by Svetlana Cheusheva, updated on
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.
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:
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.
If you are writing on stationery with a letterhead, then skip this.
The standard is 2 lines below the previous item you typed, one to six lines are acceptable.
If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:
The closing is typically typed at the same vertical point as the date and one line after the last body paragraph. Capitalize the first word only and leave three or four lines between the closing and the signature block. If the salutation is followed by a colon, add a comma after the closing; otherwise, no punctuation after the closing is required.
Below you can see a properly formatted sample donation letter. It's always easier to understand from examples, isn't it?
Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.
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."
Remember, if your request letter looks easy to read, it has a better chance to be read!
And finally, if you've got a response to your request letter or the desired action is taken, don't forget to thank the person. Here you can find sample thank you letters for all occasions.
Below you will find a few examples of request letters for different occasions.
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>.
Attached, you will find a copy of my most recent résumé. Please feel free to contact me if you need any additional information. I look forward to hearing from you, and I thank you in advance for your time.
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.
Thank you for your assistance. We are looking forward to hearing from you.
<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.
Please rest assured that your response will be treated with confidentiality. Thank you in advance.
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.
Thank you in advance.
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.
I hope that you will give me a positive response. Thank you in advance.
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.
I look forward to receiving your satisfactory proposals for settlement of my claim within seven days of the date of this letter.
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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