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Letter template request for information
October 18, 2018 Wedding Anniversary Wishes 4 comments

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for.

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


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US


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


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US

Free Download

Free Request Letter Format


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US

Free Download


Free Formal Request Letter


File Format

  • Google Docs
  • MS Word
  • Pages

Size: A4, US

Free Download

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.

Template Letter For Business Favor Best Of Request For · Read more · Company Reference Letter Template Credit Bank Employer · Read more · Employment.

Sample Formal Letter Asking For Permission

letter template request for information

If you're applying for a job, it's likely you'll need a reference. It's a good idea to get references lined up before you start a job search. That way you'll have a list of people who can recommend you ready to share with prospective employers. You can ask for a reference with a phone call, or an email or a hard-copy letter, but either way, you'll want to write your request carefully. 

Choose Your References Wisely

The person giving you a reference may need to write a letter, fill out a questionnaire, respond to an email, or speak to someone from human resources on the phone. If the person doesn't know you well, it'll show.

Always Give the Person You're Asking an Out

Make sure to give the person an easy way to decline to provide you with a reference. A bad reference can be the difference between you getting a job offer— or not. It would be preferable to have the person decline to provide a reference, rather than write a halfhearted or negative letter.

In your reference request, you can say things like "I know end-of-the-year evaluations are due soon, so if you're too busy to provide a reference, I completely understand" or "It's been five years since we worked together, so if you don't feel comfortable speaking to someone about my work habits after so long, please just let me know." 

Give Your Reference a Heads-Up

Do not give out anyone's name as a reference without their permission and without knowing what they are going to say about you. The individual who is giving you a reference needs to know ahead of time that they may be contacted regarding a reference for you. Once you have permission, let your reference providers know when you share their names with prospective employers. 

Ask Nicely

Former co-workers and managers are under no obligation to serve as a reference. You are asking for a favor, so be polite and warm in your request. You can also mention why you thought the person would be an ideal reference. 

How to Ask for a Reference Letter

References can be requested in writing or by email. If there are forms the recommender needs to complete, you may want to send an email message asking for the recommendation, then follow up with a written letter and the forms.

You can also briefly mention specific qualities and skills of yours that you would like your reference to mention. If you have any information about how the company will be reaching out to the recommender — phone, email, etc. — you can include those details as well. 

It's a good idea to review sample letters asking for a reference to get ideas for your own letters. These samples, both written and email, include the best ways to phrase your request and how to ask someone to be your reference.

Sample Letter Asking for a Reference

Download the Word Template

Sample Email Message Asking for a Reference (Text Version)

More Letter Samples Requesting a Reference

Thank Your Reference Writer

When you get a new job, don't forget to send a thank you note to the individuals who provided you with a reference. Not only will it let your reference giver know that they have helped you. It will also let them know how much you appreciated the job search help.

Choose someone who thinks highly of you, and can speak fluently about your career and talents.

In your letter requesting a reference, it can be helpful to provide the potential recommender with background information, including your current resume and a link to the job description (or a short summary).

Ashton Zimmers
123 Main Street
Anytown, CA 12345

September 27, 2018

John Rogers
Office Manager
Acme Corporation
680 Main Boulevard, Ste. 300
Ocean City, CA 93650

Dear Ms. Rogers,

I am reaching out to ask you to provide me a reference for a new opportunity I am seeking with CBI Industries. Of course, I completely understand if you are unable to commit to this. Please just let me know as soon as possible.

I learned a lot about the industry while working for you at Acme Corporation, and I think you would be able to provide the kind of insight into my skills that would increase my chances of landing this new position. As you know, I have recently been employed at VBN Industries, heading their research and development division. The opportunity at CBI Industries is related but would also require many of the sales and marketing techniques I developed while working for you.

Thank you very much for considering my request. I have attached a copy of my updated resume and the job posting for your review. Gary Smith from Human Resources will be the contact person at CBI who will be in touch if you agree to provide the reference for me.

If you have any questions or need any further information, please don't hesitate to let me know.


Ashton Zimmer

Subject line: Reference for Ashton Zimmer

Dear Ms. Rogers,

I am reaching out to ask you to provide me a reference for a new opportunity I am seeking with CBI Industries. Of course, I completely understand if you are unable to commit to this. Please just let me know as soon as possible.

I learned a lot about the industry while working for you at Acme Corporation, and I think you would be able to provide the kind of insight into my skills that would increase my chances of landing this new position. As you know, I have recently been employed at VBN Industries, heading their research and development division. The opportunity at CBI Industries is related but would also require many of the sales and marketing techniques I developed while working for you.

Thank you very much for considering my request. I have attached a copy of my updated resume and the job posting for your review. Gary Smith from Human Resources will be the contact person at CBI who will be in touch if you agree to provide the reference for me.

If you have any questions or need any further information, please don't hesitate to let me know.

Best Regards,

Ashton Zimmer
(555) 234-5678

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4+ Information Request Letter Templates – PDF

letter template request for information

There will always come a time where you will need to make a request for something important from a particular person or company. In the event that does happen, you must know that there is a proper procedure when it comes to making a request. And in just about any request procedure, you will be required to create a request letter.

The entire point of creating one is so that you can provide information as to who you are, what you are asking for, the reasons for making the request and more. This article is going to teach you all that you need to know in order to create a proper request letter. You may also see free request letter templates.

Request for Salary Increment Information Letter



Request for Information Template Sample



Request Letter for Product Information



What kind of information do you ask for in a request letter?

If you’re specifically making this type of letter to ask for certain information, then you should know that there are a number of things that you could possibly ask. When making the request, the procedures will always differ depending on the information but the fact is that you will always be required to come up with the letter. You may also see transfer request letters.

With that being said, here are a few things that you can ask when creating your information request letter:

1. Information regarding your salary increment

No matter what kind of profession you end up taking, you will need to just how much your base pay is. If you want to go into full detail regarding the matter, then you can always create a letter in which you address the employer that you would like to learn about your salary increment. You may also see sample donation request letters.

2. Loan Payments

If you’re paying for a loan that you have obtained, there may be times where you will need to know just how much you have paid or the times when you’ve made the necessary payments. You can address the letter directly to the bank or whatever entity you obtained the loan from to ask for the information. You may also see payment request letter templates.

3. References

If you’re the employer in the situation and that you have an application that’s willing to apply for a position in your company, then you will need to ask that person for any references that will help you determine whether he or she is someone that is fit for the job. Be sure to state in the request that these references are not family members or close friends as they may be biased when they talk to you about the applicant. You may also see job request letters.

If you would like to learn more in regards to what kind of information you can ask for through a request letter, then go through our other sample articles to give you the information you need. You may also see tips for promotion request.

Request for Price Quotation Information



How to Create an Information Request Letter

Once you have an idea as to what class of information that you would like to ask for, the next thing that you will need to do is to finally start the creation of your request letter. You must remember that when you’re making one, it should be able to address who you are, who you’re asking from, what it is you’re asking for, when you need it and most importantly, why you’re making the request. You may also see sample letter templates.

So here are the necessary steps that you will need to follow in order to create a proper information request letter:

1. Know Who You Should be Asking From

Before you start asking for the information that you want, you’ll first need to know who you should be asking it from. This means that you will need to put in the time and effort into figuring out the person that you should be addressing your request letter to. You may also see simple letter templates.

  • So let’s say that you’re an employee and you would like to ask for more information regarding a particular project that you are taking up. This would mean that you’ll need to contact someone such as those in the Human Resources department to know the name of the person that you should be asking the information from. Be sure that you are able to gather the complete name, address, and the title of the person you should address the letter to to guarantee that you’re able to send the letter to the right person. You may also see sample appointment request letters.

2. Learn the Business Letter Format

When you’re making a request letter, especially one which asks specifically for information, then you must know that both the tone and its structure must be completely professional. Which is exactly why you will need to learn how a business letter is formatted as that’s the exact type of format that you will want to use when making your information request letter.  This applies whether you’re making or sending the letter via email or a hard copy. You may also see certification request letters.

So here are the steps that you will need to take in order to make an information request letter in the business letter format:

  • Write down your complete name, address, and title at the top left a corner of the request letter
  • Next is that you will have to put in the date of when you made the letter right below your basic information
  • Then you will have to provide the basic information of the person that you will be addressing to right underneath the date
  • Be sure that you address the person you’re sending the letter to appropriately. Always start of with a proper greeting such as “Dear Mr.” or anything similar
  • Have 1-inch margins around the paper and use single spacing. Make sure that you don’t indent as you can simply make use of double spacing in-between paragraphs. You may also see donation letter templates.
  • You will have to make sure that you use a font that’s easy to read and one that looks professional. You can decide to go with the standard Times New Roman or you can with Arial, just make sure that it looks like it was meant for business-related purposes. You may also see application letter samples.
  • Lastly, you must end with “Sincerely,” then leave 4 lines so you can include your name and signature at the very bottom of the letter

3. Be Sure to Properly Introduce Yourself to the Reader

No matter what kind of information that you end up requesting, the person that will be receiving and reading the request letter will want to know exactly who made it. This means that you are going to have to provide a description as to who you are; this also means that you will need to give the sender your complete name, address, and title. Be sure that you give the reader everything he or she needs to be able to identify who you are. You may also see letter format templates.

  • When making the introduction, you will want it to be as brief as possible. Not too brief to the point where it seems as if you’re rushing it, but not too long where it takes up too much of the reader’s time. Just be sure that your introduction is enough to fit within 2 or even 3 sentences and that it gives the reader everything he or she needs to learn about you. You may also see certification request letters.
  • The reason as to why you would want to introduce yourself is because it gives you 2 advantages. The first advantage is that you’re showing just how polite you are. Doing that can instantly get to the good side of whoever you’re asking the information from and that in turn can give you a higher chance of success when it comes to having your request approved. Next is that by giving information about yourself, there’s a chance that your request will be prioritized depending on the urgency of the matter or the position that you hold. You may also see holiday request letter templates.

4. Point Out What It Is You’re Requesting

Since this is a request letter asking for specific information, you’ll want to be clear as to what kind of information you’re asking for right from the start. When you’re specifying as to what kind of information you’re asking, you’ll need to go into deeper detail so that the person you’re requesting from will be fully aware of what you’re requesting. Just remember that when you’re making the request, you should only do in at least 2 or 3 sentences as you do not want to overwhelm the reader with information. Be sure that you get straight to the point with whatever it is that you have decided to ask for. You may also see sample letter of interest.

5. State the Purpose of Your Request

After you’ve pointed out the information that you’ll need, you must then provide ample reasons as to why you’re requesting for the information. The receiver of the letter while being hesitant if you aren’t able to come up with a proper reason as to why he or she should give you the information. This just means that you will have to provide enough information and create that sense of urgency so that the reader will know just how important it is that you get what you need. Also, you will want to provide the date in which you would like to receive whatever you have requested as there may be a specific time frame where you will have to use the information for other important matters. You may also see a request for approval letter templates.

In the event that you would like to learn more in regards to information request letters or if you would like to learn how to create other types of request letters, then all you have to do is go through our site, we have all the articles you need to help you with whatever best suits the situation you’re in. Just make sure that you are able to fully utilize the information you have gathered. You may also see professional request letter templates.

SAMPLE LETTER REQUEST FOR RECORDS INSTRUCTIONAL NOTE: is being sent for the purpose of communicating information, or making requests with .

Best Follow Up Email Templates

letter template request for information

According to the GDPR, you have a right to access the personal data stored and processed on you by companies and other organisations (so-called controllers).

First of all, this includes a confirmation as to whether your personal data is being processed. If so, you can request a copy of said data. But not only that: In addition, you also have the right to further details, such as the purposes of the processing, the recipients to whom the data is passed on and the duration of the storage.

If you want to learn more, have a look at our article about your rights under the GDPR.

How do I exercise this right?

The GDPR does not impose any requirements on how you make your request. This means that you could in principle simply write an informal letter and send it to the controller. In theory, even a phone call would do.

In most cases, however, you should use the written form, if only to be able to prove later that you have actually made a request. And while you could also state informally that you would like access to your data, we advise you to make a more formal request referring to the specific legislation. This ensures that the controller cannot talk their way out of their responsibility.

What does a letter like that have to contain?

Don’t worry, you don’t have to write this letter yourself. We have prepared a sample letter for you to copy and adapt for your purposes.

Here is our sample letter for requests for access according to Art. 15 GDPR. The passages in [square brackets] are optional; you can decide yourself whether you want to include them. You still have to fill in the data in curly braces.

To Whom It May Concern:

I am hereby requesting access according to Article 15 GDPR. Please confirm whether or not you are processing personal data (as defined by Article 4(1) and (2) GDPR) concerning me.

In case you are, I am hereby requesting access to the following information pursuant to Article 15 GDPR:

  1. all personal data concerning me that you have stored;
  2. the purposes of the processing;
  3. the categories of personal data concerned;
  4. the recipients or categories of recipient to whom the personal data have been or will be disclosed;
  5. where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  6. where the personal data are not collected from the data subject, any available information as to their source;
  7. the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for me.

If you are transferring my personal data to a third country or an international organisation, I request to be informed about the appropriate safeguards according to Article 46 GDPR concerning the transfer.

[Please make the personal data concerning me, which I have provided to you, available to me in a structured, commonly used and machine-readable format as laid down in Article 20(1) GDPR.]

My request explicitly includes any other services and companies for which you are the controller as defined by Article 4(7) GDPR.

As laid down in Article 12(3) GDPR, you have to provide the requested information to me without undue delay and in any event within one month of receipt of the request. According to Article 15(3) GDPR, you have to answer this request without cost to me.

I am including the following information necessary to identify me:
Enter your identification data here. This often includes information like your name, your date of birth, your address, your email address and so on.

If you do not answer my request within the stated period, I am reserving the right to take legal action against you and to lodge a complaint with the responsible supervisory authority.

Yours sincerely,
Your name

To make your life easier, you can also download the letter and use it directly with the word processor of your choice. You can choose between the following templates:

You are free to use these templates as you like. We make them available to you under a CC0 license. The templates for LibreOffice and Word are based on this LibreOffice template.

To whom do I send the letter?

You send the letter directly to the controller. If they have a data protection officer, we recommend that you always address the letter directly to this person. Data protection officers are not only specially trained, but are also required to treat your request confidentially.

You can often find the contact details of companies and other organisations on their websites in the privacy policy or in the legal notice. We want to help you with this, too. We maintain a company database which already contains the appropriate contact data for privacy-related requests for many companies.

Isn’t there an easier way?

The idea behind Datenanfragen.de is to make it as easy as possible for you to exercise your rights regarding data protection. Therefore we have developed a generator, with which you can create requests like this automatically. We invite you to give it a try.

written by Benjamin Altpeter
on , last edited:
licensed under: CC0 1.0 Universal Public Domain DedicationSample letter for requests for access to personal data as per Art. 15 GDPR
WATCH THE VIDEO ON THEME: Writing Tips & Information : How to Write a Request for a Donation Letter

A letter of request could be for various reasons, for example it could be a 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.

letter template request for information
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