Request Letter Format and Samples

A request letter is a document written to ask for a service, product, information, favor, or permission. It is a formal letter and should be drafted in a polite and professional manner. Additionally, it should be short, precise, and to the point. You want the recipient to read everything without losing interest.

The recipient of a request letter could be a company, bank, landlord, school principal, or employer. For instance, you could write it to an employer to request a transfer or to a company to ask for samples.

Here is more information on the most effective request letter format for your needs.

There are many ways to write a request letter. However, an ideal request letter format includes the following essential elements:

  • Recipient – Information such as the name, address, and title of the recipient should be provided at the beginning.
  • Subject – This is a phrase indicating the nature of your request
  • Content – Paragraph one allows you to introduce yourself and give details about your request. The last paragraph should state a date by which you would want a response.
  • Closing – End with your name and signature.

Tips for Writing a Request Letter

A request letter is a formal correspondence. It should be written professionally and following a business format. To write an appropriate request letter, follow the following guidelines:

  • Use a polite, formal, and professional tone
  • Express gratitude and respect to the addressee
  • State the reason for writing. What is the nature of your request?
  • Proofread your request letter and correct any grammar or spelling errors
  • Include the recipient’s address and proper name and title
  • Provide your contact information, name, and address
  • Get straight to the point—state why you are writing in the first paragraph.

Request Letter Format

{Date}

{Recipient’s Name}

{Recipient’s Address}

{City, State, Zip Code}

Subject: Request Letter for {Nature of Request}

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

My name is {your name}. I am a(an) {student/employee/tenant/account holder} at your {school/company/residence/bank}.

This letter is in reference to {mention service/product/favor, etc.}. I would like to request that you {suggest an action}. Your assistance will allow me to {attend school/apply for a loan/ etc.}.

If you need further details, you may contact me at {email address} or {phone number}.

Thank you for your time and consideration.

Sincerely,

{Your Name}

{Contact Details}

Sample Request Letter

21 July 2030

Safe Haven Alarms Ltd.

12 Annex Road

Glendale

Subject: Request to Repair Broken Alarm

Dear Mr. Bellfire,

This letter is in reference to a Safe Haven Alarms Ltd. Alarm, Product Number: SH34107GT. Your company installed it in the parking lot of my company, Sahara Enterprises, on 4 July 2030.

I am sad to report that the alarm is overly sensitive to movement and is set off frequently. This has affected my company’s productivity as my employees find the sudden noise blasts distracting. My clients have also complained about the same.

I request that you send over a technician to fix this problem. I will appreciate prompt response.

Thank you for your time and consideration.

Sincerely,

Lana Snow

Sahara Enterprises

Request Letter Samples and Templates

A request letter should follow a professional business format. You can format and utilize the following templates and samples to draft your request letter.

Request Letter Template


Request Letter Format for Bank

There are many reasons why you would draft this letter. It could be to request a new ATM, bank statement, or overdraft. It could also be to ask for the opportunity to open an account with the bank.


Request Letter Format for School

A request letter for school can be written by a student or their parent to the school authority. The subject could be anything from a bursary application or information request to a fee payment extension.


Request Letter Format for Payment

This is a document sent by a business owner to a client. It is used to request an overdue payment for services rendered or products provided. The letter should stipulate the due amount and a deadline by which it should be paid.


Transfer Request Letter Format

This is a letter written by an employee to their employer when planning to move to a new location. It is often sent after a discussion with the hiring manager about the possibility of a job opportunity in a different branch of the same company.

Conclusion

The best request letter format contains all the information you need to pass to the recipient. It is also concise and void of any unnecessary information. When using the format discussed here, make sure to maintain a courteous and polite tone. Include your contact information and address the letter properly for the best results. Finally, make your intentions clear from the word go.