Top 10 Request Letter Samples

A request letter is a formal written communication used to request a specific action, information, or favor from another party, be it an individual or an organization. It is typically written in a professional tone and includes specific details about what is being requested.

These letters are crucial for building and maintaining professional relationships, as they provide a formal, organized, and professional means of communication.

In the following lines, we will discuss how to write one, tips, format, and samples to write request letters like a pro, plus persuasive examples for some of the most common request letters.

How to write a professional & persuasive request letter?

When writing a professional and persuasive request letter, it is important to follow these steps:

  • Research and preparation : Before writing the letter, research the recipient and their organization to understand their interests, values, and priorities. The pre-writing analysis will help you tailor your message and make a stronger connection with the recipient. Gather all relevant information, such as facts, figures, and examples, to support your request.
  • Use a professional format : Start with a formal letter format , including your contact information, the date, and the recipient's contact information. Use a clear and legible font; examples include Arial, Helvetica, Verdana, Open Sans, Roboto, and Calibri, and maintain consistent formatting throughout the letter.
  • Craft a compelling subject line (for emails) or salutation : If sending an email, create a concise subject line that clearly articulates the aim of your request. For both emails and physical letters, start by addressing the recipient with a formal salutation, such as "Dear [Recipient's Name]."
  • Begin with an introduction : Introduce yourself and your organization (if applicable) briefly. Explain the purpose of your letter and establish a connection with the recipient by mentioning any mutual acquaintances, shared interests, or previous interactions.
  • Clearly state your request : Concisely and straightforwardly, explain what you are requesting and why it is important. Be specific about your needs and expectations, and provide any necessary context or background information.
  • Provide supporting details : Offer relevant facts, figures, and examples to support your request and demonstrate its significance. Highlight the benefits for the recipient, such as increased visibility, goodwill, or potential business opportunities, to make your request more persuasive.
  • Address potential concerns : Anticipate any questions or objections the recipient may have and address them proactively. Provide reassurances, offer alternatives, or suggest compromises to alleviate their concerns and demonstrate flexibility.
  • Include a call-to-action : Clearly state the next steps you would like the recipient to take, such as providing a response by a specific date, scheduling a meeting, or sending additional information. Make it easy for the recipient to fulfill your request by providing clear instructions and contact details.
  • Express gratitude : Thank the recipient for their time and consideration, and express your appreciation for any assistance they may provide. This shows respect and helps build goodwill.
  • Close the letter : End the letter with a professional closing, such as "Sincerely" or "Best regards," followed by your name, title, and organization (if applicable). If sending a physical letter, include your handwritten signature above your typed name.
  • Proofread and edit : Review your letter for clarity, grammar, spelling, and punctuation errors. Ensure that your tone is polite, professional, and persuasive throughout. Make any necessary revisions to improve your letter's overall quality and effectiveness.
  • Follow up : After sending the letter, follow up with the recipient within a reasonable timeframe to ensure they received it and to reaffirm your request. This demonstrates your commitment and persistence, increasing the likelihood of a positive response.

What is the format of a letter of request?

A letter of request typically includes the following elements:

Sender's information: 

This includes the sender's name, address, and contact information.

John Smith 

123 Main Street 

Anytown, USA 12345 

The date the letter was written.

June 5, 2023

Recipient's information: 

At this stage, include the recipient's name, title, and address.

Ms. Jane Doe 

ABC Company 

456 Business Avenue 

Anytown, USA 12345


The salutation should be formal and address the recipient by name. For example:

Dear Ms. Doe,


The introduction should state the letter's purpose and provide context for the request. 

For example:

I am writing to request information about your company's internship program. I am a college student majoring in business and interested in gaining practical experience in the field.

The body of the letter should provide more details about the request and explain why it is important. It should also include any relevant information or documentation. You might add a conclusion that restates the request and includes any necessary details, such as a deadline or contact information.

I would greatly appreciate it if you could send me information about the requirements for your internship program, the application process, and any deadlines. I am very interested in knowing more about the types of projects interns typically work on and the skills they develop during their time with your company. I have attached my resume and a copy of my transcript for your review.

The closing should thank the recipient for their time and consideration and provide contact information for the sender. 

Thank you for your attention to this matter. I look forward to hearing from you soon. Please do not hesitate to get in touch with me if you need any additional information.

John Smith 123 Main Street Anytown, USA 12345 (555) 555-5555 [email protected]

Related: Find 10 professional ways to end a letter .

Letter of Request Template

Find below a general letter of request template that you can use for any support that you seek to request from your manager, collaborators, or partners.

a. Contact Information:

Your Name Your Address Your City, State, Zip Code Your Phone Number Your Email Address

b. Recipient's Information:

Recipient's Name Recipient's Title Recipient's Company Recipient's Address Recipient's City, State Zip Code

c. Salutation:

Dear Mr./Ms./Dr. Last Name,

Introduction : Define the purpose of the letter and provide context.

Example: I am writing to request a meeting with you to discuss our upcoming project.

Details : Elaborate on the request, specifying the particulars and any pertinent information.

Example: The meeting will cover the project timeline, budget, and resource allocation.

Justification : Explain the importance or benefits of the request.

Example: This meeting will help us align our expectations and ensure a smooth project execution.

e. Closing:

Express gratitude : Thank the recipient for their time and consideration.

Example: Thank you for your attention to this matter.

Call to action : Indicate the desired response or action from the recipient.

Example: I kindly request you to confirm your availability at your earliest convenience.

Contact: Provide your contact information for any follow-up.

Example: Should you require additional information, please do not hesitate to contact me by email at [email address] or phone [phone number].

f. Complimentary Close:

g. Signature:

What are the top tips for writing letters of request?

Some top tips for writing effective letters of request include:

  • Be clear and concise in your request. State your request and its purpose upfront.
  • Provide specific details and supporting evidence. Use professional language and tone.
  • Provide context: Explain the circumstances surrounding the request.
  • Offer justification: Highlight the benefits and importance of the request.
  • Be specific: Detail the particulars of the request, including timelines and requirements.
  • Express gratitude: Thank the recipient for their time and consideration.
  • Follow up: Offer your contact information for any questions or further discussion.
  • Use a professional and polite tone. Act like a diplomat; state your request politely and respectfully to your recipient.
  • Avoid making demands or being confrontational. Ask what is possible. If you're unsure what you want is possible, read the company policy handbook, or ask an HR manager for guidance before writing the letter.
  • Include any necessary contact information or deadlines. Provide details in advance that will help to provide a positive solution to your request.
  • Proofread and edit the letter carefully. Avoid spelling errors, duplicate words, jargon, or wrong names.

What are the most popular types of letters of request?

The most popular types of letters of request are:

Meeting request letter

Information request letter.

  • Job application letter
  • Annual leave request letter
  • Donation request letter
  • Permission request letter
  • Sponsorship request letter
  • Recommendation request letter
  • Quotation request letter
  • Time-off request letter
  • Financial assistance request letter
  • Interview request letter
  • Business request letter
  • Payment request letter
  • Product or service request letter
  • Travel request letter
  • Raise / salary increase / pay raise
  • Vacation / Leave of absence
  • Job transfer

In the following section, we will expand and provide samples for the top request letters.

Essential letter of request samples

Find below several essential letters of request samples to guide you in writing yours like a professional.

A meeting request letter is essential for initiating professional communication and collaboration with colleagues, clients, or stakeholders. This letter helps schedule discussions, brainstorming sessions, or presentations, fostering teamwork , problem-solving, and decision-making, ultimately contributing to the success of projects or initiatives.

[Your Name] [Your Address] [City, State ZIP Code]

[Recipient Name] [Recipient Address] [City, State ZIP Code] Dear [Recipient Name],

I'm writing to arrange a meeting with you to talk about [topic of discussion]. I believe your knowledge and experience would be beneficial in helping me [achieve a specific goal or objective].

I would be happy to meet with you at your convenience, and I am available [provide a few options for dates and times]. Please confirm if any of these time slots are available for you or if you would prefer to suggest an alternative.

Thank you for your time and consideration. I look forward to hearing from you soon.

[Your Name]

An information request letter is beneficial for obtaining specific data, documents, or insights from relevant sources. The information letter request enables employees or businesses to gather necessary information for research, decision-making, or compliance purposes, ensuring they are well-informed and can make educated choices.

[Recipient Name] [Recipient Address] [City, State ZIP Code]

Dear [Recipient Name],

I am writing to seek information about [topic of information]. More concretely, I am I would like to learn more about [specific details you seek].

If possible, could you please provide me with [list of specific information you are requesting]? I would be grateful for any additional information you can provide on this topic.

Sincerely, [Your Name]

Job application request letter

A job application letter effectively showcases a candidate's qualifications, skills, and experiences to potential employers. This job application letter is an introduction and highlights the applicant's suitability for a specific role, boosting their chances of landing an interview and, ultimately, the desired job.

I am writing to express my interest in the [position name] position that is currently available at [company name]. In my opinion, my skills and experience make me an excellent candidate for this role.

Please find attached my resume and cover letter for your review. I would be happy to provide any additional information or references upon request.

Donation request letter:

A donation request letter is important for soliciting financial or in-kind support from individuals, businesses, or organizations for charitable causes, non-profit initiatives, or community projects. This letter effectively communicates the cause's impact, the need for assistance, and the benefits for donors, helping to secure the necessary resources and support.

I am writing to request a donation to support [cause or organization]. Your generosity would help us to achieve [specific goal or objective].

If possible, could you please consider making a donation of [specific amount or range]? We would be grateful for any financial contribution. In this way, we would significantly impact our efforts.

Tip: LeaveBoard solutions for non-profits and charities help track, manage, and book absences in an effortless way.

Permission request letter:

I am writing to request permission to [specific request]. I believe that this would be beneficial for [reason for request].

If possible, could you please grant me permission to [specific request]? I would be happy to provide any additional information or documentation upon request.

Sponsorship Request Letter

A sponsorship request letter is crucial for securing financial or in-kind support from potential sponsors and helping organizations fund events, projects, or initiatives. This sponsorship request letter effectively communicates the event's purpose, the benefits for the sponsor, and the impact their contribution will have, fostering a mutually beneficial partnership.

[Your Name] [Your Organization] [Address] [City, State, ZIP]

[Recipient's Name] [Recipient's Organization] [Address] [City, State, ZIP]

Dear [Recipient's Name],

I hope this letter finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Organization]. We are organizing [Event Name], a [Type of Event] on [Date] at [Venue]. The event aims to [Purpose of the Event].

We are seeking sponsorship from esteemed organizations like yours to help make this event a success. Your support will enable us to [Specific Benefits of Sponsorship, e.g., provide scholarships, fund research, etc.]. In return, we will provide [Sponsorship Benefits, e.g., logo placement, booth space, etc.].

Please find the attached sponsorship package for more details on the various sponsorship levels and benefits. We would appreciate your support and look forward to discussing this opportunity further.

Thank you for considering our request. Please feel free to contact me at [Phone Number] or [Email Address] if you have any questions or require additional information.

[Your Name] [Your Title] [Your Organization]

Quotation Letter Request:

A quotation letter request is essential for obtaining detailed pricing and product or service information from potential suppliers. This letter enables businesses to compare offerings, negotiate better terms, and make informed decisions when selecting vendors, ultimately contributing to cost-effective and efficient procurement processes.

[Your Name] [Your Company] [Address] [City, State, ZIP]

[Recipient's Name] [Recipient's Company] [Address] [City, State, ZIP]

I hope this letter finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Company]. We are currently in the process of [Project or Initiative] and require [Product or Service] for its successful completion.

We have heard great things about your company and are interested in obtaining a quotation for the following items/services:

[Item/Service 1]

[Item/Service 2]

[Item/Service 3]

Please send a detailed quotation, including pricing, lead times, and applicable discounts. We would appreciate receiving your quotation by [Deadline].

Thank you for your prompt attention to this matter. If you have any questions or require additional information, please feel free to contact me at [Phone Number] or [Email Address].

[Your Name] [Your Title] [Your Company]

Interview Request Letter:

An interview request letter is vital for gathering valuable insights and expert opinions from industry professionals, thought leaders , or potential collaborators. This letter facilitates knowledge sharing, enhances the credibility of projects or initiatives, and helps build relationships with key stakeholders in the industry.

[Recipient's Name] [Recipient's Title] [Recipient's Organization] [Address] [City, State, ZIP]

I hope this letter finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Organization]. We are currently working on a [Project or Initiative] that aims to [Purpose of the Project].

We believe your expertise and insights in [Recipient's Field of Expertise] would be invaluable to our project. We would be honored if you could spare some time for an interview to discuss [Specific Topics or Questions].

The interview can be conducted at your convenience, either in person, over the phone, or via video conference. We anticipate the discussion will take approximately [Duration, e.g., 30 minutes] of your time.

Please let us know your availability and preferred method of communication. We are eager to learn from your experience and appreciate your consideration.

Thank you for your time, and we look forward to your response. If you have any questions or require additional information, please feel free to contact me at [Phone Number] or [Email Address].

Payment Request Letter:

A payment request letter reminds clients or customers of outstanding payments, ensures timely revenue collection and maintains healthy cash flow. Such a request letter serves as a professional and courteous reminder, helping businesses maintain positive relationships with their clients while addressing overdue payments.

I hope this message finds you well. My name is [Your Name], and I am the Marketing Manager at [Your Company]. I am writing to remind you of the outstanding payment for Invoice #[Invoice Number], dated [Invoice Date], for the [Product or Service] provided by our company.

As of today, the total outstanding amount is [Amount], and it is past due by [Number of Days]. We respectfully ask that you complete the payment as soon as possible to prevent any future delays or additional charges.

Please find the attached invoice and payment details for your reference. If you have already made the payment, please disregard this letter and accept our apologies for any inconvenience.

If you have any questions or concerns regarding this matter, please do contact me at [Phone Number] or [Email Address]. We appreciate your prompt attention to this matter and look forward to resolving it soon.

Product or Service Request Letter:

A product or service request letter aims at expressing interest in and gathering information about a specific product or service from a provider. This letter helps businesses communicate their requirements, evaluate potential solutions, and make informed decisions when selecting products or services that best meet their needs.

[Recipient's Name] [Recipient's Company]

[Address] [City, State, ZIP]

I hope this letter finds you in good health. My name is [Your Name], and I am the Marketing Manager at [Your Company]. We are currently working on a [Project or Initiative] and are interested in your [Product or Service] to support our efforts.

We have heard great things about your company and believe your [Product or Service] would be an excellent fit for our needs. Specifically, we are interested in [Detailed Description of Product or Service Requirements].

Please provide us with more information about your [Product or Service], including pricing, lead times, and any available customization options. We would appreciate receiving this information by [Deadline].

Key takeaways:

  • Clear and Concise Communication : Request letters should be written clearly and concisely. Clearly state your request in the opening paragraph, providing all necessary details and context. Use simple words without beefing the text to convey your message effectively.
  • Polite and Professional Tone : Maintain a polite and professional tone throughout the letter. Use courteous language and avoid sounding demanding or entitled. Express gratitude and appreciation for the recipient's time and consideration.
  • Structure and Organization : Organize your request letter in a structured format. Use paragraphs to separate different points and maintain a logical flow. Remember that bullet points and numbered lists facilitate reading and clarity, mainly when listing multiple items or requests.
  • Provide Supporting Information : If applicable, include any relevant supporting information or documentation to strengthen your request. This could consist of facts, figures, or evidence supporting your request's validity.
  • Proofread and Edit : Before sending your request letter, proofread it thoroughly for grammar, spelling, and punctuation errors. Edit sentences for clarity and ensure that your letter reads smoothly. A well-written and error-free letter enhances your professionalism and boosts the likelihood of a positive answer.
  • Follow-Up : If you don't get a response within a reasonable time, consider sending a polite follow-up message. Following up demonstrates your commitment and persistence professionally.

By keeping these takeaways in mind, you can effectively craft a request letter that is clear, respectful, and increases the chances of receiving a favorable response.

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31 Example Request Letters, Guides and Samples

A cordial and tactful request may get you what you want, choose a topic to view example request letters:, more request letters, credit line, information, miscellaneous request, request related, recommended request letter articles.


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formal letter for request

Write a Formal Formal Letter For Request

Write a clear and to-the-point formal letter for request with the help of an AI Letter Writer in minutes. Focus on the message and let AI handle the formatting, tone, and language.

Use Case Example

Formal letter for request.

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Dear Sir/Madam,

I am writing this letter to request your assistance in addressing a personal matter. As a valued member of your team, I am hoping for your guidance and support in resolving the issue that I am currently facing.I would greatly appreciate it if you could spare some time to meet with me to discuss the matter in detail. I am confident that with your expertise and experience, we can come up with a solution that is satisfactory for everyone involved.Thank you for your time, and I look forward to hearing from you soon.

Sincerely, [Your name]

Dear [Recipient],

I am writing to request your assistance in [specific task]. As [reasons for request], I believe that your expertise and resources would be beneficial.I understand that you have many responsibilities and demands on your time, but I would be grateful if you could spare a few minutes to help me with this matter. I assure you that your input would be greatly appreciated and valued.Thank you in advance for your consideration and assistance. Please do not hesitate to contact me if you require any further information or clarification.

Sincerely, [Your Name]

How to write a Formal Letter For Request

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Request letters are powerful written tools used to express a specific need or desire to someone in a formal or informal setting.

Whether it's a job application, a favor from a friend, or a business meeting request, mastering the art of writing effective request letters can open doors and help you achieve your goals.

At their core, request letters serve as a means of communication to politely and clearly express your intentions and seek assistance or cooperation from the recipient.

They provide a structured format to convey your request, provide context, and justify the need for your appeal. They facilitate effective communication, enable you to make a compelling case for your request, and demonstrate your professionalism and respect for the recipient's time and consideration.

This guide will explore the different types of request letters, provide critical components for writing an impactful letter, and offer valuable tips and examples to enhance your letter-writing skills.

So get ready to discover the power of well-crafted request letters and unlock new possibilities in your personal and professional endeavors. Let's dive in!

  • What is the meaning of a request letter?
  • How do I write a letter of request?
  • How to write a request letter of recommendation?
  • What is a good letter of request sample?

Request Letter Definition

A request letter is a formal written document that is written to make a specific request or seek assistance from an individual or organization.

It serves as a means of communication to express one's needs, concerns, or desires. There are various types of request letters, including:

Formal Request Letters: These letters are used for professional or formal purposes, such as requesting information, making inquiries, or seeking permission. They are structured and follow a formal tone.

Job Application Request Letter: This type of request letter is used when applying for a job. It highlights the applicant's interest in a specific position and requests consideration for employment. It typically includes qualifications, experiences, and reasons for seeking the job.

Business Meeting Request Letter: A business meeting request letter is written to request a meeting with another individual or organization for professional purposes. It outlines the purpose of the meeting, desired date and time, and agenda points to be discussed.

Recommendation Request Letter: When seeking a recommendation from someone, such as a former employer, colleague, or professor, a recommendation request letter is used. It politely asks the person to provide a reference or recommendation on the writer's behalf, highlighting their qualifications and suitability for a particular opportunity.

Types of Request Letters

Also Read: How to respond to an interview request?

How to Write the Different Types of Request Letters?

Since there are mainly 4 types of request letters, given below is a breakdown of how you can each type of request letter:

How to Write a Formal Request Letter

Start the letter with a formal greeting, using the appropriate title and name of the recipient. For example, "Dear Mr. Smith" or "Dear Dr. Johnson."

Clearly explain the reason for writing the letter. Be specific and avoid vague or ambiguous language.

Offer relevant details or background information that helps the recipient understand the context and importance of the request.

Explicitly state what you are requesting, including any specific details, dates, quantities, or other pertinent information. If applicable, mention any supporting documents that are attached or will be provided separately.

Maintain a professional and courteous tone in your language and choice of words. Use polite phrases and expressions to convey your request.

Conclude the letter by expressing appreciation for the recipient's time and consideration. Provide your contact information, including phone number and email address, so that they can easily reach you for any further information or clarification.

Carefully review the letter for any mistakes in grammar, spelling, or punctuation. Proofreading ensures that the letter is error-free and presents a professional image.

Also Read: How to write a cover letter in 2023?

How to Write a Job Application Request Letter?

Include your contact information at the top of the letter, including your name, address, phone number, and email address.

Address the letter to the hiring manager or the person in charge of recruitment. Use a formal salutation, such as "Dear Mr./Ms. [Last Name]."

Begin the letter by stating the specific position you are applying for and how you learned about the job opening. Mention any mutual connections or referrals, if applicable.

In the body paragraphs, highlight your qualifications and relevant experiences that make you a suitable candidate for the job. Provide specific examples of your skills and achievements that align with the requirements of the position.

Express your enthusiasm and interest in the company and explain why you believe you are a good fit for the organization. Emphasize how your skills and experience can contribute to the company's success.

Conclude the letter by expressing your appreciation for the opportunity to apply and your interest in further discussing your qualifications. Include a polite request for an interview or the next steps in the hiring process.

End the letter with a professional closing, such as "Sincerely" or "Best regards," followed by your full name.

Carefully proofread the letter for any errors in grammar, spelling, or punctuation. Ensure that the tone is professional and the content is concise and well-organized.

Also Read: How to write a compelling job application?

How to Write a Business Meeting Request Letter?

Clearly state the purpose of the meeting request in a brief and concise manner. Be specific about the agenda or topics you wish to discuss during the meeting.

Use a professional and formal tone throughout the letter. Address the recipient respectfully and maintain courteous and polite language.

Provide a brief background or context for the meeting request. Explain why the meeting is necessary, what issues or decisions need to be addressed, and how it aligns with the recipient's interests or responsibilities.

Suggest potential dates, times, and duration for the meeting, but also show flexibility by offering alternative options. This demonstrates your willingness to accommodate the recipient's schedule and increases the likelihood of a positive response.

Include your contact information, such as your email address and phone number, to make it easy for the recipient to respond or coordinate the meeting. Mention that you are open to any further discussions or adjustments as needed.

Also Read: What is the best format for a formal letter?

How to Write a Request Letter of Recommendation?

When writing a request letter for a recommendation, keep the following tips in mind:

Choose the Right Person: Select someone who knows you well and can provide a strong recommendation based on your skills, qualifications, and character. Ideally, choose someone who has direct experience working with you or supervising you.

Provide Relevant Information: Clearly state the purpose of the recommendation letter and provide the necessary information about the opportunity or position you are applying for. Include details such as the name of the organization, position title, and any specific requirements or qualities they are looking for.

Highlight Your Qualities and Achievements: Provide the person writing the recommendation with specific information about your accomplishments, skills, and qualities that are relevant to the opportunity. Share examples of projects you have excelled in or any notable achievements that showcase your abilities.

Offer Supporting Materials: If applicable, provide additional supporting materials such as your resume, transcripts, or a list of projects you have worked on. These materials can give the recommender a comprehensive understanding of your qualifications and enable them to write a more detailed and personalized recommendation.

Be Timely and Grateful: Request the recommendation well in advance, giving the person enough time to write a thoughtful letter. Express your gratitude for their time and willingness to support you. After receiving the recommendation, be sure to follow up with a thank-you note or email to show your appreciation.

Also Read: How to ask for a professional letter of recommendation?

Sample Letter of Request

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient's Name] [Recipient's Position] [Company/Organization Name] [Address] [City, State, ZIP Code]

Dear [Recipient's Name],

I hope this letter finds you well. I am writing to kindly request [state your request] and seek your assistance in this matter.

[Provide a brief introduction explaining your background and the purpose of your request.]

After careful consideration, I have concluded that [explain why you believe the recipient is the right person to help you with your request]. I greatly admire your expertise and [mention any specific experiences or accomplishments of the recipient that have inspired you or demonstrated their competence].

[Clearly and concisely state your specific request]. [Provide any necessary details, such as deadlines, important information, or any supporting documents that may be required].

I understand that you may have numerous commitments and responsibilities, and I genuinely appreciate your time and consideration. Should you require any additional information or have any questions, please do not hesitate to contact me at [your phone number] or [your email address].

Thank you in advance for your attention to this matter. I eagerly await your response and sincerely hope for a positive outcome.

Yours sincerely, [Your Name]

Also Read: What are some of the best and simple cover letter templates that you can use in 2023?

FAQs About Letter of Request

  • What type of letter is ‘request’?

A request letter is a type of formal communication written to make a specific appeal or seek something from an individual or organization.

  • How do I write a letter of request for permission?

When writing a letter of request for permission, it is important to be polite, clear, and concise. Start by addressing the recipient respectfully, clearly stating the purpose of the request, providing necessary details and justifications, and conclude with a polite closing expressing gratitude for their consideration.

  • How to request a recommendation letter?

When requesting a recommendation letter, it is important to approach the person professionally, provide them with relevant information about your achievements and goals, and kindly ask if they would be willing to write a strong and positive recommendation on your behalf.

  • How to write a letter of request for sponsorship?

When writing a letter of request for sponsorship, clearly explain the purpose of your request, highlight the benefits for the sponsor, and demonstrate your passion and commitment to the cause or event you are seeking sponsorship for.

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formal letter of request sample

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formal letter of request sample

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  • Outlook templates

Writing persuasive request letters: tips and samples

Svetlana Cheusheva

If your job involves business correspondence, then you certainly write request letters , occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.

Shared Email Templates

As to request for money letters , all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.

Time-saving tip ! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then, you will be able to send personalized custom-tailored business emails with a mouse click!

All it takes is the Shared Email Templates add-in that you can see on the right. Once you have it in your Outlook, you won't have to type the same phrases over and over again.

Just double click the template and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!

Don't hesitate to check it out right now; a free version is available for download on Microsoft AppStore .

Well, back to writing business letters, further on in the article you will find:

Business letter format

A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.

You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.

  • Date . Type a date a few lines below the letterhead or return address. The standard is 2-3 lines (one to four lines are acceptable).
  • Re: Invoice # 000987
  • Re: Your letter dated 4/1/2014
  • On-Arrival Notices (optional) . If you want to include a notation on private or confidential correspondence, type it below the reference line in uppercase, if appropriate. For example, PERSONAL or CONFIDENTIAL.
  • Attention Line (optional). Type the name of the person whom you're trying to reach. If you wrote the person's name in the Inside Address, skip the Attention Line.
  • Dear Dr. Brown:
  • Dear Ms. Smith,

If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:

  • Dear Sir or Madam
  • To Whom it May Concern
  • Body . This is the main part of your letter, usually consisting of 2 - 5 paragraphs, with a blank line between each paragraph. In the first paragraph, write a friendly opening and then state your main point. In the next few paragraphs, provided background information and supporting details. Finally, write the closing paragraph where you restate the purpose of the letter and request some action, if applicable. See tips on writing persuasive business letters for more details.
  • Respectfully yours (very formal)
  • Sincerely or Kind regards or Yours truly (most useful closings in business letters)
  • Best regards, Cordially yours (slightly more personal and friendly)
  • Signature. As a rule, a signature comes four blank lines after the Complimentary Close. Type your name below a signature and add a title, if needed.
  • Enclosures: 2
  • Enclosures (2)

Sample Donation Letter

10 tips to write persuasive request letters

Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.

  • Know your addressee . Before you start composing you request letter, ask yourself these questions. Who is my reader and how exactly can they help me? Are they decision makers or will they just pass along my request to a senior officer? Both the style and contents of your request letter will depend on the reader's position.
  • Do not be verbose . Be clear, brief and to the point. A rule of a thumb is this - don't use two words when one would suffice. Just remember the famous quote by Mark Twain - "I didn't have time to write a short letter, so I wrote a long one instead". A person in his position could afford that, and… he was not requesting anything : )

Here's a very poor example of a cover letter: " In every regard, my qualifications appear to be consistent with the desires expressed by your advertisement and based on the voice of your company's blogs, I really think that I was meant to be a [Position] in your company."

And this is a good one: " I have good skills and experience in [Your area of expertise] and I would be most grateful if you consider me for any suitable position."

  • Add call to action . Put action in your request letters wherever is possible. The easiest way is to use action verbs and the active voice rather than passive.
  • Convince but do not demand . Do not treat your addressees as if they owe you something. Instead, catch the reader's attention by mentioning common ground and emphasize the benefits of acting.
  • Do not be burdensome . Give readers all the information needed and tell what exactly you want them to do. Simplify the job for the person to respond - include contact information, direct phone numbers, give links or attach files, whatever is appropriate
  • Write in a friendly way and appeal to the reader's feelings . Though you are writing a business letter, don't be superfluously businesslike. Friendly letters make friends, so write your request letters in a friendly way as if you are talking to your real friend or an old acquaintance. We are all humans, and it may be a good idea to appeal to humanity, generosity, or sympathy of your correspondent.
  • Remain polite and professional . Even if you are writing an order cancellation request or complaint letter, remain polite and courteous, simply state the issue(s), provide all relevant information and be sure to avoid threats and calumny.
  • Mind your grammar ! Rephrasing a well-known saying - "grammar counts for first impressions". Poor grammar like poor manners may spoil everything, so be sure to proofread all business letters you send.
  • Review before sending . When you have finished composing the letter, read it aloud. If your key point is not crystal clear, write it over. It's better to invest some time in re-writing and get a response, than make it fast and have your letter thrown away in a bin straight away.

Samples of request letters

Below you will find a few examples of request letters for different occasions.

Sample letter of recommendation request

Dear Mr. Brown:

I hope you are doing well. I have warm memories of your remarkable leadership and support for teachers during my employment at XYZ High School.

Presently, I am applying to XYZ school district and am required to submit three letters of recommendation. I am writing to ask if you would write a letter of recommendation on my behalf.

I would like to provide you with some background information that may assist you, should you decide to write this letter <your background information>.

Request for information

Thank you for submitting your resume in response to the <position> we advertised. In addition to your resume, we also need three references and a list of past employers for the past three years, along with their phone numbers.

Our policy is to thoroughly review the background of each candidate in order to select the most suitable person for this job.

Request for character reference

<Applicant> has applied with our company for a position in our <department>. He / she has given your name as a character reference. Would you be kind enough to provide us with your written evaluation of this person.

Donation request

I am sending this to you as a fellow member of our community. I'm sure that you value living in such a quiet and peaceful neighborhood, just like I do.

You know, sometimes in order to keep one's community quiet and peaceful one has to take action. As you may know, our local Community Committee has been meeting over the past two months to try to find ways to reduce the break-in rate in our area. Last week they released their recommendations on how best to combat that problem.

Their primary recommendation calls for increased police and security patrols to supplement the local Neighborhood Watch program. Unfortunately, the needed amount is not included in this year's municipal budget allocation.

Therefore, as a concerned member of this community I have decided that my business will donate $ for every $ raised in the community to cover the additional security costs. I urge you to join me today in supporting this worthy cause for our common good.

To make your donation today you can drop in to either one of our two stores and deposit your donation in the boxes provided near the front cashes. If you can't make it to the store, please send a check or money order, made out to "XYZ" and mail it to the address listed above.

Requesting a favor

I am writing you to ask you for a favor that I hope you could do for me.

In less than three months I will be taking the <Examination>, with the hope to enter the <University or College>, where they have the best graduate school program for the course that I am interested in.

The school places an extremely high emphasis on a student's success in the exam, which is why I feel extremely pressured to get an above average score on the Graduate Record Examination.

Because you recently graduated with a degree in <science>, you are naturally the first person I thought of when considering who I could approach to assist me. I am not asking for too much time, I would really appreciate any pointers you could give me and a few lessons on the <sections>, which I feel are my weakest points.

Request for product return / replacement

On <date> I placed an order for the <product>, received it on <date>. I have discovered that the purchased product has the following problem: <add details>

Since the product you delivered is not of satisfactory quality <is not fit for the purpose>, I am entitled to have it <repaired / replaced> and I would request that you confirm that you will do this within the next seven days. I also require you to confirm whether you will arrange for the <item> to be collected or will reimburse me for the cost of returning it.

And this is all for today. Hopefully, this information will help you compose properly formatted business letter in general and persuasive request letters in particular, and always get the desired response. Thank you for reading!

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formal letter of request sample

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What I need is how to write an effective email, to the company's Ombudsman. As I get only one shot at obtaining their assistance, it must be extremely effective. I understand that with their help, the offer that SHRA had presented to myself. Could now be successfully fullfilled. I believe COVID-19, with all of it's reprocussions, was the cause of this oversite. Once the nationwide shut down took hold, none of my calls were returned. Along with the SERA program which consumed the Sacrament SHRA office. At this point I only attempted to contact SHRA every 3 to 4 months.

Please, with your help, the offer that SHRA presented to me, late November 2020. Can and will be successfully completed. By doing this, you will have provided a disabled senior citizen, the ability to maintain their independence, to feel safe and secure in their home. An AFFORDABLE environment is all I ask and pray for. Please help.

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formal letter of request sample

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IELTS General Writing Task 1: Request Letter

IELTS Request Letter is a formal or semi-formal type of letter where you request some information.

Here is an example how the task may look like:

WRITING TASK 1 (General)

You should spend about 20 minutes on this task.

You have just started a course in a college which has no sports facilities of its own. Write a letter to the manager of the nearest private sports club. In your letter

  • introduce yourself
  • say why you are interested in this sports club
  • ask some questions about the club e.g. facilities, members, costs

Write at least 150 words.

You do NOT need to write any addresses.

Begin your letter as follows:

Dear Sir or Madam,

Note! You will find the IELTS Request Letter Sample with grammar corrections and estimated band score down below.

Note that in some cases this letter may be informal as well. For instance, if you have to write a letter to your friend to request information about something. If that is the case, use the informal letter style along with request letter structure and phrases to compose the letter.

IELTS Request Letter Structure & Vocabulary

We have prepared a list of common phrases for you that you can use in your IELTS Request Letter to structure the letter and ensure you use the right tone.

drawer filled with documents


  • 1 Dear Sir/Madam, (or name if given)
  • 2 The purpose of the letter: explanation, the reason for writing
  • 3 Explanation in more detail
  • 4 Formal ending, name, signature
  • Dear Sir/Madam, (or name if given)
  • I am writing to ask for information about membership in the Snap Fitness Sports club
  • I am writing to ask for a complete itinerary of a trip to Africa that I booked with your company
  • I am writing in response to ... / I was interested in your advertisement in ...
  • I am writing to inquire about ...
  • I have read your advertisement of the … and would like to get more information
  • What information do I request?
  • The information I would like to obtain should include the following:
  • Firstly, I would like to know ...
  • I would be grateful if you could tell me what the price is.
  • I wonder if I need insurance / I wonder if you could ...
  • I would be interested to know if I will get a certificate
  • I would like to know more about ... / I would be grateful if you could ...
  • I wonder if you could possibly tell/send me …
  • Could you possibly send … / May I request …?
  • Could you please send me further details …?

background, writing correction markups

  • I would appreciate (it) if you could inform me as soon as possible
  • I would like to receive it as soon as possible but not later than a week before the flight
  • In what form?
  • You could send the above-mentioned information to my e-mail or a fax
  • It would be of great help if you could fax me the details
  • You can contact me on my mobile phone number which is: 0454 ...

I look forward to hearing from you!

  • I look forward to receiving a prompt reply!
  • Yours sincerely, ... (you know the name of person you are writing to)
  • Yours faithfully, ... (you don't know the name!)

Useful phrases

  • First of all, I would like to know
  • I would be grateful if you could inform me ...
  • I would appreciate it if ... / I would also like to know whether ...
  • I would be interested in knowing ...
  • I would be very grateful if you would/could reply as soon as possible
  • Thank you in advance for your assistance!
  • I look forward to your reply at your earliest convenience
  • The trip I refer to starts on March 12, 2022

IELTS Request Letter Sample (Corrected)

Begin as follows: Dear Sir or Madam,

I am writing to inquire about the Snap Fitness sports club.

My name is John Smith I am the a first year student at Western College. I was I have just announced discovered that my college does not provide any sports facilities as of yet. However, I found Snap Fitness to be the nearest sports club and thought would like to request for more information about it .

Firstly, I am wonder ing if you could possibly give me a small overview of the available facilities. It would be interesting to know whether the club offers some sports classes and personal training s etc sessions .

Secondly, I would be interested to know how big is the gym area is and what types of equipment are available.

Lastly, I am wonder ing what kind of membership programme the club offers. Do you have monthly ( or weekly ) based tickets available or do I need to sign a binding contract up for a longer period ?

I would appreciate it if you could send ( me ) the details to my email.

Yours faithfully,

(167 words)

Band Score Estimate (prior to corrections)

Brief comments:

You don't need to introduce yourself by name; what they want is for you to say who you are in relation to the sports club.

  • 'I was just announced' It was announced
  • 'just' is usually used only with the present perfect tense: 'I have just discovered'
  • 'think to + verb' is a very rare construction in English
  • a few grammar inaccuracies that don't affect comprehension
  • very clearly organised, fully answered and appropriate

IELTS teacher Claudia

"I have 7+ years of IELTS teaching experience . I will correct your grammar and give suggestions for more appropriate word use. I will give you tips on how to answer the question in the way the IELTS examiners expect." — Claudia, IELTS teacher from the UK


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Types of Letters

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Job Application Letter

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Complaint Letter

woman writing a formal letter

Business Letter

Request letter.

pen and paper

Informal Letter

ielts linking words, one missing puzzle piece

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Sample Letters of Request

As a college instructor and communication expert with extensive nonfiction and educational writing experience, Mary shares tips and advice related to a wide variety of topics.

Learn about our Editorial Policy .

If you're having trouble deciding how to ask for something in writing, reviewing a sample request letter is a great way to get ideas and inspiration. Instead of staring at a blank screen trying to figure out how to get started, take a look at the sample letters below.

8 Request Letter Templates

The example letters of request below are provided in a printable format so that you can easily customize the text for your own purposes. Simply click the image and the letter will open as a PDF that you can edit, save and print. If you need help downloading the letters, check out these helpful tips for working with Adobe printables .

  • Effective Thanksgiving Donation Letters for Any Organization

1. Supplier Request for Materials or Information

When you're shopping for products or services from vendors, it's sometimes a good idea to submit a request for information in writing. The following sample letter of request for materials or information needed can be used to ask suppliers to send details about products, services, or materials needed.

2. Customer Feedback Request

With so many businesses asking customers to complete satisfaction surveys, you may find that you get better results if you send a formal letter when asking customers to provide feedback. Use this sample document as a starting point for your request.

3. Ask Customers to Write a Review

With consumers relying so heavily on reviews to make purchase decisions, it's a good idea to encourage your satisfied customers to share their positive experiences online. Sending a letter is a respectful way to make this type of request that may inspire action. Use this template for guidance.

4. Sample Request Letter for Documents

If you need to request a copy of a document, such as a signed lease agreement, warranty, or other type of contract, it's a good idea to send a formal letter of request. Use this template to help you get started.

5. Interview Request Letter

If you are interested in learning about possible employment opportunities with a company, submitting a written request for an interview, along with you resume, can be a good way to get started. The letter below provides an example.

6. Pay Raise Request Letter

If you're ready to request a pay increase formally, it's a good idea to submit your request to your boss in writing. Use this sample letter as a starting point, being sure to customize key points to your specific situation.

7. Letter to Ask for Donations

If you need to ask for donations, use one of these sample letters asking for donations as a starting point. You'll find versions appropriate for different kinds of donation requests, including requests for specific projects, general donations, sponsorships and more.

8. Request for a Letter of Recommendation

If you need to ask someone to write a letter of recommending you for a job, scholarship, award, or membership in an organization, use this template for a letter of recommendation request. It provides a great way to get started, though of course, you'll need to customize it to your specific request.

General Tips for Writing a Letter of Request

You can increase the chances of the recipient of your letter agreeing to what you ask them to do by following a few simple steps for writing business letters . The following suggestions will help you write an effective letter of request:

  • Use an appropriate business letter format.
  • Keep it simple. In the first paragraph, tell the recipient why you are writing.
  • If appropriate, provide the recipient with pertinent information to help them remember who you are. For example, if you are writing to a former professor, explain what class you were in and the year. In the case of writing to a former supervisor, remind the person when you worked with them. These details help readers place where they know you from.
  • Briefly explain what it is you want the reader to do. If there is a deadline involved, share that information as well.
  • Give the reader all the information they need to comply with your request.
  • Include any supporting documentation the recipient may need.
  • List your contact information, including full name, mailing address, phone number and e-mail address in the body of the letter. Ask the reader to contact you if they have any questions or concerns about your request.
  • Thank the person for his or her consideration.
  • Bring the letter to its conclusion by using an appropriate closing for professional correspondence.

Consider the Reader

When you write your letter of request, put yourself in the shoes of the person who will read it. This is important whether you're sending a letter of request to a supplier, customer, employee, or other individual. Proofread a draft of your letter to ensure it is free of errors and makes sense as written. Double check that the reader won't need any further information to decide whether they can say yes to your request. Make any changes necessary before sending the letter.

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How to Compose a Professional & Persuasive Request Letter

Last Updated: April 13, 2023 Fact Checked

Letter of Request Template

Writing a draft, finalizing the letter, preparing to write.

This article was co-authored by Melessa Sargent and by wikiHow staff writer, Dev Murphy, MA . Melessa Sargent is the President of Scriptwriters Network, a non-profit organization that brings in entertainment professionals to teach the art and business of script writing for TV, features and new media. The Network serves its members by providing educational programming, developing access and opportunity through alliances with industry professionals, and furthering the cause and quality of writing in the entertainment industry. Under Melessa's leadership, SWN has won numbers awards including the Los Angeles Award from 2014 through 2021, and the Innovation & Excellence award in 2020. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 599,437 times.

Letters of request can serve many purposes, and at some point, you’ll likely have to write one. Whether it's to ask for a charitable contribution, a chance to make up a missed exam, a meeting with an expert in your field, or a document you need for a report you're writing, the style for writing these letters remains the same. If you need to write a request letter and don’t know where to begin, check out our handy guide below to make your letter more professional and persuasive.

Things You Should Know

  • Type your letter of request in a single-spaced legible font, like Times New Roman, and maintain an extra space between paragraphs.
  • Introduce yourself in the first paragraph, and briefly address why you are writing.
  • Describe your request more fully in the body of the letter, maintaining a respectful tone throughout. Be thorough but concise when you make your request.
  • Close your letter by letting the recipient know when you need your request fulfilled by (if there is a deadline) and thanking them for their consideration. Sign off politely.

formal letter of request sample

  • You may also include a subject line after the recipient's address, but this is optional.
  • Some people prefer to receive hard copies of your letter, but in some instances, sending your letter of request as an email may be acceptable. In this case, you won’t need to include the full address of the recipient, but still include your contact info.

Step 2 Start the letter with a salutation.

  • If you know the person you are writing to, you can use their first name, e.g. "Dear Tim." Otherwise, use the person's last name and the proper title, (eg. Dr., Mr., Ms. or Mrs.).
  • If you don’t know the name of the person you are writing to, use a salutation like "Dear Sir or Madam," or "To Whom It May Concern."

Step 3 Write an introductory paragraph.

  • If you have had any previous interaction with the recipient of your letter, the opening paragraph is also a good place to remind them of the nature of your association or the contact you've had in the past.
  • For example: "I am a student in your drama 101 class," "I'm the president of the Boston Citizens Charity Fund, an organization you've generously donated to for the last 10 years," or "I contacted you last month about the possibility of a class trip to your amusement park."
  • Establishing a connection may promote feelings of affinity with you that might increase the chances of your request being granted.

Step 4 Write a body paragraph.

  • Be thorough but brief when asking for what you want . Clearly explain what it is you are requesting and why the matter is worthy of consideration, but don't share your life story.
  • Leave the reader with no doubt as to what you want. For example: "I'm hoping you'll consider repeating your generous contribution this year," or "I'd like to respectfully request an opportunity to resubmit this paper."
  • Be factual, but be courteous, and keep emotions in check. For instance, opt for "I was very disappointed when I saw my grade. I would appreciate the opportunity to retake the exam" over "I'm so mad about this grade and I want a do-over!"

Step 5 Write a concluding paragraph.

  • For example, if you’re writing to request information or a meeting with someone that must occur before a certain date to be of any use to you, politely make that clear in the conclusion.
  • Even if your recipient ultimately does not grant your request, the fact that they have taken the time to read your letter and consider your wishes is worthy of thanks.

Step 6 Close the letter...

  • If you’re sending a physical letter, leave 4 lines of empty space between the closing and your typed name. In this space, sign your name with a pen.
  • If you’re enclosing any materials with your letter, insert this information after your closing, e.g. "Enclosures: 2."

Step 1 Set the letter aside for a few days before sending it.

  • Try not to write your letter of request at the last minute. However, if you don’t have the time to let the letter incubate for a few days, enlist a friend to read it over for you before sending it off. They’re likely to catch errors you may have missed.

Step 2 Edit

  • A good way to assess your writing is to read your letter out loud. This will help you to notice any missing words and generally get a sense of whether the language flows well and strikes the appropriate tone.
  • Try reading your letter backwards. This will help you catch grammatical or spelling errors you may have skimmed over while reading straight through. [7] X Research source

Step 3 Proofread the final draft.

  • It's a good idea to have someone else read your letter for this purpose as well. It’s much easier to overlook your own errors. [8] X Research source

Step 4 Send your letter.

  • If you’re struggling to begin brainstorming , get 3 blank pieces of paper and label them "why I am writing this letter," "the purpose of this letter," and "other thoughts."
  • Without worrying too much about details, take a few minutes and list your thoughts about the letter on these 3 pieces of paper.

Step 2 Consider your audience.

  • For example, what is this person's position, and how can they be of help? Will this person be making a final decision about your request, or making a decision about whether or not to pass your request on to a higher authority?
  • It's also a good idea to consider the recipient's knowledge of the topic you’re writing about. If your reader is not well-versed in the topic you are writing about, this will necessitate a different type of writing (i.e., use of simpler language and the inclusion of more background information) than if your recipient is already an expert on the matter.

Step 3 Make an outline.

  • Consider the main points you want to make and the secondary points you’ll use to support those points. Make sure your ideas are organized in a way that will make sense to your reader.

Community Q&A

wikiHow Staff Editor

Video . By using this service, some information may be shared with YouTube.

  • Make your request confidently and persuasively, but don't make demands. Don't try to manipulate your reader with emotional appeals, threats, or unrealistic promises. These types of appeals are more likely to offend your reader than persuade them. Thanks Helpful 0 Not Helpful 1

formal letter of request sample

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About This Article

Melessa Sargent

To write a letter of request, start by greeting the recipient with “Dear,” followed by the person’s last name and title, or “To Whom It May Concern.” Then, briefly explain who you are and why you’re writing in the 1st paragraph. Next, provide additional context and details about your request in the 2nd paragraph. After that, use the 3rd paragraph to note any time constraints, and express your appreciation for their consideration. Finally, close with something like “Sincerely” or “Respectfully,” and your signature. For more information, including how to format your letter so it looks professional, read on! Did this summary help you? Yes No

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