An email request
Learn how to write a formal email to make a request.
Do the preparation task first. Then read the text and tips and do the exercises.
Dear Ms Leitman,
I am writing to request your help following a change in my circumstances.
As you know, I am enrolled on the Basic Spanish course at your college, which starts in September. However, due to unforeseen family events, I have had to leave the country for a while to assist my parents in Hong Kong.
At present it is not clear when I will be able to return and unfortunately I will not be able to start the course as planned.
I would like to request a refund for the course fees already paid. I apologise for the short notice and for any inconvenience caused. In the event that a refund is not possible, I would be grateful if you could postpone my enrolment until my return.
Thank you in advance for your help and I hope to be able to update you on the situation soon.
- The reason for writing
- The nature of the problem
- The outcome you'd like
- An apology for the inconvenience
- Don't go into too much personal detail when explaining the problem, as this is a formal situation with a person you don't know well.
- To make polite requests use the phrase I would be grateful if you could …
- Using nouns instead of verbs can make your writing sound more formal. (For example, instead of My circumstances have changed , say There has been a change in my circumstances .)
- Sign off Yours sincerely, if you know the person's name and Yours faithfully, if you don't.
When was the last time you had to cancel something because of an unforeseen situation?
Dear Mrs. Jane
I am writing to ask for your assistance in changing the date of my interview.
It is stated in your email that my interview is scheduled for next Saturday morning. Unfortunately, I will have extra classes at the same time due to an unforeseen change in my school timetables. Thus, I’m afraid that I can’t be able to attend the interview as planned.
I would like to request a rearrangement of my interview. Could you switch my schedule to another day? It would be great for next Sunday because I’m certainly assured that I don’t have any trouble. I sincerely apologize for the short notice and any inconvenience caused. In the event that a rearrangement is not possible, I would be grateful if you have a better proposal.
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I am writing to request your help following the change in my schedule.
As you know, I am enrolled in your English learning course which starts in November. However, due to unforeseen personal events, I have had to leave for the hospital located in BC province to take care of my father. It is currently not clear when I will be able to attend the class.
I would like to request a refund for the tuition fees already paid. I apologize for the short notice and any inconvenience caused. In the event that a refund is not available, I would be grateful if you could postpone my enrolment until my return.
Thank you in advance for your help and I hope to be able to keep you posted on my situation. I look forward to hearing from you.
With warmest regards, John
Just recently, My daughter was enrolled for a piano lesson, which started in October. Unfortunately she wasn't able to make it due to personal matter.
I am writing to inform you about my daughter's enrollment.
As you know, Suzie is enrolled for a piano lesson at your academy. Unfortunately, We have to cancel her enrollment due to personal matter.
I would like to request a refund for the course fee already paid. I apologise for inconvenience caused. In the event if refund is not possible. I would be greatful to accept any compensation offered.
Hoping for your kind consideration.
Yours Faithfully, Mrs. Lee
On one occasion I had to cancel a dress that I would wear for my graduation at the last minute because it was canceled due to the COVID-19 pandemic.
Last month I accidentally made an order in some shop twice. It was some problem with connections so it looked like my first order wasn't completed and I had to do it again. But soon I've got two messages from my bank about two payments. I verified this situation through online banking and after I assured in double payment I wrote the letter to shop's customer service. I explained my situation and asked if I could get my money back. They verified all the financial movements that took place and gave me feedback. It was a surprise to me, that when you pay online the seller doesn't get your money instantly, the required amount is blocked on your account and remained in this condition till you get your ordered stuff. So I wrote an application request, scanned it, and sent it to the seller via Viber. After several days I've got a confirmation that my request was approved and I can wait for my money back. And guess what? I've got my money after a week.
Dear Rose, There has been a change in my circumstances and I wont to be able to enrol in January, due to that I would like to request a refund. My apologies for the inconvenience caused. Your sincerely
excellent and simple
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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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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
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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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Jul 26, 2022
How to ask for something in an email with 9 examples
Learn how to write request emails that get results with our in-depth guide. This article breaks down the process of writing request emails for information, documents, contact details, favors and more.
Table of contents
How many times have you asked for a crucial favor and not got what you needed?
Being able to write a polite and formal email requesting information with a clear purpose is essential in your personal and professional life.
The best email requests demand a reply – and get it. Thus it's critical that you are clear about what you want, when you want it, why you want it, and why the recipient is the right person to fulfil the request.
This is simpler than it sounds, and after some practice it will be easy to create reliable request emails if you follow some simple rules.
This article breaks down these rules to show you how to request something via email. We also provide examples that show you how to write request emails for information, documents, contact details, and more.
Making a formal request has never been easier than using Flowrite , test it out below:
What is a request email?
A request email is a message asking someone to do something for you. Some of the reasons you might want to send a request via email include:
- You want to request information
- Ask for advice
- To complete a form
- To request a document
- Ask for additional resources
You'll find that you need to send request emails regularly throughout your job, so learning this essential skill can boost your career.
Before jumping into how to write a request email, we recommend understanding and analyzing the structure. We provide a breakdown in this blog but don't stop there. Read the emails you receive and assess what works and what doesn't.
Writing effective emails is a learning process, so always be curious and critical.
Should you make a request via email?
First, if your request is urgent or sensitive, an email isn't the best way to deliver it. We tend to jump straight into messaging, even when other options may be more suitable, says Erica Dhawan in the HBR .
Emails can be missed (or ignored). If you're dealing with a deadline, any delay could cause issues, so pick up the phone. Suppose your email is asking for sensitive information or personal details (such as asking for bank account information). In that case, an email will be inappropriate (and, in some cases, illegal).
On the other hand, if your email request isn't urgent, ask yourself: can it wait until you meet someone?
An email request is required if it's not urgent but simply can't wait a little longer.
7 essential rules and principles of email requests
At Flowrite, we're experts at writing emails and understand how to craft requests that get replies. Each email should follow basic principles and an established structure to ensure you receive a response. While not each step is essential, following them can help you create more effective emails. You can use these six points as a list as tick list for your email requests, and you won't go far wrong. We put these
1. Don't beat around the bush
In business, time is precious, so the most effective request emails are short and sweet. You'll want to be upfront and open about what you want.
Don't ask for a favor without explaining why. Don't mislead them or misrepresent what you want.
Put simply, make your intentions clear immediately.
2. Be concise
Email requests should be concise and clear. Tell someone what you want and when you want it. Don't leave room for misunderstanding. That doesn't mean you must be rude but respectful of their time. Say what you mean immediately.
3. Don't assume others will complete the request
In a perfect world, you'd receive an immediate and positive response. But it doesn't always happen that way.
Don't put pressure on the person you're messaging. For example, avoid using terms such as "thanks in advance" or "I look forward to your reply", as it can provide unwanted pressure on an interaction.
Offer them a mechanism to reject your request (if they want to). This can help the recipient to save face if they can't – or won't – comply with your request. Why do this? There are many reasons why someone may not be able to agree with your request. Giving them a way out can preserve and protect your relationships.
4. Make the request as easy as possible for the other party
You'll want to make it as easy as possible for the other person to understand what you want. Use clear instructions and consider breaking things down into steps. Use single sentences.
If your request is complicated, consider using bullet points to break things down into easy-to-understand chunks.
You'll want to explain why you want the information and what to do with it.
5. Convey how urgent and important the request is
Your request will likely be time-limited, so spell out when and why you need a response. Provide the person you're emailing with a clear deadline. If your request is urgent, say so. As we've said before, if your request is urgent, it may be more appropriate to call. Of course, you can always send an email if you don't get a reply.
6. Convey that they are the right person for the job
Be clear about why the person you're messaging is the right person for the job. A little flattery can work wonders in getting a response. Explain why they are the only person that can complete the task. But don't stop there; convey why they are the best person for the job.
7. Provide a clear call for action (CTA)
Ensure that the person you're emailing understands what you're asking them to do. Then, consider breaking things down into simple steps with clear timelines for what happens next. In marketing terms, it's known as a call-to-action (CTA). Writing a great CTA is part of science and art. Still, breaking it down to its basics is about providing clear instructions on what you want someone to do. Don't try and be sophisticated with your CTAs, be simple.
How to write an email asking for something
We've explained how to shape the content; now, it's time to put what we've learned into practice. We've written extensively on creating compelling correspondence, so this is a brief reminder of the basics. Check out our blog for a detailed breakdown of how to write effective professional emails.
Email format for requesting something
Each request email is a formal email that follows a standard format . There's no need to complicate matters, just follow this structure, and you'll find your messages are simple to write and easy to understand.
Each request email has five parts:
- Opening lines & Body
Let's break these down and detail what to include and avoid.
1. How to write an email subject line for a request
The subject line is the first thing your recipient will see, so make it clear and keep it simple.
In the subject line, you can clarify whether your request is urgent, essential, or time-limited. You can make it obvious you're asking for help and why you're asking for help.
Don't just copy and paste these. Instead, spend time crafting a suitable subject line for your resignation email as it's more likely to get a response.
2. How to start an email asking for something
There are no rules about opening an email, but you must be upfront about what you want. However, diving too early into demanding something can seem rude.
- Start by introducing yourself and creating a connection with the recipient. Don't be too informal, just friendly enough to make a good impression.
- Follow up with details of your request.
We provide some examples below to see how to put this into practice.
3. How to write the body of the request email
We've covered the basics of how to write an effect request email, but to recap:
- Keep it short
- Explain precisely what you want support with
- Be clear about why you're asking for help
- If there's a time limit, say when you need an answer
Each request is unique, so feel free to rearrange these parts to complete request emails. You'll already have a relationship with the person, so use this to your advantage.
4. How to end an email when requesting something
Every email needs a call to action. Explain what you want the person to do and, if required, provide a timeline for progress.
After that, you'll want to use an appropriate and respectful ending. Traditionally, you'd use 'yours sincerely' or 'yours faithfully, but times have changed, as have relationships.
If your request is formal, we'd recommend using the traditional endings. However, don't let formality define your emails. Instead, find an end that's respectful of your relationship.
7 steps to write an email request
We're nearly ready to put what we've explained into practice with some examples. Before then, here's a checklist for anyone writing a resignation email.
- What is the outcome you are looking to achieve with the request?
- Who is the best person to handle this?
- How urgent/important is the request?
- Should I call or ask for a meeting instead?
- Can you give them a favor in return?
- Draft the email and proofread it
- Is the call-to-action and next steps clear?
These questions can act as a prompt before creating a personal request email. You'll see how we've implemented these principles with the examples below.
9 samples for requesting something via email
To illustrate the points we've made previously, we've created a series of email request samples for you to review and use. These demonstrate the principles of creating effective emails. Read these sample request emails and analyze them to see what we're doing. Don't simply copy and paste them, but personalize them for each request and recipient.
1. How to write a formal email for a request sample
This is a formal email request that anyone can use. You'll still need to add the specifics of your request to make the email effective, but we've highlighted gaps where you can add your information. Start here if you want to know how to write a formal email requesting something.
2. How to write a polite email asking for something sample
Every request email should be polite, but this is a little friendlier than the formal request email above. In this example of how to write a polite email asking for something, we keep it short and straightforward, focusing on the solution.
3. Sample professional email requesting information
Asking for information is a common reason for creating a request. This sample professional email requesting the information is addressed to someone you don't know, so we've kept it to the standard format. However, depending on your role, you may have to create a business email to request something – and here's how.
4. How to write an email asking for information sample
Similar to the email approach above, this example of how to write an email asking for information is addressed to someone you already know. Unlike the email request for information example above, we've made it more personal and a little less professional.
5. Sample email requesting documents
Asking for documents is a common reason you'd want to send an email request. Again, this request document email sample follows the standard format above. With some editing, this email can be used as a letter requesting documents from a client or a customer.
6. Sample email requesting immediate action or something urgent
If you cannot speak to someone on the phone, this sample email requesting immediate action is for you. The basics of how to write an email for requesting something urgent are the same as all other emails here. Still, we've upped the urgency, which is reflected in the tone and the structure.
7. How to request something from your boss in an email sample
When considering how to request something from your boss by email, think carefully about the context and your future career. Be clear about what you want and why you need it, but maintain respect for their position. If you're searching for some inspiration, check out this sample on how to request something from your boss.
8. Sample email asking to fill out a form
This example is for you if a client, customer, or colleague has to fill out a form. This sample email asking someone to fill out a form is quick and straightforward. However, be sure to adapt it for your audience and add the essential specifics, such as links.
9. Request for resources email sample
Sometimes you're asking for more than help, but for resources. Asking for additional resources can be challenging and will always require detailed information that only you can provide. See how we've approached the task in this resource request email sample.
How to request something via email using Flowrite
Flowrite is an AI writing assistant that turns your instructions into ready-to-send emails and messages, like this:
Our Chrome extension covers the email format, capitalization, grammar, spelling, punctuation.
In other words, you can focus on the message, and Flowrite will take care of the delivery. We dare to claim that it's the easiest way to request something in an email.
Our email template collection features dozens of templates to help you. To grasp how easy is is to write an email asking for something by using Flowrite, check out an example of how to make a request below.
Sending an email requesting information is simple, but you'll need to follow the correct structure and strike the right tone of voice to be effective. The best emails are clear and confident, and follow the 7 rules we outlined here.
We covered how to write email for requesting something and some common examples that professionals use frequently. Let us know if this article was helpful. Now it's up to you to put this into practice!
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Top 10 Request Letter Samples
A request letter is a formal written communication used to request a specific action, information, or favor from another party, be it an individual or an organization. It is typically written in a professional tone and includes specific details about what is being requested.
These letters are crucial for building and maintaining professional relationships, as they provide a formal, organized, and professional means of communication.
In the following lines, we will discuss how to write one, tips, format, and samples to write request letters like a pro, plus persuasive examples for some of the most common request letters.
How to write a professional & persuasive request letter?
When writing a professional and persuasive request letter, it is important to follow these steps:
- Research and preparation : Before writing the letter, research the recipient and their organization to understand their interests, values, and priorities. The pre-writing analysis will help you tailor your message and make a stronger connection with the recipient. Gather all relevant information, such as facts, figures, and examples, to support your request.
- Use a professional format : Start with a formal letter format , including your contact information, the date, and the recipient's contact information. Use a clear and legible font; examples include Arial, Helvetica, Verdana, Open Sans, Roboto, and Calibri, and maintain consistent formatting throughout the letter.
- Craft a compelling subject line (for emails) or salutation : If sending an email, create a concise subject line that clearly articulates the aim of your request. For both emails and physical letters, start by addressing the recipient with a formal salutation, such as "Dear [Recipient's Name]."
- Begin with an introduction : Introduce yourself and your organization (if applicable) briefly. Explain the purpose of your letter and establish a connection with the recipient by mentioning any mutual acquaintances, shared interests, or previous interactions.
- Clearly state your request : Concisely and straightforwardly, explain what you are requesting and why it is important. Be specific about your needs and expectations, and provide any necessary context or background information.
- Provide supporting details : Offer relevant facts, figures, and examples to support your request and demonstrate its significance. Highlight the benefits for the recipient, such as increased visibility, goodwill, or potential business opportunities, to make your request more persuasive.
- Address potential concerns : Anticipate any questions or objections the recipient may have and address them proactively. Provide reassurances, offer alternatives, or suggest compromises to alleviate their concerns and demonstrate flexibility.
- Include a call-to-action : Clearly state the next steps you would like the recipient to take, such as providing a response by a specific date, scheduling a meeting, or sending additional information. Make it easy for the recipient to fulfill your request by providing clear instructions and contact details.
- Express gratitude : Thank the recipient for their time and consideration, and express your appreciation for any assistance they may provide. This shows respect and helps build goodwill.
- Close the letter : End the letter with a professional closing, such as "Sincerely" or "Best regards," followed by your name, title, and organization (if applicable). If sending a physical letter, include your handwritten signature above your typed name.
- Proofread and edit : Review your letter for clarity, grammar, spelling, and punctuation errors. Ensure that your tone is polite, professional, and persuasive throughout. Make any necessary revisions to improve your letter's overall quality and effectiveness.
- Follow up : After sending the letter, follow up with the recipient within a reasonable timeframe to ensure they received it and to reaffirm your request. This demonstrates your commitment and persistence, increasing the likelihood of a positive response.
What is the format of a letter of request?
A letter of request typically includes the following elements:
This includes the sender's name, address, and contact information.
123 Main Street
Anytown, USA 12345
The date the letter was written.
June 5, 2023
At this stage, include the recipient's name, title, and address.
Ms. Jane Doe
456 Business Avenue
Anytown, USA 12345
The salutation should be formal and address the recipient by name. For example:
Dear Ms. Doe,
The introduction should state the letter's purpose and provide context for the request.
I am writing to request information about your company's internship program. I am a college student majoring in business and interested in gaining practical experience in the field.
The body of the letter should provide more details about the request and explain why it is important. It should also include any relevant information or documentation. You might add a conclusion that restates the request and includes any necessary details, such as a deadline or contact information.
I would greatly appreciate it if you could send me information about the requirements for your internship program, the application process, and any deadlines. I am very interested in knowing more about the types of projects interns typically work on and the skills they develop during their time with your company. I have attached my resume and a copy of my transcript for your review.
The closing should thank the recipient for their time and consideration and provide contact information for the sender.
Thank you for your attention to this matter. I look forward to hearing from you soon. Please do not hesitate to get in touch with me if you need any additional information.
John Smith 123 Main Street Anytown, USA 12345 (555) 555-5555 [email protected]
Related: Find 10 professional ways to end a letter .
Letter of Request Template
Find below a general letter of request template that you can use for any support that you seek to request from your manager, collaborators, or partners.
a. Contact Information:
Your Name Your Address Your City, State, Zip Code Your Phone Number Your Email Address
b. Recipient's Information:
Recipient's Name Recipient's Title Recipient's Company Recipient's Address Recipient's City, State Zip Code
Dear Mr./Ms./Dr. Last Name,
Introduction : Define the purpose of the letter and provide context.
Example: I am writing to request a meeting with you to discuss our upcoming project.
Details : Elaborate on the request, specifying the particulars and any pertinent information.
Example: The meeting will cover the project timeline, budget, and resource allocation.
Justification : Explain the importance or benefits of the request.
Example: This meeting will help us align our expectations and ensure a smooth project execution.
Express gratitude : Thank the recipient for their time and consideration.
Example: Thank you for your attention to this matter.
Call to action : Indicate the desired response or action from the recipient.
Example: I kindly request you to confirm your availability at your earliest convenience.
Contact: Provide your contact information for any follow-up.
Example: Should you require additional information, please do not hesitate to contact me by email at [email address] or phone [phone number].
f. Complimentary Close:
What are the top tips for writing letters of request?
Some top tips for writing effective letters of request include:
- Be clear and concise in your request. State your request and its purpose upfront.
- Provide specific details and supporting evidence. Use professional language and tone.
- Provide context: Explain the circumstances surrounding the request.
- Offer justification: Highlight the benefits and importance of the request.
- Be specific: Detail the particulars of the request, including timelines and requirements.
- Express gratitude: Thank the recipient for their time and consideration.
- Follow up: Offer your contact information for any questions or further discussion.
- Use a professional and polite tone. Act like a diplomat; state your request politely and respectfully to your recipient.
- Avoid making demands or being confrontational. Ask what is possible. If you're unsure what you want is possible, read the company policy handbook, or ask an HR manager for guidance before writing the letter.
- Include any necessary contact information or deadlines. Provide details in advance that will help to provide a positive solution to your request.
- Proofread and edit the letter carefully. Avoid spelling errors, duplicate words, jargon, or wrong names.
What are the most popular types of letters of request?
The most popular types of letters of request are:
Meeting request letter
Information request letter.
- Job application letter
- Annual leave request letter
- Donation request letter
- Permission request letter
- Sponsorship request letter
- Recommendation request letter
- Quotation request letter
- Time-off request letter
- Financial assistance request letter
- Interview request letter
- Business request letter
- Payment request letter
- Product or service request letter
- Travel request letter
- Raise / salary increase / pay raise
- Vacation / Leave of absence
- Job transfer
In the following section, we will expand and provide samples for the top request letters.
Essential letter of request samples
Find below several essential letters of request samples to guide you in writing yours like a professional.
A meeting request letter is essential for initiating professional communication and collaboration with colleagues, clients, or stakeholders. This letter helps schedule discussions, brainstorming sessions, or presentations, fostering teamwork , problem-solving, and decision-making, ultimately contributing to the success of projects or initiatives.
[Your Name] [Your Address] [City, State ZIP Code]
[Recipient Name] [Recipient Address] [City, State ZIP Code] Dear [Recipient Name],
I'm writing to arrange a meeting with you to talk about [topic of discussion]. I believe your knowledge and experience would be beneficial in helping me [achieve a specific goal or objective].
I would be happy to meet with you at your convenience, and I am available [provide a few options for dates and times]. Please confirm if any of these time slots are available for you or if you would prefer to suggest an alternative.
Thank you for your time and consideration. I look forward to hearing from you soon.
An information request letter is beneficial for obtaining specific data, documents, or insights from relevant sources. The information letter request enables employees or businesses to gather necessary information for research, decision-making, or compliance purposes, ensuring they are well-informed and can make educated choices.
[Recipient Name] [Recipient Address] [City, State ZIP Code]
Dear [Recipient Name],
I am writing to seek information about [topic of information]. More concretely, I am I would like to learn more about [specific details you seek].
If possible, could you please provide me with [list of specific information you are requesting]? I would be grateful for any additional information you can provide on this topic.
Sincerely, [Your Name]
Job application request letter
A job application letter effectively showcases a candidate's qualifications, skills, and experiences to potential employers. This job application letter is an introduction and highlights the applicant's suitability for a specific role, boosting their chances of landing an interview and, ultimately, the desired job.
I am writing to express my interest in the [position name] position that is currently available at [company name]. In my opinion, my skills and experience make me an excellent candidate for this role.
Please find attached my resume and cover letter for your review. I would be happy to provide any additional information or references upon request.
Donation request letter:
A donation request letter is important for soliciting financial or in-kind support from individuals, businesses, or organizations for charitable causes, non-profit initiatives, or community projects. This letter effectively communicates the cause's impact, the need for assistance, and the benefits for donors, helping to secure the necessary resources and support.
I am writing to request a donation to support [cause or organization]. Your generosity would help us to achieve [specific goal or objective].
If possible, could you please consider making a donation of [specific amount or range]? We would be grateful for any financial contribution. In this way, we would significantly impact our efforts.
Tip: LeaveBoard solutions for non-profits and charities help track, manage, and book absences in an effortless way.
Permission request letter:
I am writing to request permission to [specific request]. I believe that this would be beneficial for [reason for request].
If possible, could you please grant me permission to [specific request]? I would be happy to provide any additional information or documentation upon request.
Sponsorship Request Letter
A sponsorship request letter is crucial for securing financial or in-kind support from potential sponsors and helping organizations fund events, projects, or initiatives. This sponsorship request letter effectively communicates the event's purpose, the benefits for the sponsor, and the impact their contribution will have, fostering a mutually beneficial partnership.
[Your Name] [Your Organization] [Address] [City, State, ZIP]
[Recipient's Name] [Recipient's Organization] [Address] [City, State, ZIP]
Dear [Recipient's Name],
I hope this letter finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Organization]. We are organizing [Event Name], a [Type of Event] on [Date] at [Venue]. The event aims to [Purpose of the Event].
We are seeking sponsorship from esteemed organizations like yours to help make this event a success. Your support will enable us to [Specific Benefits of Sponsorship, e.g., provide scholarships, fund research, etc.]. In return, we will provide [Sponsorship Benefits, e.g., logo placement, booth space, etc.].
Please find the attached sponsorship package for more details on the various sponsorship levels and benefits. We would appreciate your support and look forward to discussing this opportunity further.
Thank you for considering our request. Please feel free to contact me at [Phone Number] or [Email Address] if you have any questions or require additional information.
[Your Name] [Your Title] [Your Organization]
Quotation Letter Request:
A quotation letter request is essential for obtaining detailed pricing and product or service information from potential suppliers. This letter enables businesses to compare offerings, negotiate better terms, and make informed decisions when selecting vendors, ultimately contributing to cost-effective and efficient procurement processes.
[Your Name] [Your Company] [Address] [City, State, ZIP]
[Recipient's Name] [Recipient's Company] [Address] [City, State, ZIP]
I hope this letter finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Company]. We are currently in the process of [Project or Initiative] and require [Product or Service] for its successful completion.
We have heard great things about your company and are interested in obtaining a quotation for the following items/services:
Please send a detailed quotation, including pricing, lead times, and applicable discounts. We would appreciate receiving your quotation by [Deadline].
Thank you for your prompt attention to this matter. If you have any questions or require additional information, please feel free to contact me at [Phone Number] or [Email Address].
[Your Name] [Your Title] [Your Company]
Interview Request Letter:
An interview request letter is vital for gathering valuable insights and expert opinions from industry professionals, thought leaders , or potential collaborators. This letter facilitates knowledge sharing, enhances the credibility of projects or initiatives, and helps build relationships with key stakeholders in the industry.
[Recipient's Name] [Recipient's Title] [Recipient's Organization] [Address] [City, State, ZIP]
I hope this letter finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Organization]. We are currently working on a [Project or Initiative] that aims to [Purpose of the Project].
We believe your expertise and insights in [Recipient's Field of Expertise] would be invaluable to our project. We would be honored if you could spare some time for an interview to discuss [Specific Topics or Questions].
The interview can be conducted at your convenience, either in person, over the phone, or via video conference. We anticipate the discussion will take approximately [Duration, e.g., 30 minutes] of your time.
Please let us know your availability and preferred method of communication. We are eager to learn from your experience and appreciate your consideration.
Thank you for your time, and we look forward to your response. If you have any questions or require additional information, please feel free to contact me at [Phone Number] or [Email Address].
Payment Request Letter:
A payment request letter reminds clients or customers of outstanding payments, ensures timely revenue collection and maintains healthy cash flow. Such a request letter serves as a professional and courteous reminder, helping businesses maintain positive relationships with their clients while addressing overdue payments.
I hope this message finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Company]. I am writing to remind you of the outstanding payment for Invoice #[Invoice Number], dated [Invoice Date], for the [Product or Service] provided by our company.
As of today, the total outstanding amount is [Amount], and it is past due by [Number of Days]. We respectfully ask that you complete the payment as soon as possible to prevent any future delays or additional charges.
Please find the attached invoice and payment details for your reference. If you have already made the payment, please disregard this letter and accept our apologies for any inconvenience.
If you have any questions or concerns regarding this matter, please do contact me at [Phone Number] or [Email Address]. We appreciate your prompt attention to this matter and look forward to resolving it soon.
Product or Service Request Letter:
A product or service request letter aims at expressing interest in and gathering information about a specific product or service from a provider. This letter helps businesses communicate their requirements, evaluate potential solutions, and make informed decisions when selecting products or services that best meet their needs.
[Recipient's Name] [Recipient's Company]
[Address] [City, State, ZIP]
I hope this letter finds you in good health. My name is [Your Name], and I am the Marketing Manager at [Your Company]. We are currently working on a [Project or Initiative] and are interested in your [Product or Service] to support our efforts.
We have heard great things about your company and believe your [Product or Service] would be an excellent fit for our needs. Specifically, we are interested in [Detailed Description of Product or Service Requirements].
Please provide us with more information about your [Product or Service], including pricing, lead times, and any available customization options. We would appreciate receiving this information by [Deadline].
- Clear and Concise Communication : Request letters should be written clearly and concisely. Clearly state your request in the opening paragraph, providing all necessary details and context. Use simple words without beefing the text to convey your message effectively.
- Polite and Professional Tone : Maintain a polite and professional tone throughout the letter. Use courteous language and avoid sounding demanding or entitled. Express gratitude and appreciation for the recipient's time and consideration.
- Structure and Organization : Organize your request letter in a structured format. Use paragraphs to separate different points and maintain a logical flow. Remember that bullet points and numbered lists facilitate reading and clarity, mainly when listing multiple items or requests.
- Provide Supporting Information : If applicable, include any relevant supporting information or documentation to strengthen your request. This could consist of facts, figures, or evidence supporting your request's validity.
- Proofread and Edit : Before sending your request letter, proofread it thoroughly for grammar, spelling, and punctuation errors. Edit sentences for clarity and ensure that your letter reads smoothly. A well-written and error-free letter enhances your professionalism and boosts the likelihood of a positive answer.
- Follow-Up : If you don't get a response within a reasonable time, consider sending a polite follow-up message. Following up demonstrates your commitment and persistence professionally.
By keeping these takeaways in mind, you can effectively craft a request letter that is clear, respectful, and increases the chances of receiving a favorable response.
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Sample email for requesting documents from clients
When dealing with clients, you spend a good chunk of time requesting documents from them to complete the actual work, whether that be their monthly bookkeeping or re-designing their website.
The problem is that it takes a lot of time just to write and send the email. Then you hope the client actually reads it and gets you the information you need.
Here are some tips on how to write a document request email or letter, what to include, ways to save time and some samples to get you started.
Get the email template
Skip directly to the template by clicking here .
Or, if you want to get your hands on some simple document request email templates pop in your details below.
How to write a document request letter
Your engagement letter is signed, and now it's time to get to work and start gathering documents from the client.
When writing an email or letter to request documents from a client:
- Be concise - It’s important to keep your email concise and direct because people are busy. They are more likely to read through and respond to an email that is short (but not too short) and to the point.
- Keep it organized - When requesting multiple documents from clients, the list should be organized so they can use it as a checklist
- Use the correct tone - Depending on your relationship with the client , your tone may be more formal or more casual. Either way, a polite and courteous tone will go a long way to getting the documents you need.
What to include in your document request email or letter
The subject line of your email is very important as it usually determines if the recipient is going to open the email or not.
Actually, 47% of email recipients open an email based on the subject line alone.
Make the subject line clear and direct so the recipient knows exactly what the email is about.
Open with a friendly greeting with a tone that suits the recipient, your relationship, your company culture and the particular request. A more formal request may use ‘Dear’ while a more casual email may use ‘Hey’.
State who you are using full name, position and company name. This is especially important for a new (or fairly new) client, an existing client you don’t work with often and engagements with multiple staff.
If the recipient doesn’t know who is contacting them, they may disregard the email or letter and then the project is on hold and requires more follow up.
Of course, you don’t need to do this if they know you well.
Purpose for written request
Then, explain why you are writing. Outline the requested documents and why you require them. For example, we require annual property tax statements as support for prepaid expenses. You want to include an easy to follow checklist of documents (especially if there are a lot) so the client can stay on track when gathering the documents.
While it’s important to keep this list clear and concise, it is also important to include all the relevant details to ensure the person knows exactly what you need and why. You don’t want to go through all of this to receive a bunch of useless documents.
Call to action
Include a clear and direct, but polite, call to action including the date the documents need to be received, if applicable. If you use a shared drive to collect documents, include the link here for the client to upload.
If you’re using Content Snare , our automated email includes a link for them to access their document request.
Benefit to the client
Briefly highlight the benefit of the client sending the documents as soon as possible or by the stated deadline, such as peace of mind that their taxes are done accurately and on time. When making requests, make it about the person and they will be more willing to respond.
Thank your client for their time and urgency on this request. Let them know that you are looking forward to working with them on their engagement.
Be sure to include all the ways you can be contacted and encourage your client to contact you if they have any questions or concerns.
How to save time when requesting documents from clients?
Gone are the days where your client has to physically bring in all the documents required for their engagement and you are requesting a scanned copy or duplicate copy of one document and an original copy of the next.
Now, everything can be done virtually but if not done right, it can still waste a lot of valuable time.
Be sure to follow up on emails requesting documents & keep the clients and their documents organized so you are not wasting time finding information and losing track of things.
Also make use of templates for tasks you perform regularly such as requesting documents, such as requesting an annual pbc list .
Consider using one of the following templates when writing your own request email or letter to save time!
Sample letter or email template for requesting documents from clients
Requesting documents will look different depending on whether it's to a new or existing client. You can also use these templates via email or as a request letter in the mail.
Sample letter or email templates should be used as a reference and adjusted to fit your business’ needs.
Document request email for new or existing client
Subject Line : Request for [Engagement, Year] Documents
Dear [Client’s Name]
My name is [your name] and I am [job title] at [company name]. We are excited to get started on your engagement and therefore I am writing to request the following documents for your [engagement type] for [year].
- Document A
The above requested documents can be forwarded to this email address or uploaded to our client portal at this link.
To move forward with the engagement on time, the documents need to be received no later than [date]. This will ensure your [engagement type] can be completed accurately and on time.
If you have any questions regarding this request, please contact me directly at the contact information below.
Thank you for your time and assistance. I look forward to hearing from you and we look forward to working with you on your [engagement type].
[Your Company Name]
Is e-mail the best way to request documents from clients?
To be honest, e-mail kinda sucks for requesting documents.
And it isn’t very secure either. When you’re requesting confidential financial documents, it’s important that the information is protected.
Want a better way to request documents from your clients?
Content Snare allows you to plan, request and approve client documents all in one place.
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Kathryn Yanchycki, CPA
Kathryn is a Chartered Professional Accountant with over 7 years of experience in both public practice and industry accounting. She has had the opportunity to work with a wide variety of individuals and companies, which gives her a unique perspective on what it takes to be successful in the industry. Kathryn loves all things business and productivity and has been able to combine her love for creating content into writing for accounting firms looking to improve their businesses.
Sample Letters of Request
As a college instructor and communication expert with extensive nonfiction and educational writing experience, Mary shares tips and advice related to a wide variety of topics.
Learn about our Editorial Policy .
If you're having trouble deciding how to ask for something in writing, reviewing a sample request letter is a great way to get ideas and inspiration. Instead of staring at a blank screen trying to figure out how to get started, take a look at the sample letters below.
8 Request Letter Templates
The example letters of request below are provided in a printable format so that you can easily customize the text for your own purposes. Simply click the image and the letter will open as a PDF that you can edit, save and print. If you need help downloading the letters, check out these helpful tips for working with Adobe printables .
1. Supplier Request for Materials or Information
When you're shopping for products or services from vendors, it's sometimes a good idea to submit a request for information in writing. The following sample letter of request for materials or information needed can be used to ask suppliers to send details about products, services, or materials needed.
2. Customer Feedback Request
With so many businesses asking customers to complete satisfaction surveys, you may find that you get better results if you send a formal letter when asking customers to provide feedback. Use this sample document as a starting point for your request.
3. Ask Customers to Write a Review
With consumers relying so heavily on reviews to make purchase decisions, it's a good idea to encourage your satisfied customers to share their positive experiences online. Sending a letter is a respectful way to make this type of request that may inspire action. Use this template for guidance.
4. Sample Request Letter for Documents
If you need to request a copy of a document, such as a signed lease agreement, warranty, or other type of contract, it's a good idea to send a formal letter of request. Use this template to help you get started.
5. Interview Request Letter
If you are interested in learning about possible employment opportunities with a company, submitting a written request for an interview, along with you resume, can be a good way to get started. The letter below provides an example.
6. Pay Raise Request Letter
If you're ready to request a pay increase formally, it's a good idea to submit your request to your boss in writing. Use this sample letter as a starting point, being sure to customize key points to your specific situation.
7. Letter to Ask for Donations
If you need to ask for donations, use one of these sample letters asking for donations as a starting point. You'll find versions appropriate for different kinds of donation requests, including requests for specific projects, general donations, sponsorships and more.
8. Request for a Letter of Recommendation
If you need to ask someone to write a letter of recommending you for a job, scholarship, award, or membership in an organization, use this template for a letter of recommendation request. It provides a great way to get started, though of course, you'll need to customize it to your specific request.
General Tips for Writing a Letter of Request
You can increase the chances of the recipient of your letter agreeing to what you ask them to do by following a few simple steps for writing business letters . The following suggestions will help you write an effective letter of request:
- Use an appropriate business letter format.
- Keep it simple. In the first paragraph, tell the recipient why you are writing.
- If appropriate, provide the recipient with pertinent information to help them remember who you are. For example, if you are writing to a former professor, explain what class you were in and the year. In the case of writing to a former supervisor, remind the person when you worked with them. These details help readers place where they know you from.
- Briefly explain what it is you want the reader to do. If there is a deadline involved, share that information as well.
- Give the reader all the information they need to comply with your request.
- Include any supporting documentation the recipient may need.
- List your contact information, including full name, mailing address, phone number and e-mail address in the body of the letter. Ask the reader to contact you if they have any questions or concerns about your request.
- Thank the person for his or her consideration.
- Bring the letter to its conclusion by using an appropriate closing for professional correspondence.
Consider the Reader
When you write your letter of request, put yourself in the shoes of the person who will read it. This is important whether you're sending a letter of request to a supplier, customer, employee, or other individual. Proofread a draft of your letter to ensure it is free of errors and makes sense as written. Double check that the reader won't need any further information to decide whether they can say yes to your request. Make any changes necessary before sending the letter.
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How to Compose a Professional & Persuasive Request Letter
Last Updated: April 13, 2023 Fact Checked
Letter of Request Template
Writing a draft, finalizing the letter, preparing to write.
This article was co-authored by Melessa Sargent and by wikiHow staff writer, Dev Murphy, MA . Melessa Sargent is the President of Scriptwriters Network, a non-profit organization that brings in entertainment professionals to teach the art and business of script writing for TV, features and new media. The Network serves its members by providing educational programming, developing access and opportunity through alliances with industry professionals, and furthering the cause and quality of writing in the entertainment industry. Under Melessa's leadership, SWN has won numbers awards including the Los Angeles Award from 2014 through 2021, and the Innovation & Excellence award in 2020. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 593,310 times.
Letters of request can serve many purposes, and at some point, you’ll likely have to write one. Whether it's to ask for a charitable contribution, a chance to make up a missed exam, a meeting with an expert in your field, or a document you need for a report you're writing, the style for writing these letters remains the same. If you need to write a request letter and don’t know where to begin, check out our handy guide below to make your letter more professional and persuasive.
Things You Should Know
- Type your letter of request in a single-spaced legible font, like Times New Roman, and maintain an extra space between paragraphs.
- Introduce yourself in the first paragraph, and briefly address why you are writing.
- Describe your request more fully in the body of the letter, maintaining a respectful tone throughout. Be thorough but concise when you make your request.
- Close your letter by letting the recipient know when you need your request fulfilled by (if there is a deadline) and thanking them for their consideration. Sign off politely.
- You may also include a subject line after the recipient's address, but this is optional.
- Some people prefer to receive hard copies of your letter, but in some instances, sending your letter of request as an email may be acceptable. In this case, you won’t need to include the full address of the recipient, but still include your contact info.
- If you know the person you are writing to, you can use their first name, e.g. "Dear Tim." Otherwise, use the person's last name and the proper title, (eg. Dr., Mr., Ms. or Mrs.).
- If you don’t know the name of the person you are writing to, use a salutation like "Dear Sir or Madam," or "To Whom It May Concern."
- If you have had any previous interaction with the recipient of your letter, the opening paragraph is also a good place to remind them of the nature of your association or the contact you've had in the past.
- For example: "I am a student in your drama 101 class," "I'm the president of the Boston Citizens Charity Fund, an organization you've generously donated to for the last 10 years," or "I contacted you last month about the possibility of a class trip to your amusement park."
- Establishing a connection may promote feelings of affinity with you that might increase the chances of your request being granted.
- Be thorough but brief when asking for what you want . Clearly explain what it is you are requesting and why the matter is worthy of consideration, but don't share your life story.
- Leave the reader with no doubt as to what you want. For example: "I'm hoping you'll consider repeating your generous contribution this year," or "I'd like to respectfully request an opportunity to resubmit this paper."
- Be factual, but be courteous, and keep emotions in check. For instance, opt for "I was very disappointed when I saw my grade. I would appreciate the opportunity to retake the exam" over "I'm so mad about this grade and I want a do-over!"
- For example, if you’re writing to request information or a meeting with someone that must occur before a certain date to be of any use to you, politely make that clear in the conclusion.
- Even if your recipient ultimately does not grant your request, the fact that they have taken the time to read your letter and consider your wishes is worthy of thanks.
- If you’re sending a physical letter, leave 4 lines of empty space between the closing and your typed name. In this space, sign your name with a pen.
- If you’re enclosing any materials with your letter, insert this information after your closing, e.g. "Enclosures: 2."
- Try not to write your letter of request at the last minute. However, if you don’t have the time to let the letter incubate for a few days, enlist a friend to read it over for you before sending it off. They’re likely to catch errors you may have missed.
- A good way to assess your writing is to read your letter out loud. This will help you to notice any missing words and generally get a sense of whether the language flows well and strikes the appropriate tone.
- Try reading your letter backwards. This will help you catch grammatical or spelling errors you may have skimmed over while reading straight through.  X Research source
- It's a good idea to have someone else read your letter for this purpose as well. It’s much easier to overlook your own errors.  X Research source
- If you’re struggling to begin brainstorming , get 3 blank pieces of paper and label them "why I am writing this letter," "the purpose of this letter," and "other thoughts."
- Without worrying too much about details, take a few minutes and list your thoughts about the letter on these 3 pieces of paper.
- For example, what is this person's position, and how can they be of help? Will this person be making a final decision about your request, or making a decision about whether or not to pass your request on to a higher authority?
- It's also a good idea to consider the recipient's knowledge of the topic you’re writing about. If your reader is not well-versed in the topic you are writing about, this will necessitate a different type of writing (i.e., use of simpler language and the inclusion of more background information) than if your recipient is already an expert on the matter.
- Consider the main points you want to make and the secondary points you’ll use to support those points. Make sure your ideas are organized in a way that will make sense to your reader.
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- Make your request confidently and persuasively, but don't make demands. Don't try to manipulate your reader with emotional appeals, threats, or unrealistic promises. These types of appeals are more likely to offend your reader than persuade them. Thanks Helpful 0 Not Helpful 1
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- ↑ https://writingcenter.uagc.edu/writing-professional-letter
- ↑ https://sacd.sdsu.edu/student-ombudsman/writing-an-effective-appeal-or-request-letter
- ↑ https://crk.umn.edu/units/writing-center/how-revise-drafts
- ↑ https://www.touro.edu/departments/writing-center/tutorials/seven-steps-to-effective-proofreading/
- ↑ https://owl.purdue.edu/owl/multilingual/multilingual_students/key_concepts_for_writing_in_north_american_colleges/stages_of_the_writing_process.html
- ↑ https://writingcenter.unc.edu/tips-and-tools/audience/
- ↑ https://www.iup.edu/writingcenter/writing-resources/organization-and-structure/creating-an-outline.html
About This Article
To write a letter of request, start by greeting the recipient with “Dear,” followed by the person’s last name and title, or “To Whom It May Concern.” Then, briefly explain who you are and why you’re writing in the 1st paragraph. Next, provide additional context and details about your request in the 2nd paragraph. After that, use the 3rd paragraph to note any time constraints, and express your appreciation for their consideration. Finally, close with something like “Sincerely” or “Respectfully,” and your signature. For more information, including how to format your letter so it looks professional, read on! Did this summary help you? Yes No
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- Purpose of Official Request Letters : Primarily used for formal requests to authorities, institutions, or organizations.
- Components : Key components include the sender’s information, date, recipient’s information, subject, body, closing, and signature.
- Professional Tone and Clarity : Maintain a professional tone and ensure the message is clear and concise.
- Template and Examples Provided : Utilize the provided template and real-life examples to craft your request letter.
- Customization : Customize the letter based on the nature of the request and the recipient.
Official request letters are formal letters written to authorities, institutions, or organizations, asking for some favor, permission, or information. Crafting a well-written official request letter is pivotal to making a professional impression and getting a positive response.
Step 1: Sender’s Information
Start the letter with your name, title (if applicable), address, and the date. This information should be aligned to the left margin.
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- City, State, Zip Code
- Date: MM/DD/YYYY
Step 2: Recipient’s Information
Following the sender’s information, include the recipient’s name, title, organization, and address.
Table: Recipient’s Information
Step 3: Subject Line
Provide a concise subject line that summarizes the purpose of the letter.
- Subject: Request for Document Verification
Step 4: Greeting
Begin the letter with a formal greeting using the recipient’s last name.
- Dear Mr./Ms./Dr. Last Name,
Step 5: Body of the Letter
The body should be clear, concise, and convey the request professionally.
List: Key Elements to Include in the Body
- Explanation of the request
- Reason for the request
- Any relevant details or information
- A polite and formal tone
Real-life Example :
- I am writing to request verification of my employment history at XYZ Corporation for my loan application. I worked at XYZ Corporation from June 2015 to July 2020.
Step 6: Closing the Letter
Close the letter with a formal closing phrase and your signature.
- [Your Handwritten Signature]
- [Typed Name]
Step 7: Proofreading
Ensure the letter is free from errors, and the message is conveyed clearly and professionally.
- Check for spelling and grammatical errors
- Verify recipient’s details
- Confirm clarity and conciseness of the message
Template for Official Request Letter
[Your Name] [Your Address] [City, State, Zip Code] [Date]
[Recipient’s Name] [Recipient’s Title] [Organization’s Name] [Organization’s Address] [City, State, Zip Code]
Subject: [Your Subject]
Dear [Mr./Ms./Dr. Last Name],
[Body: Clearly explain your request, reason, and any relevant details.]
Thank you for your attention and consideration.
[Your Handwritten Signature] [Typed Name]
- Customize the template based on the nature of your request and the recipient.
- Maintain a formal and respectful tone throughout the letter.
- Ensure that the letter is concise and the request is clear and understandable.
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Frequently Asked Questions (FAQs)
Q: what is an official letter requesting for something.
Answer : An official letter requesting for something is a formal written communication used to ask for a specific item, permission, information, support, or any other desired outcome.
It follows a structured format and uses professional language to convey the request clearly and politely.
Q: Why is it important to write an official letter when requesting for something?
Answer : Writing an official letter adds a level of professionalism and formality to your request. It demonstrates that you have taken the time and effort to communicate your needs in a respectful and organized manner.
An official letter also provides a clear record of your request and can be used as evidence or reference in the future.
Q: How should I address the recipient in an official letter requesting for something?
If you know the recipient’s name, use “Dear Mr./Ms. [Last Name]” followed by a colon.
If you are unsure of the recipient’s name, you can use “To whom it may concern,” followed by a comma.
Q: What should be included in the body of an official letter requesting for something?
Answer : The body of your letter should clearly state your request in a concise and specific manner.
Provide any necessary details, such as dates, quantities, or specific requirements related to your request.
It is also beneficial to provide justification or reasons that support your request, explaining why it is important or beneficial.
Q: How should I conclude an official letter requesting for something?
Answer : In the conclusion of your letter, express gratitude to the recipient for their time and consideration.
Politely request a prompt response or action, specifying any desired timeline if applicable.
Reiterate your contact information and offer your availability for further discussions or clarifications.
End the letter with a professional closing, such as “Sincerely,” followed by your full name and signature.
Q: What should I do after writing an official letter requesting for something?
Answer : After writing your letter, proofread it carefully for any errors or typos. Make sure the tone is polite and professional throughout.
Once you are satisfied with the content, print the letter on professional letterhead or use a formal email format.
Send the letter via mail or email, keeping a copy for your records. Be prepared to follow up or provide additional information if requested by the recipient.
Last updated on October 31, 2023 / By andre bradley
- Grammar & vocab
Making requests in emails and letters
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We often have to make requests and ask for things in our letters and emails. To do this, we use phrases like could you and would you .
Making a request
Here we can see some examples of requests with could you and would you . Note the different levels of politeness:
Other examples of requests
Adverbs such as also and therefore can be inserted into a request as follows:
- I would also be grateful if you could send me … .
- I would therefore be grateful if you could send me … .
- Could you therefore please send me … ?
- Could you therefore send me … ?
- Could you also send me … ?
Making more than one request in a letter or email
If you make two requests in a letter or email, the second request should include the word also , as we can see here:
Stuart’s article Polite requests: Can I? May I ?
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