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Sample business letter requesting documents

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Sample business letter requesting documents
January 02, 2019 Anniversary Wishes For Parents 1 comment

If you have enclosed any documents along with the letter, such as a resume, you The most common layout of a business letter is known as block format.

In the professional world, you will often need to write a business letter. From applying to a new job, to writing a thank you note, sending a note of apology, or sending a farewell email when you depart, there are many circumstances that will require an appropriately formatted letter.

How to Write a Business Letter

What should you include in a professional letter written for business purposes? A business letter is a formal document, with a set structure. As you can see from the examples in the links below, a business letter has a very defined format. A business letter includes contact information, a salutation, the body of the letter, a complimentary close, and a signature. 

There are rules for everything, from how wide the letter's margins should be to what size font to use.

  • In general, it's wise to keep the body of your business letter direct and brief.
  • Explain why you are writing in your first paragraph,
  • Provide more specifics in the next paragraph, and
  • Use your closing paragraph to reiterate your reason for writing
  • Thank the recipient for reading, and possibly mention follow-up plans

Below, you'll find a list of business letter examples for a variety of employment and business-related correspondence, as well as tips for how to write an appropriate and effective business letter. Use these samples as a starting point when you have to write your own letter.

Business Letter Example

This is a business letter example. Download the business letter template (compatible with Google Docs and Word Online) or see below for more examples.

Business Letter Example (Text Version)

Jennifer Wilson
7 Half Moon Drive
Bayberry Heights, Massachusetts 02630
555-555-5555
email@email.com

November 14, 2018

Michelle Price
Manager
The Yarn Company
324 Central Ave
Bayberry Heights, Massachusetts 02630

Dear Ms. Price:

Thank you so much for taking the time to meet with me to discuss selling my handmade sweaters in your wonderful shop.

As I mentioned in our conversation, I’ve been a customer of your store since I used my third-grade allowance to buy my very first pair of knitting needles. I’m honored that you’d consider selling one of my original creations at The Yarn Company alongside your own work.

We discussed a trial consignment arrangement in which a portion of the sales would go to the store. This is more than agreeable to me.

Let me know how you want to proceed. I’m available most afternoons at 555-555-5555, or you can email me at email@email.com, and I’ll respond to your message ASAP.

Thanks, and best,

Jennifer Wilson

Business Letter Template and Format

Business Letter Template
This template includes all the information that should be included in a business letter. There are examples of each section of the letter, and tips on how to choose a style for your correspondence.

Format for Writing a Business Letter
This letter format includes information on choosing an appropriate layout, font, salutation, spacing, closing, and signature for business correspondence.

Business Letter Examples Listed by Type

Appreciation Letters
Very often, feedback at work is dominated by the negative. If someone you work with closely does a great job, don't miss the opportunity to give praise and positive feedback. Sending a letter is a nice way to let employees, co-workers, colleagues, clients, and others know how much you appreciate them.

Business Thank You Letters
If someone does you a favor or helps you out in any way, always remember to send a thank you note. Browse this link for business thank you letter samples for a variety of business- and employment-related scenarios.

Candidate Rejection Letter
When you are in charge of hiring, you will need to inform job applicants when they do not receive the position. Here is an example of a candidate rejection letter to send to an individual who was not selected for a job.

Email Message Examples
While it's often nice to send a handwritten or printed out note in the mail, it's more common these days to email. Here you’ll find business- and employment-related email message examples.

Employee Letters
Review sample employee letters and letters for job applicants for employment including employee reference letters, job offer letters, appreciation and congratulation letters, and more letter examples.

Employment Verification Letter
Employment verification letters are often requested by landlords to confirm that a person is employed at a company. See information on what should be included in the letter and a sample employment verification letter.

Farewell Letters
Farewell message examples to let colleagues, clients, and your connections know that you are moving on. Sending a farewell letter is a good way to update people with new contact information so you can keep in touch in the future.

Inquiry Letters
Use inquiry letters to request meetings and to inquire about job opportunities that haven't been advertised. These letters are a way to get your foot in the door at a prospective employer who hasn't publicly listed available jobs.

Job Promotion Letter
A job promotion letter gives information on the promotion, including the employee's new title, salary, and the date the employee is transitioning into the new role.

New Employee Letter
Sample welcome letter to send to a new employee, as well as details on the information to include in this type of letter.

Reference Letters
See examples of reference letters, recommendation letters, personal references, professional references, character references, and academic references.

Referral Letters
Referral letter examples including letters and email messages requesting a referral, letters referring employees, a colleague, or an acquaintance for a job, and examples of referral cover letters and thank you letters.

Resignation Letters
If you are planning on quitting a job, review these resignation letter and email examples. They can be used in a variety of situations, including resigning with notice, resigning over email, and resigning effective immediately.

Retirement Letters
See letter examples for retirement announcements when you're retiring, and congratulation letters and emails for connections who have retired.

Welcome Back Letters
Examples of welcome back letters for new employees and employees returning to work after a leave.

Microsoft Word Letter Templates
When you need to write an employment letter, it can be helpful to start from a template. Microsoft Word templates are available for resumes, cover letters, resignation letters, reference letters, and interview letters.

We often have to make requests and ask for things in our letters and emails. Here we can see some examples of requests with could you and would you. If you make two requests in a letter or email, the second request should include the word contains all the language you need to write professional business emails.

FORMAL LETTERS GIVING AND REQUESTING INFORMATION

sample business letter requesting documents

Steps

Part 1

Preparing to Write a Request Letter

  1. 1

    Identify the proper person for the request. Many times, part of making a request is finding out who the right person to contact is. Generally, you should ask the person most qualified to fulfill your request, and it may take some work to find out who that is.
    • If you are writing to ask a favor of a company, then you might need to call the company secretary to identify the appropriate person. Get this person's full name, address, phone number and title.
    • You might need to write a different request letter to ask someone who you should write to. In this case, still follow these steps for writing a request letter.
  2. 2

    Learn the format for a business letter. Your request letter should use the proper business letter format, as it is likely a formal request. This applies whether you're sending an email or a hard copy letter.[1] Become familiar with the following format and be sure to use it when writing your letter.[2]
    • Place your name, title, and address on the top left of the paper.
    • Place the date below this.
    • Put the person's name, title, and address below this.
    • Address the person appropriately. Start with "Dear Mr." or "Dear Mrs."
    • Have 1-inch margins around the paper and use single spacing. Don't indent, just use a double space in between paragraphs.
    • Use an easy-to-read font such as Times New Roman or Arial, in 12-point font.
    • End with "Sincerely," then leave 4 lines so you can manually sign your name. Below this, type your name and title.
  3. 3

    Leave enough time for the request. Keep in mind that whoever you're writing to probably has other tasks to complete, so your request may take some time to get to. If your request is time-sensitive, be sure to give the recipient a enough advance notice to process it. Generally, allowing a week for requests is a good guideline, though bigger tasks could very well take longer.
    • For example, you wouldn't ask for a letter of recommendation from a teacher 2 days before it's due. That is an unreasonable request. If you'd planned ahead, you'd know that such requests usually require 2 weeks to fulfill.

Part 2

Writing Your Letter

  1. 1

    Use a proper greeting. The recipient of the letter should be greeted and addressed properly.[3]
    • "Dear" is the accepted opening for this style of letter. Openings like "Hi" or "Hello" are inappropriate and unprofessional for a business letter.
    • Use Mr., Mrs., and Ms. as appropriate. Never use only someone's first name.
    • If you're unsure of a person's gender, use the full name in the greeting instead of Mr. or Mrs. For example, "Dear Casey Smith."[4]
  2. 2

    Introduce yourself. If this is an unsolicited request, the recipient will need to know who's making the request. Make a brief introduction of yourself, such as your job/position or affiliated organization. This will help your reader understand who is making the request.[5]
    • Your introduction can only be a sentence or two. You don't need to provide a biography, you just need to give the recipient an idea of who you are.
    • Introducing yourself has two advantages. First, it's polite. Remember, whoever you're writing to probably doesn't have to grant your request, so good manners will show that you've put thought and effort into contacting him or her. Second, identifying yourself will help the recipient understand who you are and better process your request.
    • If you've met the person before, it might help to remind him or her. For example, you might write: “We met last week at the sports banquet. I was pleased to make your acquaintance.”
  3. 3

    State the favor you're asking. After introducing yourself, start a second paragraph. Politely, but clearly, state the favor you need. Also fill in any necessary details the recipient will need to meet your request, like dates and times.[6][7]

    Don't: demand help with "I need your help" or "I heard you could do this for me"
    Do: request help with "Would it be possible..." or "I would be grateful if you would..."

  4. 4

    Keep it simple. Don't go crazy with detail. You should be able to make your request in a few sentences. What's most important is that what you need is clearly stated.

    Don't: include unnecessary flattery or apology.
    Do: cover all necessary info, such as the time frame.

  5. 5

    Tell your recipient why the favor is important. In certain cases, you might need to convince the recipient that he or she should grant your request. This should also go in the second paragraph. Have all your supporting evidence ready and briefly state why this request is important, and why granting it would help the recipient.[8]
    • For example, you might be requesting that a company sponsor an event you're putting on. You could stress that the company will receive good exposure by doing this. You could say: "If you were to provide the necessary funding, we will announce your company at the event as an official sponsor. This will give you exposure to the community and identify your company with a good cause."[9]

      Don't: pressure someone with "This is extremely important." or "It would really mean the world to me."
      Do: provide specific info such as a deadline or a concrete incentive.

  6. 6

    Offer to provide assistance to the recipient. Always demonstrate your willingness to work with the recipient. A simple statement like "Please let me know if you need any more information" can show the recipient that you're willing to work together and be as much help as you can be.

    Don't: pressure the reader with references to past favors you've done.
    Do: acknowledge "I understand if you're not able to do this."

  7. 7

    Close the letter politely. When you've stated your request and provided all the necessary information the recipient may need, then close on a polite note. Thank the recipient for considering your request, and say that you look forward to hearing back. Then end with a proper salutation like "Sincerely."[10]
    • For example: "Thank you very much for your time in considering this request. I look forward to hearing back from you on this matter. Sincerely, John Smith."
  8. 8

    Proofread your letter before sending it. Never send a letter without proofreading, especially a formal business letter. Any spelling or grammar errors will make your letter look unprofessional, and could decrease your chances of having your request granted.[11]
    • Read your letter at least two more times before sending. That way, you can catch any mistakes you might've made.
    • Just because you're typing your letter doesn't mean that your spelling and grammar check will catch everything. Never rely exclusively on these programs. You still need to proofread the old fashioned way.

Community Q&A

Add New Question
  • Question

    How do I request extra help in the office from a manager?

    Start by describing what exactly you need help with; this may involve keeping a list of all of your duties for a few weeks prior to requesting help. Detail to your manager how this work is overwhelming and why you need someone else to contribute.

  • Question

    How do I write a letter requesting my supervisor for a new office staff?

    You might want to consider requesting an in-person meeting. Explain why you want it and why it would be better for the company. Be gracious and understand that any such request has a lot of considerations. Don't get angry if it doesn't go your way.

  • Question

    How do I write a request for a few days off?

    "I would like to contact you about __ days off because of/for ________________. I am hoping you will consider this request as this is very important to me because _____________." Use this format if your company does not have a form letter for requesting days off.

  • Question

    How do I write a letter to a pharmaceuticals company requesting free samples?

    Try: Dear Sir/Madam, I would like to request that your company consider the opportunity to provide us with some free sample medicines for our charity program to be held on 15 May 2016. We would be grateful if you could please approve this request as it will aid our charity and provide your company with an opportunity to advertise and provide product information to those attending the event. I am looking forward to your positive response to our request and will happily provide any information you may require. Regards, X

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Writing persuasive request letters: business letter format, tips and samples

sample business letter requesting documents

In a case you have lost a documents – which is issued by the state authorities, such as birth certificate, tax documents, or something similar, most likely you should submit Letter of request for documents. Formal letter of request for documents should be addresses to the relevant authority, and in the letter you should state the most precise state of affairs that led to the loss of document (s).  Letter of request for documents template we are providing in this article is a very general template, which you should customize to adjust it to your needs.

Name ad Surname of the sender

Street Name and Number

Postcode and City

Country

 MM/DD/YYYY

NAME OF THE AUTHORITY

Name ad Surname of the recipient

Street Name and Number

Postcode and City

Country

Dear Madam/Sir,

 

I am writing to request a copy of [Name of the document], since I lost my original document due to [State the circumstances that led to the loss of the document].

 

In the attachment I am sending you the copy of original documents and copy of my ID card.

 

I kindly ask you to take prompt action on reissuing the document since I need it urgently for [state the reason]. I would appreciate if you can send the document by the express post, since I am not in the position to visit you in your premises. In the enclosure to this letter you can find a proof of payments for the tax.

 

If you need any other data please feel free to contact me on the e-mail [enter email address] or via telephone [enter the phone number].

 

Thank you very much for your help and assistance.

 

Sincerely,

 

[Signature]

[NAME and SURNAME in printed letters]

 

Download Free Letter of request for documents template

 

Sample letter: Requesting documents. Sample letter: Debtor Sample letter: Inaccurate business purpose declaration (From 1 July ). Sample letter.

Letter Requesting For Staff Replacement

sample business letter requesting documents

When someone sends you a letter requesting information of some kind, it's important to respond promptly and briefly but without sounding curt. The key to a good letter answering request information or a reply letter to a request of documents is to sound as if you're happy to provide the information if you can or truly sorry if you cannot. Never sound as if they're bothering you with their request.

Start With a Personal Greeting

Letters requesting information of some kind are always signed by an individual, so be sure you start your letter with a personal reply to the letter writer. Computers make it easy to address the person by name even if you're using a template.

If the request letter was signed by Ms. Susan Kennedy, you should reply with "Dear Ms. Kennedy" followed by a comma or a colon. If the letter writer signed more informally, such as just "Susan Kennedy," it's always safe to use "Ms." However, if your business is known for being fun, hip or young, you may feel comfortable writing "Dear Susan" instead. When the name doesn't reveal the gender, use the first name: "Dear Alex" or "Dear Drew."

Open With Your Reason

Your first sentence should explain the reason for your letter. It may seem obvious that because the individual wrote to you first, he'll know why you're responding. However, stating this up front helps confirm that you're both talking about the same thing. When the inquiry was sent to someone else who forwarded it to you to reply, you need to also state that to avoid any confusion.

  • This letter is in response to your request for information about our cleaning products.

  • I'm writing in response to your request for information about our services.

  • Our VP of sales, Vicki Swenson, forwarded your recent letter to me since I handle requests for information.

If possible, follow this opening with a second sentence showing that you're pleased to be able to help.

  • I'm happy to help clear up the confusion.

  • I'm pleased to provide you with answers that can help you make your decision.

Provide the Requested Information

Start a new paragraph to provide the requested information as briefly as possible. If the information is lengthy or complicated, and you have a document that explains it well, state that you've included this document.

  • We have two products, sage and quartz, that I believe you will find quite useful. Sage is a (brief description), while quartz is more of a (brief description).

  • We have several products in this category, and I've enclosed brochures on each one that explain their features, benefits and best uses. 

Avoid impersonal phrases like "Enclosed please find..." Make your letter friendly and conversational by writing "I've enclosed..."

When You Can't Help

There may be times when you can't provide the information requested, whether you don't know the answer, the information is private or another reason. It's important to answer the letter regardless so your company still sounds responsive and caring.

  • Unfortunately, I can't answer your question at this time. Our ingredients are an old, carefully guarded family recipe.

  • I've searched our archives but have not been able to find answers to your questions. I'm truly sorry I couldn't help.

Thank Them for Writing

Thanking the letter writer for her letter is good business practice because it shows you know her time is valuable.

  • Thank you for taking the time to write.

  • Thanks for thinking of (company name) in your search for a security system.

Avoid sounding too much like a sales pitch, as in "Thanks for thinking of ABD. Remember, we make you secure at home, at work and at play."

Close By Offering More Help

Always end your response letter with an "our door is always open" feeling. Though you may be relieved to bring your letter to a close, you never want it to sound like a brush off.

  • If you need any more information, please contact me personally anytime.

  • If you have any questions about the document I enclosed, I'll be glad to answer them.

End simply with "Sincerely," skip four lines for your handwritten signature and then add your printed name and your title. Avoid trendy sign offs like "Best" or "Cheers" or the syrupy "Very truly yours."

WATCH THE VIDEO ON THEME: The Key Forms of Business Writing: Basic Memo

We often have to make requests and ask for things in our letters and emails. Here we can see some examples of requests with could you and would you. If you make two requests in a letter or email, the second request should include the word contains all the language you need to write professional business emails.

sample business letter requesting documents
Written by Digis
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