Business Request Letter (Template & Sample)

Business request letters allow for proper running in the professional world. They are a medium through which professionals ask each other for items or favors. Depending on the nature of your business, they can be useful in requesting information, funding, donations, payments, repairs, services, products, and much more.

Because a business letter is a professional correspondence, what you write will often reflect you and your business. This is why you should always maintain a professional and courteous tone.

In this article, we look at how to structure and word an appropriate formal business request letter.

There are many reasons for drafting a business request letter. Your purpose for writing will often determine what you include in your letter. However, there are ways to ensure any business request correspondence you write is effective. These include:

  • Restrict your letter to one request – It is advisable to cover a single request letter. Doing this will allow you to keep your message concise and to the point. It will also increase the chances of your recipient honoring the request. If you wish to make multiple requests on one recipient, use several letters.
  • Use a clear and open format – If you cram your sentences and paragraphs, the recipient might not read the letter to the end. Try to segment ling sentences and use simple vocabulary. It is also best to present each idea in its paragraph.
  • Keep to the point – Once you have briefly introduced yourself, give your reason for writing. Avoid any long and unnecessary stories as they may shed you in an unprofessional light. The best way to achieve a precise letter is to read through your draft and cancel any sentences that are not crucial to the message.
  • Use professional business language – Remember, you aim to communicate your request as clearly as possible. This could prove impossible if you use unfamiliar jargon in your letter. Try to stick to standard business vocabulary. Avoid using a word or phrase unless you are sure the reader will understand it.
  • Use the right tone – This is a request letter, not a demand. You want to come off as courteous, friendly, and professional. Thank the reader for their time and offer to clear any misunderstanding or questions that may arise from your letter.
  • Include your contact information – This should help the recipient reach you easily if they have further questions concerning your request.
  • Close with your signature – As this is a formal correspondence, include your official name, job title, signature, and company name.

Business Request Letter (Format)

{Date}

{Recipient’s Name/Job Title}

{Recipient’s Address}

{City, State, Zip Code}

Subject: Request for {Nature of Request}

Dear {Mr./ Mrs./Ms. Last Name},

I am writing this letter to request {explain nature of request}. I would appreciate it if you {state what you would like the recipient to do e.g., supply me with 300 electric poles or honor your invoice}. Your compliance will allow me to {mention why the request is important}.

If possible, kindly honor this request by {date} for {explain why the request is urgent}. You can contact me on {email address} or {phone number} if you have more questions regarding this matter.

Thank you for your cooperation.

Sincerely,

{Your Name}

{Job Title}

{Company Name}

Sample Business Request Letter for Contract

13 August 2035

Alexa Chang

ABC Company

123 8th Street

Oakland, CA, 34251

Subject: Request for System Upgrade Contract

Dear Mrs. Chang,

Please accept this letter as a formal request for the System Upgrade Contract 345/XYZ/89. My company, XYZ Solutions, would like to help your company upgrade your communication system to the latest software. We previously worked together on a project of the same nature. I found the experience smooth and efficient.

Please find attached a document detailing our services and price quotations. I am happy to answer any questions you might have through my phone number 555 4673 673. You can also email me at jessicahale.com.

I look forward to hearing from you at your earliest convenience.

Thank you.

Sincerely,

Jessica Hale

CEO XYZ Solutions

Business Request Letter for Contract (Word Template)

Details
File Format
  • MS Word

Conclusion

Your tone is of the utmost importance when drafting a business request letter. If you are not careful, you could end up sounding demanding, threatening, or unfriendly. This will be counterproductive in achieving your objective for writing in the first place. Try to put yourself in the recipient’s shoes. Use polite language and proofread your letter to eliminate any inappropriate words.

Finally, always include your contact information in the letter so the recipient can get back to you.