You need to know how to write a request letter if you need information supplied to you by a company or individual. A request letter is considered a formal letter, so it is important that you write it in a way that is concise and professional in appearance.Your letter needs to be formatted in the proper manner, which will be explained below. This task is relatively easy once you understand how to do it.
- Let the recipient know why you are writing. In your opening sentence or paragraph, briefly explain the purpose of your letter. Use a polite but direct tone.
- Explain the reason for your request. In the main body of your request letter, tell the recipient why you are making the request. If there is a deadline by which you need the information, include that as well. Entice the recipient to want to help you by including a few details about why you need assistance.
In this area, also demonstrate to the recipient how the company or individual will benefit by providing you the information/help you need. Explain how you will use their service, help them save money or recommend them to other people. Include your contact information in the body so that the recipient will be able to reach you should he/she have any questions.
Closing your request letter. In the last paragraph, thank the reader for their time and consideration. State that you look forward to hearing from them soon.
Use simple fonts that are easy to read; you want your letter to look clean and professional. Proofread your request letter to ensure that there are no spelling or grammar errors. Edit and make any necessary changes before sending.
Sample Request Letter
City, State, Zip
City, State, Zip
RE: (Subject Line)
Dear (Mr./Mrs./Miss) followed by last name (Sir or Madam if you do not know the recipient’s name),
Introduce yourself and explain briefly your reason for writing in your first sentence or two.
The body of your request letter should flesh out the details of why you are writing; include the information you need, why you need it, and any deadlines. Also express your need in a way that appeals to the recipient’s desire to help. If applicable, tell the recipient how their assistance will benefit them or their business. Include your phone number and email address so that the recipient can contact you.
Close by giving your thanks for their time and consideration. Let them know that you expect to hear from them.
Sign your request letter by hand in the area above your typed signature. The guidelines above will help you write a request letter that looks professional and attracts the interest of the recipient.