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Form request letter
June 23, 2019 Anniversary Wishes 3 comments

There is a $20 charge for each letter or form requested. A minimum of five working days is required to process the request. Please note that. University policy.

A letter of interest, also known as a prospecting letter or inquiry letter, is sent to companies that may be hiring but haven't listed a specific job opening to apply for.

Your letter of interest should contain information on why the company interests you and why your skills and experience would be an asset to the company. The letter should follow this format:

Your Contact Information

Date

Company Contact Information

Salutation

Body of Letter
Your first paragraph should mention what you have to offer the company. Explain why you would be an excellent new hire. The second and third paragraphs should provide examples of how you have used your strengths in prior roles. The last paragraph of the letter should include a request to meet with the company to discuss employment opportunities.

Closing

Signature
Be sure to include your contact information in your signature (email address, phone, mailing address) if you are sending an email message, so it's easy for the reader to get in touch with you. For a printed letter, include your full name and sign above it.

Include Your Resume
Send a copy of your resume with your letter of interest so the employer can review your complete work history, educational background, and qualifications.

Review Examples and Get a Template
Review examples of professionally written letters of interest, and download a free template to use to create your own correspondence.

Request For Letter Of Clearance. UI (Rev. 11/13). This form is authorized by IDES under Section of the Illinois Unemployment Insurance Act (

Request Letter Format

form request letter

A request letter is written communication for the purpose of politely or formally asking the recipient to provide something that is needed by the sender. The tone of this kind of message should be humble but also authoritative and formal, getting the point across quickly so that the reader will not have to waste time in trying to decipher what the sender is asking for.

As with everything, starting is the tricky part and that is why there are lot of templates available online to help guide individuals that want to create a formal letter with proper formatting and structure.

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Request Letter Format

While majority of the business request letters are formal, there are also instances when an informal letter can be used, especially among coworkers and close friends. More often than not, the type of letter you write is reflective of the relationship you have with the sender and the kind of favor you are asking. The less close you are to the person or company you are writing to and the bigger the favor, the more formal your approach should be, especially in matters that involve finances and donations.

It is important to note, however, that regardless of the tone of your request letter, there is a format to how request letters should be written. The following three parts should be created with the thought that they cannot fully and successfully function without the other parts:

Heading contains all information regarding the sender and the receiver, such as full name, title or position, office address (room number, building name, street), and other relevant data. Theoretically, the more formal a letter is, the more detailed information will be available. Aside from sender and receiver information, the full date of writing can also be found in this part.

The heading is important because it informs the receiver that the letter was specifically made for him or her, making sure that it was not sent to that person by accident. It also gives the receiver an idea of who wrote the letter and whether or not it remains to be relevant, should they have had correspondence of the same nature at a later date than the one being indicated in the note.

Body is the most important part of the document, containing the actual request itself. It often takes a lot of time to make this part, since, more than getting your point across, you have to consider your reader and how they would feel about the words that you use in your sentences. Luckily, most letter templates available already have the correct wording for whatever type of request that one is trying to create, which makes things easier.

The body is important because it details the request and includes more information on how the request can be achieved or when it is expected to be accomplished. The composition of this part of the letter will be indicative of the writer’s skill in terms of communicating his intentions and getting his point across without confusion.

Often the least lengthy among the three parts, it formally informs your reader that he or she has reached the end of your note; and furthermore, it tells them that there are attachments or enclosures (should there be any) that should have arrived with the letter. Apart from that, the CC at the bottom will also indicate that there have been other receivers of request letters with the same content.

The closing is important because it gives the reader more information regarding the nature of the letter, what were included and who were included in the mailing list.

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Things to Keep in Mind When Writing a Request Letter

Writing a request letter is always a challenge, which is why utilizing the assistance and guidance of templates is a good place to start. In order to help you in creating or editing your request letter, here are a few things you should remember:

There are times when you would be tasked to write request letters for someone else, so the tone of your correspondence should reflect that of the sender’s. A CEO should sound more firm, authoritative, and formal than the delivery personnel requesting for payment. It is important to take note of this so that your letter’s voice resonates with that of the sender’s.

If you are talking to your boss or someone who is at a higher position, then your tone should be more respectful and humble than when you are talking to a subordinate. It is also important to know the full details of the recipient such as his or her full name, position or title, company, and full address so that you can indicate them in your letter.

  • When it is meant to be sent

A request letter often requires a response, whether in the form or writing or correspondence; and, as such, you should always be conscious of when you are supposed to send the letter. As a common courtesy, give the sender an allowance of one or two days to respond or comply. It’s important to give the receiver ample time to accomplish, but not too much time that he or she might forget.

Like the recipient and sender of the letter, knowing the purpose of the note will help you determine what kind of request letter you are going to write. The templates that you are going to download will already have indicators of what kind of request they were created for. Luckily, since these letters are usually already preset, you won’t have to worry about going through the technicalities and formatting. It’s important in order for you to understand what kind of information needs to be presented in the body text.

  • How many people are going to receive it

There are times when request letters go into a mailing list with a lot of people receiving the same thing. If that is the case then you should be general and vague, often merely requesting them to call you rather than state all of your intentions in the letter.

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Details

File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US

Download

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Student Hub | City, University of London

form request letter

A letter of request could be for various reasons, for example it could be a request of change in a contract or agreement, request for an endorsement or a testimonial request for assistance, request for authorization, request to take an action, request of issuance of a letter, request for any information, about a product or a service, request for a favor. You can download dozens of sample request letters here.  All these or any other situation demands a specific letter that will deal the requirement or the situation. You can download her various free examples of sample request letters. These request letters will guide you about wording and formats of good request letters. No matter what is the demand of the situation, here are some of the points which will help to write any kind of letter of request. A letter of request is an official document and should be written in formal way.

First point is to consider and select who is the right person to ask for a favor or request. A letter of request is written in a style of business letter as it is a formal letter. The letter should have your name, position or title, address and contact information. The letter should address the recipient properly and clearly. You should give a proper time to the person who has been asked to write a letter of request. The start of the letter should be with a warm greeting, then you should introduce yourself properly, that who are you, your name, job, position and name of the organization. It will make it easy for the reader to understand who is asking for a letter of request.

You should clearly mention that what you are requesting for, and level of help you need, stay polite and to the point. Keep your letter simple and without any ambiguity. In some cases you might have to convince the recipient for the requested issue, so you should also keep this point in view. Overall tone of the latter should be convincing and polite, you should stay respectful. Before sending your letter you should proofread your letter, letter should be typed and brief. Leave your contact details so that it would be easier for the recipient to contact you when it is needed. Close your letter with a feeling of gratitude. You can also get help from the attached sample of letter of request with this template.

Sample Request Letters (Click to Download):

Editable Request Letter Examples (with Snapshots):

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Loan Payoff Request Letter:

Bank Loan Request Letter:

Personal Loan Request Letter:

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Vacation Leave Request Letter:

Annual Vacation Request Letter:

Forms and and Letter Requests for the Office of International Services.

Forms and Sample Letters

form request letter

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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WATCH THE VIDEO ON THEME: Sample letter format to request retainer fee refund

You must include both the AAMC ID and the AMCAS Letter ID found on the Letter Request Form when sending letters, regardless of how the letter will be.

form request letter
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