Request Letter Templates

A ‘request letter’ is drafted by a person to seek express permission or authorization from another person with regard to a particular issue. On rare occasions, this letter may also act as a follow up to an earlier request or respond to a prior inquiry or an appeal.

How to Write a Request Letter

Step 1: Address it appropriately

Like any other letter, you have to address this one appropriately. By ‘appropriately,’ we mean that it has to bear the name of the person who is to act on it. In the case of a job promotion, for instance, you have to address it to the line manager. Go ahead and greet the person concerned and establish a relationship with him.

Step 2: Summarize the request via a subject line

You have to summarize the request via the subject line. This simply means showcasing the nature of the request in one sentence. The purpose of this is to prepare the reader psychologically with the rest of the contents. Many readers will just stop at the subject line and process the request straight away.

Step 3: Demonstrate the nature of your request in the body

Now get to the core of the letter. Demonstrate the nature of your request fully in the body of the letter. This entails getting to the finer details of the request with regards to such issues as the deadlines, purposes, costs, and other implications.

Step 4: Request for the favor officially

After that, ask for the request officially from the reader. Get straight to the point here. Dillydallying or beating about the bush will only confuse you further and make the letter stay ambiguous. Remember, no reader wants to be left hanging with any issue.

Step 5: Append the signature

As is the case with any other letter, this one too requires that you append your signature and date it accordingly. This is to give it the official character that it badly wants. It is always wise of you to make multiple copies for the sake of future references.

Request Letter Format/Template

Your Name

Your Address

Your City, State Zip Code

Your Phone Number

Your Email

Date

Name

Title

Organization

Address

City, State Zip Code

Dear Parent

RE: Request to allow your child to attend the upcoming ________ (nature of the trip) trip

I am the Dean of Students at ____________ School. I draft this letter to ask you to kindly release your child to attend the upcoming ________ (nature of the trip) trip abroad. The venue in question is located in ________________________ (venue).

According to the prevailing rules, you are required to draft a permission letter that you similarly have to sign and possibly notarize.

You are then required to make a copy. Keep one copy with you and give the duplicate to the child to submit it to us, the school administration.

The deadline for getting back to us is _____________ within the receipt of this permission request. Kindly note that failing to get back to us within the ____________ deadline will be construed to mean that you have declined the permission altogether.

In case you need any clarifications, get to us via the telephone contacts _____________. A representative is always on standby on our end to handle any queries as soon as possible.

Thanks and Regards,

Sincerely,

(Full Name)

Sample Request Letter

James Baker,

Dean of Students,

Shoshoni High School,

404 Wrangler Way Shoshoni, WY 82649

USA

Date

Duncan S. Oluoch

102 East 2nd Street

Mailing Address: P.O. Box 267

Shoshoni, WY 82649.

Phone: 307-876-2515.

Dear Parent

RE: Request to allow your child to attend the Upcoming Academic Trip

I am the Dean of Students at Shoshoni High School. I draft this letter to ask you to kindly release your child to attend the upcoming academic trip abroad. The venue in question is located in the vast fields of Africa.

According to the prevailing rules, you are required to draft a permission letter that you similarly have to sign and possibly notarize.

You are then required to make a copy. Keep one copy with you and give the duplicate to the child to submit it to us, the school administration.

The deadline for getting back to us is two weeks within the receipt of this permission request. Kindly note that failing to get back to us within the two-week deadline will be construed to mean that you have declined the permission altogether.

In case you need any clarifications, get to us via the telephone contacts XXX-XXX-XXXX. A representative is always on standby on our end to handle any queries as soon as possible.

Thanks and Regards,

Sincerely,

Full Name

Tips for Writing a Request Letter

  • Use the right format. Many kinds of request letters do exist. It is important to use the format that applies to your specific letter. The purpose of this is to prevent any mishaps or inconsistencies that may arise in the course of reading it. Doing this might require that you seek professional assistance or templates for the job.
  • Maintain the right tone and language. It is important that you maintain the right tone and language all the while. Do not shout, force or yell at the reader. Instead, you should be polite and kind to the reader. Remember the reader might as well decline your request purely on the grounds of wring use of a language.
  • Address the reader personally. Throughout the letter, you should address the reader personally. This entails the use of ‘you’ word extensively. Employing this language will make the reader identify with the issue at hand and hasten his steps towards the implementation thereof. It also draws some sympathy from the reader altogether.
  • Employ persuasive language all the while. Other than addressing the reader personally, you should also employ persuasive language. Do not command the reader to meet your expectations at all. Instead, you should ask the reader to help you in a kind way. The purpose of this is to prevent any likelihood that the reader might turn your request down.
  • Proof-read before submitting. Needless to say, you have to proof-read and edit your letter before submitting the same to the reader. The purpose of this is to weed out any grammatical or semantical issues that may compromise its meaning or understanding. Use professional editing tools like Grammarly to do the job.

Request Letter Samples

Bank Loan Request Letter

Bank Loan Request Letter

Budget Modification Request Letter

Budget Modification Request Letter

Formal Request for Permission Letter

Formal Request for Permission Letter

Fund Transfer Request Letter

Fund Transfer Request Letter

Leave of Absence Request Letter

Leave of Absence Request Letter

Leave Request Cover Letter

Leave Request Cover Letter

Loan Payoff Request Letter

Loan Payoff Request Letter

Meeting Request Confirmation Letter

Meeting Request Confirmation Letter

Payment Increase Request Letter

Payment Increase Request Letter

Permission Request Letter to Principal

Permission Request Letter to Principal1

Price Quotation Request Letter

Price Quotation Request Letter

Request for Recommendation for College Admission

Request for Recommendation for College Admission

Request Letter for Additional Budget

Request Letter for Additional Budget

Request Letter for Advance Payment

Request Letter for Advance Payment

Request Letter for Advance Payment

Request Letter for Annual Leave

Request Letter for Budget Approval

Request Letter for Budget Approval

Request Letter for Charity Donation

Request Letter for Charity Donation

Request Letter for Copyright Permission

Request Letter for Copyright Permission

Request Letter for Emergency Vacation

Request Letter for Emergency Vacation

Request Letter for Employee Promotion

Request Letter for Employee Promotion

Request Letter for Formal Meeting

Request Letter for Formal Meeting

Request Letter for Grant Extension

Request Letter for Grant Extension

Request Letter for Location Transfer

Request Letter for Location Transfer

Request Letter for Maternity Leave

Request Letter for Maternity Leave

Request Letter for Meeting Appointment

Request Letter for Meeting Appointment

Request Letter for Personal Loan

Request Letter for Personal Loan

Request Letter for Student Permission

Request Letter for Student Permission

Request Letter for Team Sponsorship

Request Letter for Team Sponsorship

Sample Employee Motivation Letter Template

Sample Employee Motivation Letter Template in Word

Sample Letter of Intent for Nursing Program

Sample Letter of Intent for Nursing Program

Types of Request Letters

We have already stated that these request letters come in various shades and forms. We now devote this last segment to the same:

Occupational Request Letter

If you have some qualifications, both academic and work-related, and fill fit for a particular course, you may draft an occupational request letter. This is a letter that basically implores the personnel of the institution concerned to consider the drafter for the specified position. It basically spells out:

  • The position you are asking for
  • Your own qualifications and experiences
  • The company you desire to work for
  • Any references, if applicable
  • Name and addresses of both parties

Promotional Request Letter

Have you stagnated in a position for too long? You may seek promotion from your employer. This requires that you draft a promotional request letter. The purpose of this letter is to demonstrate that you are indeed qualified and ripe for that promotion. To do this, the letter has to provide the following pieces of information:

  • Your current position
  • The position you aspire for
  • Some of the qualifications that make you suited for the new job
  • The value you are more likely to add if granted the position
  • How soon you might start working in that promotion

Job Request Letter

Desiring to pursue work of some kind? Obviously, you have to draft a job request letter to that effect. The purpose of the letter is to ask the prospective employer to consider you for the position you are desirous of. It also demonstrates some of the qualifications you have against the requirements of the job. It contains:

  • The position you apply for
  • Your educational qualifications
  • Work experience
  • Readiness for the vacancy
  • The values you will bring on board if given the chance

Request Letter to Change in work Schedule

Circumstances come and go. If and when they change when you are already employed, you might have to alter your work schedule. As a matter of courtesy, you have to notify your employer of the same to prepare him appropriately for the alternation. The ‘Request Letter to Change in work Schedule’ handles that. It endeavors to explain:

  • Your current time schedules
  • The reason that informs the change in schedule
  • The anticipated new schedule
  • A declaration of the willingness to negotiate further
  • Request to hear from the employer about it

Request Letter for Time off from Work

Other than triggering a change in schedule, the circumstances we have talked about above may also demand that you take your time off from work. In this case, you have to draft the ‘Request Letter for Time off from Work.’ It simply asks for official permission to be absent from work at some point. It explains:

  • The circumstance that triggers the need for off duty
  • The dates and time periods affected by the circumstance
  • An official request for permission
  • How the absence from work shall be taken care of later
  • The anticipation of positive feedback from the employer

Job Transfer Request Letter

Some circumstances may warrant a transfer from the current workstation altogether. For these purposes, the ‘Job Transfer Request Letter; has to be drafted. This letter demonstrates the dissatisfaction with the current workplace and why the new one would be better. It contains:

  • The current place of work and its shortcomings
  • The desired new workplace
  • Why the new workplace would be a better option
  • How you intend to help with the transition
  • Any issues that may go wrong in the process and how they are to be dealt with

Advance Payment Request Letter

Short on cash? You may ask your employer for an advance payment. This is basically a fraction of your salary that you are given in advance. To be able to access it, you have to draft an ‘Advance Payment Request Letter’ to that effect. In the letter, you will have to demonstrate the following:

  • Why you have seen it necessary to ask for the advance in the first place
  • The exact amount you would wish the employer to give you
  • The day and date when you need it
  • The mode of payment/remission
  • How you intend to make up for the payment, if need be

Request Letter for Financial Assistance

Are you out of work? Could it also be that you are in dire need of some financial assistance? Well, you must definitely identify a suitable financier and seek the necessary support from the same. The ‘Request Letter for Financial Assistance’ will help you to drive the point home. In the letter, you will provide information about:

  • What you want to buy or finance
  • The amount of money you are desirous of
  • Whether it is a grant or loan
  • How you intend to pay it back, in the case of a loan
  • The collateral applicable, in the event of a loan

Request Letter to Bank

Banks are the custodians of our money. They shuffle our funds from one account to the other, hold them in trust, and transmit them to several other institutions, to name but a few! Before they tackle the tasks we have spoken about, they have to be requested to do so. This requires the drafting of a ‘Request Letter to Bank.’ In the letter, the following pieces of information have to be provided:

  • The exact course of action you would want the bank to undertake
  • The amounts of money in question
  • Dates or ultimatums that have to be adhered to
  • Any fees applicable and how they are to be paid
  • A request from the bank of any legal implications and how they may impact the transaction in question

Request Letter for Donation

Do you have a course that you would want to undertake? Definitely, you will require some money for that particular course. To raise the money, you definitely need the support of the donor community. In order to ask them for the money, you will have to draft and send them the ‘Request Letter for Donation.’ While at it, be sure to transmit the following:

  • The course you want to pursue
  • How it is likely to impact the community or society at large
  • The amount of money needed for the realization of that goal
  • The deadlines for submitting the payments
  • The modes of payments accepted for those donations