Request Letter | Tips and How to information on the Letter of Request

I get a lot of readers asking me how to request for something. There are so many, I have decided to create a new page just for this subject.

A letter of request is basically used to ask for information or to request someone to do or give something.

A request letter, in most situations, is not the best option available to you. When you want something from someone, especially someone in the same office, it is better just to talk to the person. Then follow up with a request letter if you need a record.

Side note: In my experience, most people want to write a request letter because they want to use it as an avoidance strategy. This avoidance strategy is often used to either avoid conflict or worse still, to avoid responsibility or assign blame.

When used to avoid conflict, the recipient is usually someone the writer does not get along with. So instead of taking a short walk to the table, picking up the phone or having a meeting, they just send an email.

When a project looks like it will fail, many toxic employees used the request letter to avoid responsibility or assign blame, they have the following excuse: I have sent an email to such and such person requesting for xxx. They took their time giving me xxx, so it is not my fault.

The usage of this strategy often leads to some of the worse places to work. So please dont do it. I am including this advice here because you need to know if someone is trying to do it to you.

In some situation, it may be appropriate to send a letter or an email. Mostly, to outside organizations. For example, an audience with The Pope. Even then, I would try to contact someone in the Vatican before I write a formal request letter.

How to write a request letter?

The actual process to write a request letter is simple:

If you take my advice, then you should thank the person for talking to or meeting with you.
Restate the request. Be polite.
Provide as much information as necessary.

If necessary, send a reminder letter at a future date.

Request Letter Questions

Command Sentences

What is another way to ask of someone to do a certain task or draw their attention to a matter without using "Please be aware or advised"?

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Answer:

To ask someone to do something, you might consider using one of the following phrases:

- Please consider
- I would appreciate it if you would
- I hope you can help with
- Can you do me a favor and (do whatever)

To draw someone's attention to something, you might consider using one of the following phrases:

- Please note that
- We are pleased/happy to announce
- We regret to announce

I hope this helps.

Warmest Regards,
Dax Cheng

Request change of schedule

by Maria Rivas
(San Jose)

Victoria
manager,

Victoria, on April 01, 2009 I gave you a verbal request to change my alternate schedule because, I have issue with my mother with taking her to doctor appointments that the care facility services hospital cannot provide.

I have not gotten a respond and now its May 01, 2009 I would to have a feedback for my request.

If you feel that you cannot approve this I would like to request to have my two furlough days on May 05, & 12 and vacation on May 19 & 26 for the month of May 2009.

Thank you,

Maria

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Answer:

Hi Maria,

The draft request letter you wrote is acceptable. I would add a thank you note at the start of the letter thanking her for listening to you.

Regards,
Dax

Writing an email to previous boss

by Peter
(South Africa)

I want to send an email to my previous boss with regard to him finding me a job.

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Answer:

Hi Peter,

As with a lot of questions I get, I would advice on talking to your previous boss personally. After all, you are asking a favor.

This is a situation that is not appropriate to just send a letter or email.

After you talk to him/her, follow up with a thank you letter.

Regards,
Dax Cheng

Letter to customer to change the bank account information

by Saeed Taimur
(Houston)

I just want to write a letter, that i going to change my bank and I want to inform my customer that please change my bank account information as we have new account.

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Answer:

This is what you should say in your letter.

I would like to let you know that I have decided to switch to a different bank. As such, please send future payments to the following:

[Insert bank details]

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Regards,
Dax

Interested In Becoming a Distributor

by Victor Oluwaseyi Adeniran
(Nigeria)

Please how can you write a letter to a company that you're interested in purchasing some goods in that company and marketing it in your own country?

Thanks.

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Answer:

Hi Victor,

I believe what you are referring to is that you want to be a distributor for the company. If this is true, send them a simple letter (do not use email as most will not take you seriously). Better yet, try to meet them in person.

In the letter, state the following:

1: You would like to distribute their product.

2: Include the information about who you are, what kind of a distribution setup you have, and anything that will make them interested in partnering with you.

3: Ask for their terms and conditions to be a distributor.

Good luck with your new business.

Regards,
Dax

Request for another two weeks extension leave

by Hana Seuao
(Brisbane)

Can you help me how to write a apology letter to my boss and request for another two weeks extension leave.

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Answer:

Hi Hana,

I would rather you call me if I was your boss.

However, if you have no choice but to send a letter, then you can say I am sorry but I have to request for another 2 weeks of leave. Then state your reason.

The following is a sample:

I thank you for approving my previous request for unpaid leave. However, I am sorry but I have to request an extension to the unpaid leave for another two weeks to allow me to attend to my mother who is still in intensive care.

I appreciate your consideration.

Regards,
Dax

Employee Request for Leave Letter

by Prem

Hi,

I would like to say thanks first for this great service.

I wish to suggest you to add employee leave letter in different formats.

Thanks and Regards,
Prem.

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Answer:

Hi Prem,

Thank you for passing along your appreciation. I try to answer as many questions or request as possible and I am grateful people find it useful.

When you say employee leave letter, I assume you are requesting for a sample to request for leave.

When you request for leave, it is a good idea to talk to your boss first. Then follow up with a formal request. This way, you can discuss the reason for the request and any outstanding work that you might have. Your boss is more likely to approve the request if he/she knows that they have enough resources to cover the work.

As requested, the following is a simple leave application request.

I would like to apply for five days off work on 8th to 12th of March 2010.

As discussed, in my absence, my duties will be assigned to Bonnie and Clyde.

Thank you very much for you consideration.

Regards,
Dax

Write an application for maternity leave

by Sweety
(Dhaka, Bangladesh)

How to write an application of maternity leave for 3 months?

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Answer:

Hi Sweety,

First of all, congratulations on your new baby. Every country has different laws on minimum maternity leave period. I do not know the laws in Bangladesh but I would assume it is one month.

I have made the following assumptions in coming up with a sample for you:

1. By law, the minimum maternity leave period is 1 month.

2. You have 20 days of annual leave.

3. Taking the weekends into considerations, you will need to take 1 month unpaid leave to make 3 months.

The sample request letter below can be modified to fit your situation:

I am writing to request a three-month maternity leave. The expected due date for delivery is 25th January 2010. I would like to commence maternity leave from 25th of December 2009.

I understand that the maternity leave available is only one month, so I am also requesting to take my annual leave and unpaid leave. The schedule of each leave is as follows:

1: Annual Leave 25 Dec 2009 to 24 Jan 2010 (20 Days)

2: Maternity Leave 25 Jan to 25 Feb 2010 (1 month)

3: Unpaid Leave 26 Feb to 25 Mar 2010 (20 days)

I will complete as much of my assigned task before commencing my leave. (Note: You may also consider giving a proposal for your work coverage and communications during the leave)

Thank you for your consideration.

Regards,
Dax

Inquiries to a company

by Ahmed
(Riyadh)

Inquirer if the company offering the course or shall I have to searcher for this out side.

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Answer:

Hi Ahmed,

Be specific about what type of information you are seeking. Consider your needs before you write. When contemplating the purchase of a product or service, detail precisely the criteria you will consider before making a decision. The more specific you are in your requests, the more knowledgeable you appear.

If your request is an urgent one, indicate that within your correspondence. Provide specific details as to why your request is urgent.

When comparison shopping, make sure you ask the same questions of each company. This will allow you to make an informed decision.

Request a written proposal or quotation. In response to your request letter, a company may take the opportunity to sell you on their product. This is understandable, but your ultimate goal is to gather information, not to be sold on the spot.

When asking for a proposal or quotation, include the information necessary for a company to respond appropriately. For example, when inquiring about a training course, detail the type of training in which you are interested.

Adopt a tone appropriate to your correspondence.

Here is a letter that inquires about a training course as requested:

Dear Mr. Catbert:

I am interested in taking up a course on The Meaning of Life. Please send me more information about your course. A list of training, fees, and references would be appreciated.

Thank you for your time.

Sincerely,

Regards,
Dax Cheng

Related Post: Reminder Letters