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How to write a formal letter asking for information

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How to write a formal letter asking for information
September 18, 2018 Anniversary Wishes 1 comment

Foundations typically designate a grants administrator (GA) to screen letters of you may be asked for additional information or invited to submit a grant proposal. I am writing on behalf of the Habitat for Humanity of Central Idaho to ask if we.

What's the best way to write a professional letter – with a paper letter or an email? One really isn’t better than the other. In some cases, it makes sense to communicate via email and sometimes you may need to send a traditional typed, printed, and signed letter. Whichever you choose, it’s important to follow the best professional letter and email writing and format guidelines.

The type of message you choose depends on who you're communicating with, and the purpose of your correspondence.

Professional Letter and Email Writing Guidelines

All well-written letters include several sections. The information you include in each section and the overall format depends on whether you are sending a typed letter or an email message.

It’s essential that you know the different parts of a letter and what should be listed in each one. You also need to know how to address and sign both typed and email communications. The different parts of a letter are as follows:

  • Contact Information
  • Salutation (Greeting)
  • Body of Letter
  • Closing
  • Signature

Contact Information

The way you include your contact information will be different based on how you send your letter. In an email message, your contact information will be at the end of the message, whereas in a written letter, your contact information is at the top of the page. Here's what to include in your contact information section, plus samples for both typed letters and emails.

Salutation

The salutation is the greeting section of your letter with something like “Dear Mr. Peterson,” or “To Whom It May Concern.” Here's a list of letter salutation examples that work well for professional correspondence.

Body of Letter

The body of your letter will include several paragraphs. The first paragraph should include an introduction and a brief explanation of your reason for writing. The second paragraph (and any following paragraphs) should explain further your reasons for writing. The last paragraph should either request action from the reader, if you are requesting something, or state how you will follow-up. Be sure to make the purpose of your letter clear. The reader will need to know what you are asking for and how they can help you.

Or, if you’re offering services or assistance, make sure it’s clear what you can provide.

Closing

A letter is closed with a term like "Best regards" or "Sincerely” followed by a comma, then your signature if you're sending a typed letter. If you're sending an email message, simply type your name after the closing. Here's a list of letter closing examples that are appropriate for business and employment related correspondence.

Signature

How to Address a Letter

It's important to address the individual you are writing to formally, unless you know them very well. Here's how to address a letter including generic information you can use if you don't have a contact person at the company.

Formatting Your Correspondence

Now that you have all the information you need to include in your message, review the standard format to use for letters and email messages.

Letter Writing Guidelines

The next step is to polish up your letter. There should be plenty of space between paragraphs and the top and bottom of the page. You also want to select a readable, professional style and size of font. What you say will depend on the reason you're writing, so be sure to tailor your letter to fit your personal and professional situation. Here are step by step guides to writing a variety of different types of letters, including page margins, fonts, spacing, and details of what to include, along with examples of each:

Examples and Templates

Using a template is a great way to start your own letter or email message because you are starting with the basic format in place. Simply fill in your information in the appropriate section of the letter.

Looking at examples is helpful, too, because you'll get ideas for what to say in your own correspondence.

  • Letter Samples: Review these written letter samples, including business letters, cover letters, interview thank you letters, follow-up letters, job acceptance and rejection letters, resignation letters, appreciation letters, business letters, and more letter samples and templates.
  • Email Message Examples: These email examples include employment, job search and business email message examples, plus email templates, formatted message examples, and subject line, plus greetings and signature examples.

Proofread and Spell Check

Finally, before you print or upload your letter or send your email message, spell check, grammar check, and proofread it.

A tip for making sure there aren't any errors is to read it out loud. You may notice mistakes you missed by reading only.

Email is quicker and easier, but some email messages never get opened and, depending on who you are writing to and why you are writing, you may be required to mail a typed and signed letter or even upload it online.

Also, you have an idea about the informal and formal letter format. A letter of inquiry helps a person to have information like some course or job inquiry, prices . It offers various solutions to your problems and anything that you would ask for .

How To Write a Formal IELTS Letter

how to write a formal letter asking for information

Formal Request Letter

Request letters are typically required for job interviews, for a raise or a promotion or may be an approach to a company or business colleague for specific information. The formal Request letter should have the complete details of yourself and also the person you are addressing. All this information should be written at the top of the page.

Most of the formal letters are often short, which deal with the personal dealing with business, for example to instruct the bank to cancel a regular payment or it may be a query of return or refund or something dealing with jobs.

However, some letters can be long as they may have some detail information but otherwise keep this simple and short.

Using auxiliary information in the letter can confuse the reader and weaken the main message you actually want to convey. The words used in the letter should reflect your intelligence and should be rich in vocabulary with proper grammar and no spelling mistakes.

Some General Tips for Writing a Formal Letter of Request

  • As said earlier the letter should be simple. You should inform your recipient the reason of writing in the first paragraph of the letter.
  • If you feel that it is appropriate then, write about pertinent information to help them remember you. For instance, if you are writing to a former lecturer or professor, explain him the class you were in and the year. As for a supervisor, mention when you worked with them. These all small details will help the reader to recollect how they know you.
  • In the next paragraph, discuss what exactly you want the reader to do and if there is any deadline involved share the information
  • If there is any requirement involved include it as a supporting documentation as the recipient may need it
  • Give all the necessary information that they need to comply with your request
  • Conclude the letter by giving your contact details such as your full name, mailing address, phone number and your email address in the body of the letter. Ask the reader to contact you if there is any sort of queries or questions or concerns about the request you have asked for.
  • And finally, thank the person for their patience to read the letter.

The Samples For a Formal Letter of Job Request

Dear XXXX,

My name is (mention your full name), I am a (current job profile) with (number of years) experience. A mutual friend and colleague, (full name of the colleague) have suggested I contact you regarding (the topic on which you want to discuss).

I would like to arrange a meeting with you and discuss the possibility of (what you would like the result to be).

Please contact me at (your email address) or phone number.

Yours sincerely,
(Your full name)

Another sample letter of a formal letter of request is given below:

Date:

(Recipient's address)

Dear Mr. YYYY

Re: Request for an Interview

My Name is (Write your full name) and I am writing this letter to request for an interview to discuss the positions available in the (department's name) with your company (name of your company). [If you are referred to the company by someone you know, make sure you include in the information, for example, (Name of the referred person), who is an employee of your company in the sales department suggested that I contact you].

I am a graduate of (name of the institution you attended) and I have (number of years) of experience in the field of (name of the industry or the field you studied). I am currently looking for new employment opportunities and would like to have an opportunity how my skills and abilities can benefit your company.

I will contact you by phone next week to set up a convenient time when I can discuss my qualifications. I will bring my resume at that time. If you have any queries or like to have more information, please free to contact me by phone at (insert your number and area code). I can also be reached by e-mail at (email address).

Thank you for considering my request and I will be in touch with you very soon.

Sincerely,
- (Your name)

These are some standard guidelines as to how the formal letter of request should be. These types of letter are required for sending your request to professional correspondence, business and on occasions when you need to show respect to the person whom you are corresponding.


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Sample Formal Letter Asking For Permission

how to write a formal letter asking for information

How many of your emails are asking somebody to do something?  And do you spend too much time thinking about exactly what to write and how to structure your email?  Then read on and learn how to save time while writing clear emails.
So many of the emails we write are for a handful of simple reasons, and by relying on a model you can avoid wasting time thinking how to start, what to write and how to structure your email.  A classic example of a common email is writing to somebody because we want them to do something for us.  In this situation the RAP model is great.

RAP stands for:

  • Reference – Introduce why you are writing.
  • Action – Tell them what you need them to do.
  • Polite close – Thank them and say goodbye.

Here’s a simple example

Dear Mr. Breuer,

I am writing to you about our meeting on Thursday. (Reference). Please could you send me the latest version of the agenda before the end of the day? (Action)

Thanks in advance for your help. (Polite Close)

Best regards

Scott

And if you want to ask somebody to do something, explaining the reason why always makes the email even more effective.

Dear Mr. Breuer

I am writing to you about our meeting on Thursday. (Reference). Please could you send me the latest version of the agenda before the end of the day? This will help us to make sure everything is prepared in advance.(Action)

Thanks in advance for your help. (Polite Close)

Best regards

Scott

10 helpful phrases to get you started with your first RAP email

Reference

  • With reference to…
  • Referring to…
  • I am writing to…
  • I am writing in response to…
  • In response to your inquiry…

Polite Close

  • Thank you for your assistance.
  • Thank you in advance for your help.
  • I look forward to hearing from you soon.
  • Please let me know if you have any questions.
  • Please feel free to contact me if you need any further information.

 

Why not practice below, and we’ll give you some feedback?

FOR MORE INFORMATION

If you’re looking for phrases, tips and tricks and useful downloads related to this topic, start here. In a range of topics, here are some more links for you:

 

A comprehensive guide on how to write e-mails in English with the most According to the information available to me, Asking for information/favors.

How to write formal letter asking for information?

how to write a formal letter asking for information

If you are appearing in IELTS General Training, there are two different types of letters you need to prepare for IELTS Writing Task 1: formal and informal letter. If you find the question is a formal letter, you need to write in the professional or formal tone. Several types of letters are there out of which one is the letter where you request some information.

Before you start writing, you should know what type of letter it is, whether formal or informal, so that you can form sentences according to the required tone and style. If you are writing a letter to a manager, employer or any person with whom you are professionally related, then this letter is formal. However, when you are to write a letter to your friend with whom you are personally related, then this letter type is informal.

Types of writing prompts:

The writing prompt can ask you do to any one of the following:

a) request information

b) explain a situation.

In this article, you will know more about how to request information.

Let’s find out with an example how to write a formal letter requesting information.

Formal Letter – requesting information

Question:

 

You have decided to set up a business for which you want to avail the facility of bank loan.

Write a letter to the bank manager requesting for information about the bank loan and in your letter, write the following:

  • Why you are writing the letter
  • What is the amount of bank loan you need
  • When you are able to repay the loan

In this writing prompt, the examiner is asking you to write a letter to request the bank manager for some information. As the letter is to the bank manager, it has to be a formal letter.

Once you know what is asked of you, you should now structure your letter.

Steps to write a formal letter while requesting information:

  1. Identify letter – Formal
  2. Write salutation (Dear Sir/Mam,)
  3. Write purpose of letter
  4. Describe the first bullet point (it may be same as step 3)
  5. Describe the second bullet point
  6. Describe the third bullet point
  7. Write finishing statements (I look forward receiving your response at the earliest.)
  8. Sign-off (Yours faithfully,)

Sample Answer:

 

Dear Sir/Mam,

I am writing this letter to request information about availing loan from your bank for starting a business nearby my home in the next month.

As per the market research, I hope that constructing a restaurant in the proposed site would be a huge success. Since the area is a home to students studying in the regional university, it is expected that around 2000 students can be the potential customers of my business.

For setting up the restaurant, I would require to invest Rs 50 lakh which I seek as the loan amount from bank.  I request you to provide me all the required information including eligibility criteria and the documents to be submitted along with the application.

Furthermore, I would like to inform that there is no other restaurant in the area which would provide a great possibility for the business to grow. And hence, I hope that I would be able to repay the loan in 3 years or earlier.

Kindly provide me the requested information as soon as possible so that the loan application can be processed at the earliest.

Yours faithfully,

Ramesh Varma

(189 words)

To improve the quality of your letter, you should include vocabulary from the glossary below.

Useful vocabulary for formal letter while requesting information

  • I would like to request
  • I would like to suggest if you can
  • I would be grateful if you can
  • I would like you to kindly
  • I am entitled to request that
  • I was wondering if it would be possible for you to

Now, let’s understand with an example how to write an informal letter requesting information.

 

Informal Letter – requesting information

Question:
You want to apply for work permit in a city abroad where you had never been to. Hence, you want to seek information about that city from a friend who is living in that city.

Write a letter to your friend to request information about the city you are planning to move to and in your letter, write the following:

  • Where and when you want to work
  • What type of job it is
  • For how long you want to work there

 

This prompt is asking you to request information about a city, but is an informal letter as you are asked to write it to your friend. 

Now that you know that it is an informal letter, let’s look at its structure.

Steps to write an informal letter while requesting information:

  1. Identify letter – Informal
  2. Write salutation (Dear Carol,)
  3. Write greeting statement (I hope you are doing well.)
  4. Describe the first bullet point
  5. Describe the second bullet point
  6. Describe the third bullet point
  7. Write finishing statements (I hope we would meet soon in the next month.)
  8. Sign-off (Yours truly,)

 

Sample Answer:

 

Dear Suresh,

I hope you are doing well and enjoying your life.

It’s been quite long that I couldn’t write to you as I was planning my visit to your city, London. I feel lucky enough that my company has selected me for a project in London and I would be reaching there in the next month.

My London based project is a great opportunity for me where I would be interacting with some clients for presenting business proposals and further finalizing the deals. This is a full-time job of day shift but sometimes, I may need to work in night shifts. As I am new to the city, I need some help from you if you can give some information such as the rent charges, food prices, availability of public transport, facility of banking and others. Since you are already in the city, I think you can be of great help in gaining familiarity to the city.

I would be staying in London for 2 years after which the project ends and I hope we will have great fun together in London.

Yours truly,

Pratham

(186 words)

 

To improve the quality of your letter, you should include vocabulary from the glossary below.

Useful vocabulary for informal letter while requesting information

  • Well, you know
  • As you know,
  • It would be great to see you
  • I have got a
  • A lovely view
  • On the bright side
  • It would be nice
  • Prices are crazy
  • It was quite good
  • Hope to see you soon!
  • All the best!
  • Good bye!
  • Take care!
  • Keep in touch!
  • Contraction words: It’s, It’s been, can’t, haven’t etc.

 

Exercise:

1. You have planned to study a distance course online from an international university. Write a letter to the university officer requesting information about the course. In your letter, write:

  • Why you are writing
  • Which course it is and when you plan to study
  • Why you want to study this course

 

2. You want to spend your holidays in the country outside India where your friend resides. Write a letter to your friend and in your letter, write:

 

  • Where and when you want to spend holidays
  • Why you want to visit there
  • When you are planning to visit

 

3. You recently purchased a product from an online store and are unsatisfied about its quality. Now, you want to avail refund for the product but are unaware of the company’s return and refund policy. Write a letter to the customer relationship officer requesting information about the refund policy and in your letter, write:

 

  • Why you are writing
  • Why you are seeking refund
  • When you want refund

 

 

WATCH THE VIDEO ON THEME: E2 IELTS General Writing Task 1 - Informal Letters - TOP TIPS with Jay!

This worksheet helps students to write a formal letter asking for information. It contains a model answer in the form of a gap filling activity, useful expressions and.

how to write a formal letter asking for information
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