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Letter formats for request

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Letter formats for request
June 14, 2019 Anniversary Wishes For Parents 4 comments

Here is a draft letter you can use to request approval from management to get your Employee Security Connection subscription. Legal Forms, Inc. Request a.

Formal Request Letter 
Sample - Template 


                                                                                                Date: ____

Sender Name
Sender Designation
Organization Name
Place

To:

Recipient name
Recipient designation
Organization Name
Place

Subject: Formal Request

Dear,

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,

Yours Faithfully,

Employee Signature

Employee Designation
Organization Name

Want to learn how to write Request Letter? Here are few handy tips that will guide you to easily write a Request Letter.

18+ Request Letter Templates – PDF, DOC

letter formats for request

Do you need to write and submit a formal letter that asks the recipient for something that you can use for work, school, or your personal life but does not know how to make it? If yes, you would most likely need to learn how to draft request letters. And in this article, we will teach you how to do just that. Read on. You may also see Letter Samples.

Simple Restaurant Rent Reduction Request Letter Template

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What is a Request Letter?

A request letter is a formal letter written by an individual or a group asking for something from an entity. Request letters are usually used in the work environment and in any professional transactions where there is a need to formally ask for approval of a specific item, benefit, process, or for a particular material or help to be provided to the letter sender.

Just like writing any kind of letter, request letters need to be formal and follow the standard rules of letter-writing. But note that some organizations may still create a standard request letter template or form for their employees. This means that all employees will just have to fill out a pre-made request letter based on the things that they want or are asking for. Read the rest of the article for more information on different kinds of request letters and the templates that can be used to create them.

Look at these Downloadable Request Letter Templates

In this article, we have provided you with printable request letter templates which you may use as references in creating letters for a specific request that you want to put into writing. Moreover, we also have included downloadable Sample Letter templates that can be used as guides in creating other kinds of letters used for different transactions and purposes. Read on…

Simple Request Letter Template

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Free Request Letter Format

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Free Formal Request Letter

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Professional Request Letter Template

Sponsorship Request Letter Sample

Guidelines for Writing a Request Letter

Request letter templates can only help you so much. After all, these pre-made templates are often incomplete and you will still need to edit and add your own words to personalize your request letter. And to help you create a more natural-sounding yet still formal request letter, we have compiled a few tips below. Read each letter-writing tip and apply them in your writing process the next time you need to write and submit a request letter.

1. Always edit the letter template’s content.

One of the cardinal rules in writing a request letter (or any kind of formal letter for that matter) is to edit the letter. You need to watch out for typos, grammatical errors, or erroneous statements. This is an essential thing to do if you do not want the person reading the request letter to misunderstand the content of your letter.

Also, remember that you are writing a formal letter that will be read by your bosses or the direct corporate management team. In some cases, these request letters may be used as proof for a transaction that a business, company, or organization has legally engaged in.

2. Add your company’s or organization’s letterhead.

Request letters can also be used to showcase your organization’s unique branding identity. For example, you may add your official business or company logo into your standardized request letters. Doing this will help lend credence into the use of such official request letterforms. In addition, seeing your company logo or business name in all your company stationery designs and other branded items will help your employees and customers recognize your brand across different printed mediums.

3. Make it simple.

When writing a formal document such as a request letter, you need to make sure that your letter’s content is straight to the point. Always keep the content of your request letter contain only the most necessary items needed for the letter. For example, if you are creating a leave request letter, write down the dates of the leave, the reason for the leave, and other pertinent pieces of information. Remember, you do not need to use flowery words when writing request letters. Just stick to the basic information about the thing that you are asking for and your request letter will surely be granted.

So those are the top three tips that anyone who is going to write a request letter should keep in mind. As always, use these tips as a guide and do not limit yourself with just these three tips. If you find other letter-writing tips, feel free to incorporate them in your writing process. Likewise, if you find that a tip mentioned above does not apply to your situation, feel free to omit it.

Scholarship Request Letter

Request Letter for Leave Template

Transfer Request Letter Template

Donation Request Letter Template

Formal Request Letter Template

Reference Request Letter Template

Visa Request Letter Template

Request for Information Letter Template

Visa Request Letter

A visa request letter is written by people who want to enter a foreign country where a visa is needed. It may be used for personal and business purposes and includes the following information: You may also see Sample Donation Request Letter Templates.

  • The basic personal details of the person applying for a visa.
  • The passport number of the person requesting for a visa acquisition.
  • The nature of the trip or the purpose on why the person needs to travel.
  • The qualifications of the person to acquire a specific kind of visa.
  • The date of travel and the documents that are needed to be presented.
  • Other information needed for visa approval.

Reference Request Letter

A reference request letter is used by an individual for the following processes:

  • It may be used for a job application where the presented professional information of the individual during the application processes shall be validated.
  • It can be for an application for a higher academic study which requires the screening committee to know the academic capability of the student to further continue learning a specific field of expertise.
  • Reference request letters may also be used by people who want to join organizations and volunteer works.

Other than our request letter samples and templates, you may also download our Transfer Letter Templates.

Request for Transfer Letter Template

Request for Sponsorship Letter Template

Leave Request Letter

A leave request letter is given by an employee to the management to ask for a leave request approval. A leave request letter may be sent by the employee for the following reasons: You may also see Payment Request Letter Templates.

  • He or she will take a vacation and will use the vacation leave credits that he or she is entitled to use.
  • There will be a program or activity that the employee needs or wants to go to during work days or work hours.
  • There are emergencies that the employee needs to attend to.
  • Other valid personal reasons that an employee may use for a leave request.

Donation and Sponsorship Request Letters

A donation and sponsorship request letter is sent by an entity to an individual or an organization to ask for help extension regarding the project that they are currently doing or the advocacy that they are supporting.

Both donation and sponsorship request letters include the following information:

  • The community, group, or individual who will benefit from the items to be gathered from the sponsorship
  • The organization who will use the sponsorship for a specific purpose
  • The purpose of the donation or sponsorship request
  • The use of the help to be given by any entity
  • The requested items to be sponsored or donated

You may browse through our Donation Letter Template samples to know more about the items that are involved in this kind of letter used for donation processes.

Request Letter of Recommendation Template

Leave Request Letter Template

Request Letter Format Template

The Best Request Letter Template

All the request letter templates shown in this article are available free of charge. Use them to your hearts content so that you can create the best request letters for work or for school. Also, never forget the brilliant tips that you have shared above so that your request letters will come out better than other people’s request letters.

Also, do not forget to share this useful article with your friends and colleagues on social media.

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47+ Request Letter Templates

letter formats for request

This page will teach you the how to properly format a business letter, as well as provide a wealth of examples, templates, and writing guides to help you write yours.

Table of Contents

  1. Business Letter Examples
  2. Sample Business Letter Template
  3. Business Letter Format & Writing Guide

1. Business Letter Examples: Common & Career-Specific Types

We’ve provided extensive how-to guides for writing the following common examples of business letters. Just click the images below to download our free letter templates.

2. Sample Business Letter Template

The business world is filled with intricate behavior guidelines and overly formal communication styles. A business letter allows multiple parties to exchange relevant information professionally. It can also be more impactful to a reader than an email, due its formalized structure, content, and tone.

Our general business letter template can be used for any kind of professional communication/correspondence, including cover letters and letters of interest. Simply decide if you want a letterhead, click the download button, and let our template guide you through the writing process.

Business Letter Template: Click to Read in Text Format

Business Letter Format – Without Letterhead (Text Format)

[1234 Street Address]

[City, State, Zip]

[Email Address]

 

[Today’s Date]

 

[Addressee Name]

[Addressee Title]

[Company Name]

[1234 Street Address]

[City, State, Zip]

 

Dear [Name],

In this paragraph, deliver a friendly and clear introduction. State the main point of the letter here. Keep this section short and to the point.

In this paragraph, explain the importance of the main point by providing compelling and persuasive reasoning.

In this paragraph, continue to provide background information to back up your reasons. You can use facts, data, and other quantifiable metrics to support your claim.

Close by restating the main point of the letter, and if you can, include a call to action.

Respectfully/Sincerely,

 

 

[Your Signature]

[Your Name]

3. Formal Business Letter Format & Writing Guide

When it comes to how to format a letter, you need to pay attention to the format of both the page and the content. Both are essential for creating the professional look that is the foundation of any proper business letter.

Page Format – 5 Key Rules

Before you begin writing, decide which layout you want to use. There are two common formatting styles: block and modified block. The block format has a left-aligned address and closing, while those in the modified block are right-aligned. While the block format is used more often, both are acceptable for a formal letter.

The following are the standard rules that should be adhered to when formatting the page of a formal letter:

1. Alignment:

All proper business letters should be left-aligned, any other type of alignment is considered unacceptable in most professional settings.

2. Spacing:

Your letter should be single-spaced. In addition, there should be a space between the date, address, salutation, and each paragraph. Include four line breaks between the closing and your printed name to leave space for your signature.

3. Font:

The standard font style is Times New Roman, size 12. However, you can use other sans-serif fonts such as Helvetica, Arial, Courier, or Geneva, also at size 12. Sans-serif fonts have been credited with increased readability because of their balanced typeface.

4. Lines:

When using a letterhead, be sure to add a horizontal line underneath it. You can refer to our letters above to see some examples.

5. Margins:

Keep your margins between 1 to 1.5 inches. Generally speaking, 1-inch margins are the most widely accepted format for professionals.

If you want to be taken seriously, make sure all of your punctuation is used correctly.

Content Format & How To Write a Business Letter

The following tips cover all the parts of a business letter in order from top to bottom.

Part 1 (a). Letterhead – Formal Letter Format

Most professional business letters include a letterhead – which is comprised of your name, address, phone number, and email address. 

Letterheads are meant to make your letter unique, as well as help verify its authenticity to the recipient. Likewise, you can include your company’s logo on the letterhead for brand recognition and a more trustworthy appearance.

Check out the example letterheads below — both of which are acceptable methods for displaying your name and contact information. For more ideas, you can check out ourcover letter templates. See the letterhead sample:

Part 1 (b). No Letterhead – Formal Letter Format

Using a letterhead is always preferable when writing a business letter. However, if you decide to not use one, you must use the following format to maintain a professional appearance:

  • Write your contact information on the top left of the page, just above the date.
  • Do NOT include your name in this section — when selecting this style, it simply looks better to sign off with your name at the end of the letter.
  • Only include your street address, city, state, and zip code.
  • Double check our business letter sample to make sure yours is perfect.

Example of format when not using a letterhead:

Part 2. Date

The date should be the day on which you completed the letter, written in standard U.S. format (eg. October 28, 2017). It should be written underneath the letterhead, or underneath the address on the top left of the page.

Part 3. Addressee – How to Address a Letter in 4 Steps

Write the recipient’s (or “addressee’s”) address on the top left side underneath the date. Begin with the name of the addressee on the first line. Some research may be necessary to find the name (LinkedIn, the company’s website, even Google search are all great tools).

  • Step 1: Address them properly as Ms., Mrs., or Mr. Also, make sure to include their title — such as Dr. — if it applies.
  • Step 2: Beneath their name, write their current title. If you are unsure what their title is, do the necessary research to find out if possible. If they have no title, leave it blank.
  • Step 3: Include the name of their company underneath their title.
  • Step 4: Write out their company’s street address, city, state, and zip code. If they are located outside the United States, include the country name after the city.

Even if you’re sending your letter as an email attachment, you should still include the address to maintain a professional appearance.

Part 4. Salutation

The salutation you will use depends on the title of your addressee, your familiarity with them, and also the context of the letter.

If you are familiar with the addressee, then use their first name (unless they have specifically asked you otherwise).

  • If the addressee has earned a Ph.D. or an MD, then refer to them as Dr. (or Professor).
  • Military titles such as General, Colonel, Major, etc., should be honored as such.
  • If you do not know the contact person or you are addressing a group, use an appropriate salutation such as Sir or Madam, Hiring Manager, Director of Human Resources, Members of the [Name] Committee (hiring committee, organizing committee, acceptance committee), Board of Directors.

When it comes to salutations, it is always better to err on the side of caution and be polite as possible.

Part 5. Body

The body of the letter is located underneath the salutation, and is the field where you get down to business and discuss the reason you’re reaching out to this person. Usually, the body includes several strategic paragraphs meant to inform, persuade, and convey gratitude.

  1. In the first paragraph, get to your point quickly and state it concisely in the first line. Do not wait until the second paragraph to tell your audience what your main point is – they most likely won’t get that far.
  2. In the second paragraph, use evidence and persuasive reasoning to justify your main point. If needed, use an extra paragraph to further support your point via empirical evidence.
  3. The closing paragraph should restate the point of the letter, and most importantly, include a call to action. A call to action is a passage that compels your reader to do something. Ask yourself, “what do I want my reader to do right after reading this letter?

Examples of calls to action:

  • Please call me at [phone #] or email me at [email address] at your earliest convenience.”
  • Please get in touch with me at your earliest convenience to schedule a meeting.”
  • Please let me know how I may be of assistance during this period.”

Part 6. Closing

You should always close with a positive sign-off, such as “Thank you,” “Sincerely,” or “Respectfully.” Remember to only capitalize the first word of this closing  line, and to leave four lines of space between the closing line and your typed name to make room for your signature.

Part 7. Enclosure

An enclosure note is an often neglected aspect of letter writing in the digital era. In fact, not many people actually know what ‘enclosure’ means. When you write “enclosure” in any letter you’re implying that another document is attached to the file.

Think of it as something akin to a “see attachment” note in an email. It alerts the reader to another part of your correspondence – and helps prevent them from overlooking a crucial document.

The image below shows where the word “enclosure” should be placed:

6. Conclusion

Knowing how to write a business letter is a fundamental skill for your professional life. A proper one will have most or all of the elements mentioned above. Be sure to carefully review the grammar, spelling, and format of your business letter numerous times before you send it out, to avoid leaving a poor first impression with your correspondent.

Looking for some more ideas on how to write a letter? Our experts have written of guides on how to write various types of formal letters. Check out our comprehensive letter of recommendation sample libraryfor more inspiration!

Written by the Resume Genius Team

The Resume Genius Team is made up of a tight-knit crew of dedicated career coaches, hiring managers, and staff writers who are passionate about providing the best, most up-to-date career advice possible and helping job... more

Sample letter format including spacing, font, salutation, closing, and what to include in each paragraph. Also review more letter examples and.

FREE Sample Request Letters

letter formats for request

There are a lot of ways of asking for a favor or generally just asking for something. One formal way of doing so is through writing a request letter. A sensible request has a higher chance of getting a grant if it is delivered politely and with the utmost respect. Requests could be about anything for as long as it is feasible. You may also see Letter Samples.

Requesting a reference letter for different endeavors is one reason why request letters are always encouraged. Beyond this, there would still be an array of reasons why request letters should be written professionally. Read through this page and know more.

Simple Restaurant Rent Reduction Request Letter Template

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Size: A4, US

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Refusal of Request for Letter of Recommendation Template

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    Letter of Request for an Equity Investment Template

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      Free Request Letter Format

      Free Request Letter for Approval Template

      Free Request Letter to Company for Bonus

      Donation Request Letters

      Request for Food Donation

      Door Prize Donation Request

      Sample In-Kind Donation Letter

      What Is a Request Letter?

      A request letter is often formulated by a sender for reasonable demands. The content of this type of letter is usually dependent on the sender’s purpose, which may vary accordingly. Like any other letter meant to be an official means of communication, a formal request letter format should still be observed.

      More so, it is evident on letter of request templates that formality is a factor when sending out a request letter. In this manner, requests are highly believed to be for legitimate endeavors.

      Importance of a Request Letter

      A favor, permission, or a request in general indirectly implies how important request letters are. One cannot just simply ask for it most especially when requests are made from well-respected individuals. Examine a free request letter template and observe how the letter structure and content are stitched together in order to effectively deliver what it should.

      In any request letter, it is important to note that the person requesting for anything should pay an amount of respect even through writing. Take a sample appointment request letter, it is important to formally request for something which should indicate that the request letter is written to address different areas of concern.

      Sponsorship Request Letters

      Request for Personal Sponsorship

      Reference Request Letters

      Credit Reference Request

      Reference Check Request

      Character Reference Letter Request

      Reference Request Cover Letter

      Tips on How to Write a Request Letter

      Request letters should be written in a way that it is able to comprehensively communicate and present meaningful objectives. From the structure of the letter down to its minute technicalities, everything just has to be in order for it to deliver the message as expected.

      Should there be instances that should require you to write a request letter soon, don’t forget to work on with these tips:

      • Letter Outline – Like any other formal letter you have encountered, structure its components accordingly from the heading, salutation, and body to name a few. You may also outline anything that is directly relevant to the request you wish to write about. Imagine an outline for donation request letter templates, which could include request for a specific amount in bills and other relevant proof.
      • Letterhead – If you are the requesting organization, it would be formal enough to make use of a letterhead. This makes your request letter an official one and thus considered a priority for evaluation and grant. Informal request letters do not observe the use of letterheads for a more casual approach but if you aim for a more presentable and formal one, use of a letterhead is advised.
      • Request Draft – Establish the main intent as to why you’re writing a request letter. Before finalizing it in a request letter template in PDF, see to it that you have completed a request draft that should somehow convince any reader to read further through your request letter.
      • Request Attachments – Make more convincing and believable request letters by referring to request attachments in your letter. These tangible attachments will make readers internalize your purest intention as to why you’re making the request letter in the first place. In a transfer request letter, request attachments could be anything related to your reason and intent to transfer.

      Visa Request Letters

      Request for Tourist Visa

      Request Letter for Family Visa

      Request for Withdrawal of Visa Application

      Sample Letter of Visa Extension

      Refund Request Letters

      Refund Check Request

      Request for Refund Deposit

      Transfer Request Letters

      Request Letter for Job Transfer

      Transfer Certificate Request

      Transfer Department Request

      Payment Request Letters

      Request for Advance Payment

      Request Letter for Payment Release

      Request of Balance Payment

      Payment Delay Request Letter

      Elements of a Letter of Request for Consideration

      A letter of request for consideration is generally just the same as a typical request letter. However, it differs in some aspects most especially in terms of its elements.

      Here are the most important elements of a letter of request for consideration:

      • Subject – At the beginning of any letter of request for consideration, it must already be indicated in the subject area what the request is all about. It could be as specific as a letter of request for reschedule in some cases.
      • Request for Consideration – The body of the letter should mainly be about why the sender is requesting for a consideration. An enumeration of reasons should be as comprehensive as possible for better reader understanding.
      • Closing Statement – The closing statement is set to embody a reiteration of the reason or reasons why the letter of request of consideration is made. Every closing statement in request letter templates could reassure that the sender and the letter recipient are on the same page of understanding.
      • Signature – To make a request letter valid and legit in writing, a signature of the sender should be observe at all times. A request letter sample often indicate a space in the letter allotted for signatures.

      Quotation Request Letters

      Request for Price Quote

      Request for Quotation Approval

      Insurance Quotation Request

      Proposal Request Letters

      Request of Proposal Extension

      Sample Request for Proposal for Auditing Service

      Recommendation Request Letters

      Job Recommendation Request

      Request for Recommendation for College Admission

      Appointment Request Letters

      Request Letter for Sales Appointment

      Request for Meeting Appointment

      Request for Doctor Appointment

      Statement Request Letters

      Request for Bank Statement

      Statement of Account Request Letter

      Request Letter for Account Statement

      Teacher Request Letters

      Teacher Transfer Request

      Teacher Job Request

      Business Request Letters

      Request for Business Meeting

      Business Partnership Letter

      Sample Business Letter of Request

      Formal Request Letters

      Formal Interview Request

      Formal Vacation Leave Request

      Sample Meeting Request Letter

      Different Types of Requests

      There are a lot of reasons why people write request letters. Anyone could actually do so corresponding to their own circumstance and reason.

      If you are planning to write a request letter yet do not know how to initially get started with it, these different types of requests might be a lot of help to structure your intention for a request.

      • Request for Information –This type of request is widely used among those that look into different company products and services. Information could either be directly related to a particular business or other informative operational procedures brought about by a company. The same request letter format is used for this type of request emphasizing request for information.
      • Request for Feedback – Since most companies, clients, or people in general do not favorably give a feedback most of the time, a request for feedback may be necessary.
      • Request for Interview – An employee request letter could include a request for an interview in case of promotion and other advancement opportunities.

      Request letters are perceived to widely deliver different purposes. Feel free to go over the page in search for the best request letter templates for you to use.

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      WATCH THE VIDEO ON THEME: Writing Letters: formal & informal English

      Parts of a Standard Business Letter Format The closing includes one or two sentences that request the recipient to take whatever action is.

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