A Request Letter is a formal letter written to request something from an individual, a company, or an organization. When you are writing a request letter, you are asking someone to take the time to read your letter, consider your request, and act on that request. Request letters should be written in a kind, appreciative tone. When you ask someone to do something for you, make it as easy as you can for them to accomplish the task. For instance, if requesting donations, include a postage-paid, self-addressed envelope.
Request letters should clearly state the nature of the request you are making. Appeal to the recipient’s better nature by stating the importance of the request and the benefits that their assistance can bring. If you are asking for a referral, offer information about the position you are hoping to obtain. If you are asking for a transfer to another location, tell your employer how beneficial the transfer would be, not just for yourself but for the company. Be clear, professional, and polite.
Request Letters
How to Write a Request Letter
When you are preparing to write a letter requesting something, clarify why you are making the request and if there is a deadline after which the assistance can no longer be helpful. For instance, if you are applying for a scholarship and are asking for a letter of recommendation, let the recipient know when the recommendation must be mailed to the appropriate organization.
- Tell the recipient who you are
- Tell the recipient what you are requesting
- Explain the benefits of the assistance
- Offer several alternatives for assisting, if possible
- Make it as simple and easy to assist as possible
- If necessary, set a deadline after which the assistance can no longer be helpful
Important Points
- Be specific about the request.
- Make the tone match the reason for the request.
- Offer as much background information as required, but stay on topic.
- Show how the recipient can help you accomplish your goal.
- Demonstrate the importance of the goal.
- Enclose all forms and information required to meet the request.
Request Letter Format
{Your name}
{Your address}
Leave this line blank.
{Recipient name}
{Recipient address}
{Date}
Dear {Recipient name}:
{Introduce yourself and your goal here}.
(I am writing on behalf of {nonprofit name}. As you may know, we help {who and how}.)
({I am in your {name of class}. I am currently applying for the {name of scholarship}.)
(I have been with {company name} for {length of time}. I am interested in relocating to {location name}. I am aware {company name} has a division in {location name}.)
I am writing to ask you to {request}. Your assistance will help {who}.
(I am writing to ask you to consider donating to {organization name}. Your assistance will help {who and how}.)
(I am writing to ask you for a letter of recommendation for a scholarship. Your assistance in this matter can greatly improve my chances of receiving the scholarship I need to continue my education.)
(I am writing to respectfully request a transfer to the division located in {location name}.)
You can help by {offer way(s) to fulfill request}.
(You can help by sending your donation in the postage-paid envelope provided, or by calling {phone number} with your payment information.)
(You can help by sending a letter of recommendation to {organization address} by {date}.)
(You can help by forwarding my request to human resources with your approval of the transfer.)
{Add any other relevant information here}.
Thank you so much for taking the time to read this and consider my request. Your assistance is greatly appreciated.
Respectfully yours,
{Your signature}
{Your name}
Enclosures: {Note any enclosures here}
Sample Request Letter
Help for Humanity
1080 East 73 Court
Boonesville, OH 28659
Mr. Joseph Haverton
20098 South Marina Drive
Boonesville, OH 28659
August 16, 2032
Dear Mr. Haverton:
I am writing on behalf of Help for Humanity. As you may know, we help local residents who need clothing, personal items, or household items.
I am writing to ask you to consider donating to Help for Humanity. Your assistance will help your neighbors in need by offering them basic necessities. Often these neighbors do not have the items required to maintain a household or the clothing needed to seek and maintain employment.
You can help by donating your unused clothing or household items to our organization. Our drop-off point is located at 3098 West 93rd in Boonesville.
You can also help by sending a financial donation in any amount in the postage-paid envelope provided, or by calling 924-398-4200 with your payment information. Any donation, no matter how small, helps local residents meet their needs.
Thank you so much for taking the time to read this and consider my request. Your assistance is greatly appreciated.
Respectfully yours,
Alicia Jennings
Alicia Jennings
Enclosures: Postage-paid Addressed Envelope
Request Letter Examples and Templates
Writing a request letter can be difficult. Having a sample letter that demonstrates the use of a basic format can help you create the perfect request letter for your own need. Our basic format letter offers some common request phrases. You can use any of these or write your request. Feel free to use the basic format provided above.
Request Letter for Materials
- MS Word
Request Letter to Bank
- MS Word
Request Letter for Transfer
- MS Word
Request Letter for Payment
- MS Word
Request Letter for Approval
- MS Word
Sample Request Letters
Key Points
- Be professional, polite, and clear about your request.
- Tell the recipient how their assistance will help, and who it will help.
- Tell the recipient how to help.
- Let the recipient know if there is a deadline for helping.
