sample Template for Example
The Manager Bank Name______
Subject: Application Request for Education Loan
I would like to apply for an education loan from (Bank Name) for my post-graduate studies in the United States of America. I have received a letter of acceptance for admission from (University Name) an reputed American university on dated (_______) for the spring session.(__________)
I need a loan amount of Rs. 100000/- for study purposes. The details of the course and university information are attached to this mail. You can visit the official university site for more information.
The postgraduate course is for 4 semesters or two years. There is a paid internship after the course as mentioned in the details of the university later this program, I will pick a job which will which will start my personal income enable me to repay my loan regularly and quickly.
As collateral, I have attached the property documents. Kindly check the requisite documents and confirm your take on the same.
Name & Signature
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Request Letter Format for School
Sample letter for requesting school to re-issue a certificate.
(Add School Name)
(Add School Address)
City, State, Pin
Subject: Request for Re-issue of a Examination Certificate.
I was a student of (Mention School Name) from session (______), I completed my 12th standard from the school in year (_____). I shifted abroad in year (_____) for my education purpose. During the shift and relocation, I lost my 12 th Class Examination Certificate .
I had been a studious student all through my school years. I had my picture published in the school magazine several times. My attendance was complete during the school days and I participated in various extracurricular activities.
This is the first time that I have lost an important document that too due to unavoidable circumstances.
I Request you to please re-issue a copy of my examination certificate of 12th class year (______), with details of all subjects and respective marks in them to meet my requirement.
Formal Request Letter Sample - Template
Subject: Formal Request
The reason behind writing this letter to you is to inform you once more about the outstanding invoice from month that still remains unsettled. The invoice no. is invoice number, dated _____________ for the quantity of Rs. amount.
We request you to settle this amount immediately, by bank transfer or through cheque, as for every day that the debt remains unsettled we will now be adding a surcharge of 5% to the total amount, after your promise to pay the unsettled amount before the end of month has been broken.
In the mean time, we will have to freeze any new credit until this debt is settled,
Format of a Request Letter
Sample - template.
Dear (Recipient’s Name),
This is to bring it to your notice that the goods that we had ordered from your organization has not yet reached us. Our order number is Order number and is dated date when order was placed.
The above said order is very important to us since the listed products are in acute demand and we will lose our business to a large extent, if we don’t receive them. (Mention what is expected from the recipient to resolve the issue. Clear information about the action to be taken is required to be given).
Looking forward for a speedy service from your end. (Let the recipient know that if any assistance is required from you, you are available for it).
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How to write Request Letter | With Format, Samples & Examples
How to write Request Letter- It is always a dilemma in the mind of people how to write a Formal request letter, how to start it, what should be the proper way of knitting the content that will form the main body of the request letter, and how to conclude it. Whether it is a letter of resignation, a letter to the head of the organization, or a letter to a government official. A Request letter also falls in the category of a Formal letter that many of us do not know how to write properly to get a proper and effective outcome.
- 1 What is Request Letter?
- 2 How to write Request Letter
- 3 Reasons to write a request letter
- 4 Template for Request letter
- 5.1 Sample 1
- 5.2 Sample 2
- 6.1.1 Start with the subject line
- 6.1.2 Using a proper Salutation
- 6.1.3 Clearly state your request
- 6.1.4 Provide any necessary details if required
- 6.1.5 Be polite
- 6.1.6 Offer to provide additional information
- 6.1.7 End with showing gratitude
- 7 Tips for writing a Request letter
- 8 Frequently Asked Questions
What is Request Letter?
A Request letter is a formal letter written to a person in a manner to request something or to ask for a favor.The receiving person can be an administrative officer or your manager or any person a higher official.
How to write Request Letter
As we know that request letters are formal letters, and they should be written in the prescribed manner. You should always introduce yourself first and address the receiving person with an appropriate salutation. You can add a Subject to explain the purpose of your request letter, And try to be simple and on point with your language.
Date and Address
Date and address are the first things you should start your letter with. These are the headers of the letter, the address part includes the recipient’s name, designation, and address . The date can be placed at the top left side of the letter or it can be placed just below the address part The month should not be written in short and should be followed by the year. . Always remember the format for writing the date should be as follows:
Date: 7th April 2023
Ashok Kumar Manager ABC Company 2nd Street , Industrial Area, Pune, Maharashtra
Subject or Reference.
The subject or the reference comes just after the address. The subject part is one of the most integral parts of any letter. It tells the reader why the letter is being written. The subject should be very brief and it should contain your intention of writing the letter in a very clear manner, subject should ideally contain 8-10 words.
Subject: Request to purchase a new desktop
Add the salutation just below the subject line, the salutation Dear is one of the most frequently used salutations. It is used for the one who is close or friendly to you and Respected can be used for very senior or superior to you. After that, you should greet them with Ms., Mrs., Mr, or DR followed by mentioning their second name. For example:
Dear Mr Singh
Body of the letter
The body of the letter is generally divided into three paragraphs.
The first paragraph of the letter
In the first paragraph, the introduction of the writer is given. If the sender has previous interaction with the receiver then it is mentioned in the first paragraph only. An introduction of the company can be given if required in this paragraph only. After this, you can tell them about the request you intend to make.
The second paragraph of the letter
In this paragraph, you should explain your request and tell them in detail about your request. irrespective of the length of the paragraph or the body of the letter you should mention the reasons for the request letter. For example, if the letter is being written to your manager for the leave, you should mention the reason and time duration of the leaves you needed.
The final part or conclusion
Once the request is mentioned, Other important information must be included in this part of the letter. You should end the letter by writing – Do let me know if you need any other information regarding this or Hope to listen from you soon etc. Make a note that while writing you should use requesting tone and avoid using words like Respond fast.
Another important segment of formal writing. You should end the letter with a proper subscription just after the last part or paragraph of the main body of the letter on the left side for example Yours sincerely, Yours truly, Thanking you, With warm regards etc.
Signature of writer
Add your full signature after the subscription. Add your signature below it only. After the signature write your full name below it. Do not write initials in formal letters.
Eclose the letter
If you have any attachments or documents related to the request you should add them to this part of the letter. Add Encl to the left side of the letter only. Make sure the order of the documents should be the same as written in your letter.
Recommended to you:
- Experience Letter Format and Sample
- Salary Increment Letter
- Job Appointment Letter New Sample
- Complaint Letter Format
Reasons to write a request letter
A request letter can be written for various things when one is asking politely for something. One thing to note is that this type of letter when written should show respect, politeness, gratitude and professional behaviour. It can be written for various things like requesting information for a product, goods and services, requesting sample products, for service, seeking special
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Template for Request letter
Name of the recipient
Company Name (if required)
Subject: Reason for writing the letter
Salutations : Dear Mr./Mrs./Ms. (Last name)
First paragraph – Give your introduction and your company if required. Brief the reader about the purpose of writing the letter.
Second paragraph – In the second paragraph politely put forward the request and mention why the request is being made. Polite behaviour and proper professionalism should be followed. If there is a need of meeting then ask the recipient.
Last paragraph – Conclude the letter and thank the receiver for entertaining your request. Do mention your contact details for further use.
Yours sincerely, Yours faithfully
Sample of Request letters.
To, The Manager Integrated care solutions Pratparganj Industrial area 110092
11th February 2023
Subject: Information regarding the products
Dear Mr Gupta
I am writing to you today to request information regarding some products of your company. I am the manager of the XYZ company and my company delivers the products of similar segments, we are the supply chain company.
Can you please provide the information and availability of the products we are mentioning below, we have multiple orders for these products which we need to fulfil this month.
Looking forward to receiving your response.
160/7 New Estate Sarojpur, New Road New Delhi
To, The Manager Axis Bank New Delhi
Subject: Application Request for Education Loan
Dear Sir/ Madam
I am Sidharth Singh and I would like to apply for an education loan from your bank for my bachelor’s degree at Columbia University, U.S.A. I will be joining there from the next spring session.
I need a loan of about 20,0000 INR for my course. The call letter, fee structure, and university information have been attached to this letter.
As collateral, I have attached the paper of our land. Kindly check the mentioned. I hope you will look into my request.
How to write request emails.
Writing a request email is as easy as your request letter. Both the letter and email do the same work just the mode of sending is different. Although the basic structure remains the same a few tips while writing an email is as follows:
Start with the subject line
The subject line is where you put the reason for making the communication with the recipient. The subject line should state the reason why are you writing the email in very clear and specific language. This helps the recipient to better understand the content of your email and give priority to it above others.
Using a proper Salutation
As we have discussed above proper salutations are a vital part of any formal letter writing and so is the case with request emails. Proper salutations establish a good image of the sender and show more professional behaviour. Start with Dear Sir/Dear Madam.
Clearly state your request
In the first sentence or two of your email, clearly state the reason for writing the email. It should be clear and to the point. Be specific about your request and why are you requesting that. For example:
The reason I’m writing this email is to request documents of sales of your product.
Provide any necessary details if required
If your request requires any additional information to be given by you like why you are making the request or for what reason you need any product so mention it.
The general thumb rule while writing either a request email or letter is to be polite. Avoid language which suggests that you are demanding or being aggressive.
Offer to provide additional information
If for completing your request the recipient needs more information from your offer to give it.
End with showing gratitude
End your email with a polite note which shows your gratitude towards the reader such as “Thank you,” or “Sincerely,” followed by your name.
Remember to keep the requested email to the point and clear. Proofread your email and check for any grammar errors. A properly well-written request email helps you with this.
Tips for writing a Request letter
- Always try to sound polite. Polite behaviour will show more professional behaviour. It will help increase your chance of getting back a reply.
- Do not mention unnecessary information, try to be precise. Nobody wants to invest time in unnecessary things. Be straight to the point and clear. State your reason for writing the letter in a precise way.
- Include your contact information so that receivers can contact you as and whenever required. This is important because if the recipient has to contact you back fulling your request then they should be provided with the details in a proper manner. If an email is being sent to the mentioned email address, contact details will work.
- Don’t try to threaten the recipient, they have the right to choose whether or not to accept the request, this will only cut your chances of getting a positive outcome.
- Always try to write in such a manner that the request made by you seems easy to grant, and you should not sound demanding. The easier the request the more likely it is going to be fully filled.
- If you feel you can provide the reason for making the request. This establishes the connection between the sender and reader especially when the request is regarding a product or a good or a service.
- Always try to share your gratitude towards the person to whom you are sending the letter in the last part of the letter. Using words like ‘Thanking you’ is important to show gratitude.
- Do not be manipulative. The reader should not feel like you are manipulating him this reduces the chances of your request being fulfilled.
- Do not apologize for the request. Whatever your request is don’t feel sorry for making it.
- Keep a copy of the request letter with you also. This comes in handy when in future you are asked for proof of your request.
Frequently Asked Questions
You should start by mentioning the address and the name of the recipient, with the proper address and after that name of the city and zip code, followed by the date on which you are sending the letter after that subject needs to be added in the next line then proper salutation must be in the next line after that you can start writing the main body of your letter.
After sharing your gratitude towards the receiving person, Add a subscription-like yours faithfully, yours sincerely or yours truly, etc after that your signature should come in the next line followed by your full name, and if there is any supporting documentation related to the request made by you it should be attached at the last in the letter after mentioning it in the main body of the letter.
Request letters are a type of formal letter only, which are written when requests are to be made for any favour, goods and services etc
Date Recipient Name, Designation and address Subject Salutation (Dear Sir/Mam, Mr./Mrs./Ms) Body of the letter Gratitude – Thank you Closing the letter (Yours Sincerely), ( Yours Truly) Your Name and Signature
Yes, like any other formal letter, you can send a request letter through email.
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- Outlook templates
Writing persuasive request letters: tips and samples
If your job involves business correspondence, then you certainly write request letters , occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.
As to request for money letters , all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.
Time-saving tip ! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then, you will be able to send personalized custom-tailored business emails with a mouse click!
All it takes is the Shared Email Templates add-in that you can see on the right. Once you have it in your Outlook, you won't have to type the same phrases over and over again.
Just double click the template and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!
Don't hesitate to check it out right now; a free version is available for download on Microsoft AppStore .
Well, back to writing business letters, further on in the article you will find:
Business letter format
A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.
You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.
- Date . Type a date a few lines below the letterhead or return address. The standard is 2-3 lines (one to four lines are acceptable).
- Re: Invoice # 000987
- Re: Your letter dated 4/1/2014
- On-Arrival Notices (optional) . If you want to include a notation on private or confidential correspondence, type it below the reference line in uppercase, if appropriate. For example, PERSONAL or CONFIDENTIAL.
- Attention Line (optional). Type the name of the person whom you're trying to reach. If you wrote the person's name in the Inside Address, skip the Attention Line.
- Dear Dr. Brown:
- Dear Ms. Smith,
If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:
- Dear Sir or Madam
- To Whom it May Concern
- LETTER OF REFERENCE
- COVER LETTER
- REQUEST FOR PRODUCT REPLACEMENT
- JOB INQUIRY
- Body . This is the main part of your letter, usually consisting of 2 - 5 paragraphs, with a blank line between each paragraph. In the first paragraph, write a friendly opening and then state your main point. In the next few paragraphs, provided background information and supporting details. Finally, write the closing paragraph where you restate the purpose of the letter and request some action, if applicable. See tips on writing persuasive business letters for more details.
- Respectfully yours (very formal)
- Sincerely or Kind regards or Yours truly (most useful closings in business letters)
- Best regards, Cordially yours (slightly more personal and friendly)
- Signature. As a rule, a signature comes four blank lines after the Complimentary Close. Type your name below a signature and add a title, if needed.
- Enclosures: 2
- Enclosures (2)
10 tips to write persuasive request letters
Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.
- Know your addressee . Before you start composing you request letter, ask yourself these questions. Who is my reader and how exactly can they help me? Are they decision makers or will they just pass along my request to a senior officer? Both the style and contents of your request letter will depend on the reader's position.
- Do not be verbose . Be clear, brief and to the point. A rule of a thumb is this - don't use two words when one would suffice. Just remember the famous quote by Mark Twain - "I didn't have time to write a short letter, so I wrote a long one instead". A person in his position could afford that, and… he was not requesting anything : )
Here's a very poor example of a cover letter: " In every regard, my qualifications appear to be consistent with the desires expressed by your advertisement and based on the voice of your company's blogs, I really think that I was meant to be a [Position] in your company."
And this is a good one: " I have good skills and experience in [Your area of expertise] and I would be most grateful if you consider me for any suitable position."
- Add call to action . Put action in your request letters wherever is possible. The easiest way is to use action verbs and the active voice rather than passive.
- Convince but do not demand . Do not treat your addressees as if they owe you something. Instead, catch the reader's attention by mentioning common ground and emphasize the benefits of acting.
- Do not be burdensome . Give readers all the information needed and tell what exactly you want them to do. Simplify the job for the person to respond - include contact information, direct phone numbers, give links or attach files, whatever is appropriate
- Write in a friendly way and appeal to the reader's feelings . Though you are writing a business letter, don't be superfluously businesslike. Friendly letters make friends, so write your request letters in a friendly way as if you are talking to your real friend or an old acquaintance. We are all humans, and it may be a good idea to appeal to humanity, generosity, or sympathy of your correspondent.
- Remain polite and professional . Even if you are writing an order cancellation request or complaint letter, remain polite and courteous, simply state the issue(s), provide all relevant information and be sure to avoid threats and calumny.
- Mind your grammar ! Rephrasing a well-known saying - "grammar counts for first impressions". Poor grammar like poor manners may spoil everything, so be sure to proofread all business letters you send.
- Review before sending . When you have finished composing the letter, read it aloud. If your key point is not crystal clear, write it over. It's better to invest some time in re-writing and get a response, than make it fast and have your letter thrown away in a bin straight away.
Samples of request letters
Below you will find a few examples of request letters for different occasions.
Sample letter of recommendation request
Dear Mr. Brown:
I hope you are doing well. I have warm memories of your remarkable leadership and support for teachers during my employment at XYZ High School.
Presently, I am applying to XYZ school district and am required to submit three letters of recommendation. I am writing to ask if you would write a letter of recommendation on my behalf.
I would like to provide you with some background information that may assist you, should you decide to write this letter <your background information>.
Request for information
Thank you for submitting your resume in response to the <position> we advertised. In addition to your resume, we also need three references and a list of past employers for the past three years, along with their phone numbers.
Our policy is to thoroughly review the background of each candidate in order to select the most suitable person for this job.
Request for character reference
<Applicant> has applied with our company for a position in our <department>. He / she has given your name as a character reference. Would you be kind enough to provide us with your written evaluation of this person.
I am sending this to you as a fellow member of our community. I'm sure that you value living in such a quiet and peaceful neighborhood, just like I do.
You know, sometimes in order to keep one's community quiet and peaceful one has to take action. As you may know, our local Community Committee has been meeting over the past two months to try to find ways to reduce the break-in rate in our area. Last week they released their recommendations on how best to combat that problem.
Their primary recommendation calls for increased police and security patrols to supplement the local Neighborhood Watch program. Unfortunately, the needed amount is not included in this year's municipal budget allocation.
Therefore, as a concerned member of this community I have decided that my business will donate $ for every $ raised in the community to cover the additional security costs. I urge you to join me today in supporting this worthy cause for our common good.
To make your donation today you can drop in to either one of our two stores and deposit your donation in the boxes provided near the front cashes. If you can't make it to the store, please send a check or money order, made out to "XYZ" and mail it to the address listed above.
Requesting a favor
I am writing you to ask you for a favor that I hope you could do for me.
In less than three months I will be taking the <Examination>, with the hope to enter the <University or College>, where they have the best graduate school program for the course that I am interested in.
The school places an extremely high emphasis on a student's success in the exam, which is why I feel extremely pressured to get an above average score on the Graduate Record Examination.
Because you recently graduated with a degree in <science>, you are naturally the first person I thought of when considering who I could approach to assist me. I am not asking for too much time, I would really appreciate any pointers you could give me and a few lessons on the <sections>, which I feel are my weakest points.
Request for product return / replacement
On <date> I placed an order for the <product>, received it on <date>. I have discovered that the purchased product has the following problem: <add details>
Since the product you delivered is not of satisfactory quality <is not fit for the purpose>, I am entitled to have it <repaired / replaced> and I would request that you confirm that you will do this within the next seven days. I also require you to confirm whether you will arrange for the <item> to be collected or will reimburse me for the cost of returning it.
And this is all for today. Hopefully, this information will help you compose properly formatted business letter in general and persuasive request letters in particular, and always get the desired response. Thank you for reading!
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Table of contents
sample formal letter requesting to update personal information to follow the legal documentation in the process.
Your information and sample letters are very informative and useful. Can you please help me in writing a "request letter for a project" (we are from a startup company)
Please, how do I write to my traditional ruler requesting for his approval on a church program we’re planning to hold in our community?
How can i seek for assistance compose a letter to the CEO of Chase Bank explaining my situation where a fraud was committed against my bank account thank you
Really informative article, I had the opportunity to learn a lot, thank you.
It is very useful thank you very much for this letter
Is it ok to write as heading -A letter of request
help me write a request letter to the office of the city mayor asking to award the lot we occupied since 1996 up to the present composed of almost 300 families.
Greetings, This was very informative, I learned a lot of great tips.
What I need is how to write an effective email, to the company's Ombudsman. As I get only one shot at obtaining their assistance, it must be extremely effective. I understand that with their help, the offer that SHRA had presented to myself. Could now be successfully fullfilled. I believe COVID-19, with all of it's reprocussions, was the cause of this oversite. Once the nationwide shut down took hold, none of my calls were returned. Along with the SERA program which consumed the Sacrament SHRA office. At this point I only attempted to contact SHRA every 3 to 4 months.
Please, with your help, the offer that SHRA presented to me, late November 2020. Can and will be successfully completed. By doing this, you will have provided a disabled senior citizen, the ability to maintain their independence, to feel safe and secure in their home. An AFFORDABLE environment is all I ask and pray for. Please help.
Heck, I think I just wrote it!
Please I would like to know two things: 1. How to write a smart letter to a building owner requesting to help manage their building property and also, asking them to know if they're looking to buy or sell property. Thanks.
how to write a letter shipping company credit facility letter.
please advise how to write an email to a co-operatar requesting them to allow me showcase of my products to their staffs Looking forward to hear from your at your earliest Dear Sir/Madam, Regards.
Hi m a ward committee members in town, now I want to make a short request letter for all the business company/sector s to support me with the material to fix all the damaged things in my sector eg,STR names board/paint, potholes mixed crusher ,grass cutter, but not money
I want a format request letter
I want to know how to send an email to schools, to request a meeting with their staff to discuss the Old Mutual policy and the benefits
Thank you, I found this to be very helpful.
Hello, I would like to know how to approach companies directly to ask if I can advertise for them, (for mutual benefit, percentage of the sale, or items sold, etc.) on my website since their products and or services would be prominently displayed on my site. I have a great niche market, with lots of traffic in a related industry and their website would be placed prominently as one of my site menu items.
I have the concept in my mind but trying to put it together where I can convey it as a win-win situation is what I am trying to attain.
Pls how do i write a request letter to a dignitary
Write a business letter to customer with the intention of persuading her to contribute to a charity of your choice.
please advise how to write an email to a company requesting them to resume the business which they stop last year due to as per them our rates of vehicles services are higher than other garage in the city. looking forward to hear from your at your earliest Dear Sir/Madam, Regards
HOW TO WRITE A LETTER TO NHAI FOR UPGRADE VALUE OF PUMP COSTUCTION WHICH THE ACQUIRED BY THEM
Please I want to know how to write an email to fast food companies such as Macdonalds or KFC for training on how to run a fast food business.
I have the intention o moving abroad Nigeria precisely as from 2023 to set up a fast food business which I have passion for. I would appreciate if any tip or direction can be given. I look forward to your earliest reply.
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31 Example Request Letters, Guides and Samples
A cordial and tactful request may get you what you want, choose a topic to view example request letters:, more request letters, credit line, information, miscellaneous request, request related, recommended request letter articles.
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Tips in Writing a Request Letter
- Include factual details, but avoid dramatizing the whole situation.
- Be specific with the details or information you include.
- Avoid irrelevant details; always stick to the point.
- Do not manipulate your recipient or reader into approving your request.
- Aim to be persuasive through the words you use and argument your present.
- Make sure your request is reasonable.
- Be brief and direct.
- Always be professional and courteous all throughout your letter.
- Proofread and edit your letter accordingly. Avoid sending letter with error/s.
- Keep a copy of your request letter in the event that the recipient loses it.
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