Crafting a compelling request letter can be the key to obtaining the resources, information, or approvals you need. The ability to communicate your needs clearly and persuasively is a valuable skill in both professional and personal settings. This guide provides 22 diverse request letter samples to help you navigate various scenarios, from requesting information and seeking assistance to appealing decisions and proposing new initiatives. Each sample is designed to be easily adaptable to your specific situation.
The effectiveness of a request letter hinges on its clarity, conciseness, and tone. A well-structured letter should clearly state the purpose of the request, provide sufficient background information, and outline the desired outcome. Using polite and professional language is crucial for fostering a positive response. Furthermore, tailoring your request to the specific recipient and their needs can significantly increase your chances of success. Always proofread carefully before sending, as errors can undermine your credibility.
In the following section, you’ll find a diverse collection of request letter samples. These samples cover a wide array of situations, including requests for information, donations, leave of absence, funding, reconsideration, and more. Each sample is presented in a clear and concise format, highlighting key elements and providing guidance on how to tailor the letter to your specific needs. Use these examples as a starting point and customize them to reflect your unique circumstances and objectives.
Remember to always maintain a professional and respectful tone, regardless of the nature of your request. A polite and well-reasoned approach is more likely to yield a positive outcome than an aggressive or demanding one. Good luck crafting your perfect request!
22 Request Letter Samples
Sample 1: Request for Information
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Information Regarding [Specific Topic]
Dear [Recipient Name],
I am writing to request information regarding [specific topic]. I am particularly interested in [specific details you need]. This information will be used for [briefly explain the purpose].
I would be grateful if you could provide me with this information by [date]. Please let me know if you require any further clarification. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 2: Request for a Meeting
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for a Meeting to Discuss [Topic]
Dear [Recipient Name],
I am writing to request a meeting with you to discuss [topic]. I believe a meeting would be beneficial to [briefly explain why].
I am available on [list available dates and times]. Please let me know which time works best for you. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 3: Request for Donation
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Donation to Support [Cause]
Dear [Recipient Name],
I am writing to you on behalf of [Your Organization], a non-profit organization dedicated to [briefly explain the organization’s mission]. We are currently raising funds to support [specific cause or project].
Your generous donation, no matter the size, will make a significant impact on [explain the impact of the donation]. You can donate online at [website address] or by sending a check to the address above.
Thank you for considering our request and for your commitment to [cause].
Sincerely,
[Your Name]
Sample 4: Request for Leave of Absence
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Leave of Absence
Dear [Recipient Name],
I am writing to formally request a leave of absence from my position as [Your Position] from [Start Date] to [End Date]. The reason for my leave is [Briefly explain the reason – e.g., personal matter, medical appointment, family emergency].
I have already completed [mention any steps taken to prepare for your absence, e.g., completed urgent tasks, delegated responsibilities] and will ensure a smooth handover of my ongoing projects. I will be available via email at [Your Email Address] if necessary.
I understand the importance of my role and apologize for any inconvenience my absence may cause. I am committed to ensuring a seamless transition during my leave. Thank you for your understanding and consideration.
Sincerely,
[Your Name]
Sample 5: Request for a Recommendation Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for a Letter of Recommendation
Dear [Recipient Name],
I hope this email finds you well. I am writing to respectfully request a letter of recommendation from you in support of my application for [Position/Program Name] at [Institution/Company Name]. The deadline for submission is [Date].
As you know, I had the pleasure of [briefly describe your relationship and interactions with the recipient]. I believe your insights into [mention specific skills or qualities they can speak to] would be invaluable to my application. I have attached my resume and a personal statement for your reference. Please let me know if you require any further information from me.
Thank you for your time and consideration. I greatly appreciate your support.
Sincerely,
[Your Name]
Sample 6: Request for a Refund
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Refund Request – Order #[Order Number]
Dear [Recipient Name/Customer Service],
I am writing to request a refund for order #[Order Number], which I placed on [Date]. I purchased [List the item(s) purchased]. I am requesting a refund because [Clearly state the reason for the refund request – e.g., defective product, incorrect item received, unsatisfied with service].
I have attached a copy of my order confirmation/receipt as proof of purchase. I would appreciate it if you could process my refund of [Amount] to my original payment method as soon as possible. Please let me know if you require any further information or documentation from my end.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
Sample 7: Request for Adjustment to an Invoice
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Adjustment – Invoice #[Invoice Number]
Dear [Recipient Name/Accounts Receivable],
I am writing to request an adjustment to invoice #[Invoice Number], dated [Invoice Date]. The invoice amount is currently [Invoice Amount]. We believe there is a discrepancy because [Explain the reason for the request – e.g., incorrect billing amount, services not rendered as agreed, quantity discrepancy].
Specifically, [Provide detailed explanation of the discrepancy and supporting information. For example: “We were charged for 10 units of X, but only received 8.”]. We have attached supporting documentation, including [List attached documents: purchase order, delivery receipt, contract]. We kindly request that you review the invoice and adjust the amount to [Corrected Amount].
Thank you for your time and attention to this matter. We value our business relationship and appreciate your prompt resolution.
Sincerely,
[Your Name]
Sample 8: Request for Funding
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Funding Request for [Project Name]
Dear [Recipient Name/Funding Committee],
We are writing to respectfully request funding for [Project Name], an initiative designed to [Clearly and concisely state the project’s purpose and goals]. [Your Organization] is a [Briefly describe your organization – its mission, history, and accomplishments]. We are requesting [Amount of Funding Requested] to support [Specific aspects of the project the funding will cover].
[Project Name] will address [Describe the problem or need the project will address] and will benefit [Identify the target population and explain how they will benefit]. We have a detailed project plan and budget available for your review. We are confident that [Project Name] will have a significant and positive impact on [Target area/population].
Thank you for considering our request. We have attached a proposal with further details about [Project Name] and would welcome the opportunity to discuss it further with you.
Sincerely,
[Your Name]
Sample 9: Request for Information (from Government Agency)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Government Agency Name]
[Agency Address]
Subject: Request for Information Regarding [Specific Topic]
To Whom It May Concern,
I am writing to request information pertaining to [Specific topic – be very clear and specific]. I am particularly interested in [List specific documents, data, or details you are seeking]. This request is made under the [Cite relevant law, e.g., Freedom of Information Act (FOIA) if applicable].
I would appreciate it if you could provide this information to me within [Specify a reasonable timeframe]. Please let me know if there are any fees associated with this request. I am available to provide further clarification if needed.
Thank you for your time and attention to this matter. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample 10: Request for Reschedule of Appointment
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request to Reschedule Appointment – [Original Appointment Date and Time]
Dear [Recipient Name],
I am writing to request a reschedule of my appointment on [Original Appointment Date] at [Original Appointment Time]. I need to reschedule due to [Briefly and clearly explain the reason for rescheduling].
I apologize for any inconvenience this may cause. I am available on the following dates and times: [List your available dates and times]. Please let me know if any of these times work for you. I look forward to hearing from you soon and confirming a new appointment time.
Thank you for your understanding and flexibility.
Sincerely,
[Your Name]
Sample 11: Request for a Copy of a Document
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for a Copy of [Document Name]
Dear [Recipient Name],
I am writing to formally request a copy of the [Document Name]. I require this document for [Briefly explain the reason you need the document]. I believe this document is held by your organization because [Explain why you believe they have the document].
If possible, I would prefer to receive the document in [Preferred format: e.g., electronic format (PDF), hard copy]. Please let me know if there are any fees associated with providing this document. I appreciate your assistance in this matter and look forward to receiving the document soon.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 12: Request for Access to Records
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Access to [Type of Records]
Dear [Recipient Name],
I am writing to request access to my [Type of Records – be specific, e.g., medical records, employment records, educational records]. These records pertain to [Give dates or other identifying information related to the records]. I am requesting access to these records because [Briefly explain the reason for your request].
I would like to [Specify how you want to access the records – review them in person, receive copies, etc.]. Please let me know the procedure for accessing these records, including any fees or required forms. I am available to schedule a time to review the records at your earliest convenience.
Thank you for your attention to this request. I look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample 13: Request for a Price Quote
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Price Quote – [Product/Service]
Dear [Recipient Name],
I am writing to request a price quote for [Specific product or service you are interested in]. We are looking for [Specify quantity or scope of service required]. We need this for [Briefly explain the purpose – e.g., internal project, comparison shopping].
Please include in your quote: [List specific details you want included in the quote, such as unit price, total cost, delivery charges, warranty information, payment terms]. We would appreciate receiving the quote by [Date]. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 14: Request for a Catalog
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for a Product Catalog
Dear [Recipient Name],
I am writing to request a copy of your latest product catalog. We are interested in [Specific product categories that interest you]. We are [Briefly describe your company and its purpose for needing the catalog].
Please send the catalog to the address listed above. We would also be grateful if you could include any information on current promotions or discounts. Thank you for your time and assistance.
Sincerely,
[Your Name]
Sample 15: Request for an Extension
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Extension – [Project/Assignment Name]
Dear [Recipient Name],
I am writing to respectfully request an extension on the deadline for [Project/Assignment Name], originally due on [Original Due Date]. I am requesting an extension until [New Requested Due Date]. The reason for this request is [Clearly and concisely explain the reason for needing an extension].
I have already completed [Mention what you have already accomplished on the project/assignment]. I am confident that with this extension, I will be able to complete the project to the best of my ability. Thank you for considering my request and understanding my situation.
Sincerely,
[Your Name]
Sample 16: Request for a Reference
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request to Act as a Reference
Dear [Recipient Name],
I hope this email finds you well. I am writing to ask if you would be willing to act as a reference for me as I am applying for a position as a [Position Title] at [Company Name]. I remember [mention a specific instance or project where your skills were showcased under their guidance].
The job description focuses on [Mention 2-3 key skills the job needs which you think you exhibited while working with them]. If you agree, the potential employer may contact you by phone or email to discuss my qualifications and experiences.
I have attached my resume for your review and to provide you with more details about my skills and experiences. The deadline to provide references is [Mention reference deadline]. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 17: Request for Information on a Product (as a Consumer)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Inquiry Regarding [Product Name]
Dear [Recipient Name/Customer Service Department],
I am writing to inquire about your [Product Name]. I am considering purchasing this product and would like to obtain more information before making a decision. I am particularly interested in [Specific aspects of the product you want to know more about – e.g., features, specifications, warranty information, customer reviews].
Could you please provide me with any brochures, specifications sheets, or other relevant materials related to this product? I would also appreciate it if you could answer the following questions: [List specific questions about the product]. Thank you for your time and assistance.
Sincerely,
[Your Name]
Sample 18: Request for a Meeting with a Professor
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Professor’s Name]
[Professor’s Department]
[University Name]
Subject: Request to Meet Regarding [Course Name]
Dear Professor [Professor’s Last Name],
I am a student in your [Course Name] class. I am writing to request a brief meeting with you during your office hours or at another mutually convenient time. I would like to discuss [Specific topic you want to discuss – e.g., a specific concept from class, my performance on a recent assignment, research ideas for a project].
I am available during the following times: [List your available dates and times]. Please let me know if any of these times work for you. I look forward to the opportunity to speak with you.
Sincerely,
[Your Name]
[Student ID Number]
Sample 19: Request for an Internship
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager/HR Department]
[Company Name]
[Company Address]
Subject: Internship Application – [Your Name]
Dear [Hiring Manager/HR Department],
I am writing to express my strong interest in an internship opportunity at [Company Name]. I am a [Year] at [University Name], majoring in [Your Major]. I am particularly interested in [Specific area of the company or industry that interests you]. I was impressed by [Mention something specific about the company that interests you, e.g., a recent project, its mission statement].
I have developed skills in [List relevant skills – e.g., teamwork, communication, data analysis, programming languages] through my coursework and extracurricular activities. I am a highly motivated and eager to learn, and I believe an internship at [Company Name] would provide me with invaluable experience in [Specific area of interest]. I have attached my resume for your review. Thank you for your time and consideration. I hope to hear from you soon.
Sincerely,
[Your Name]
Sample 20: Request for a Site Visit
[Your Name/Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Contact Person/Organization]
[Address of Site]
Subject: Request for Site Visit
Dear [Contact Person],
I am writing to request a site visit to your [Type of Facility/Location – e.g., manufacturing plant, office building, construction site]. We are [Briefly describe your organization and its purpose for requesting the visit – e.g., students studying engineering, researchers investigating best practices].
We are particularly interested in [Specific aspects of the site we want to see or learn about – e.g., production process, energy efficiency measures, quality control procedures]. We would appreciate the opportunity to visit your site on [Proposed Date(s) and Time(s)]. Please let us know if this is possible and if there are any requirements or restrictions for visitors. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample 21: Request for Feedback
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Subject: Request for Feedback on [Project/Presentation/Work]
Dear [Recipient Name],
I hope this email finds you well. I am writing to request your feedback on [Specify the project, presentation, or piece of work] that I recently completed. As you know, I value your expertise and insights in this area and I want to continuously improve.
I am particularly interested in your thoughts on [Mention specific aspects you’d like feedback on, e.g., clarity of the message, effectiveness of the design, overall impact]. I am open to any suggestions or constructive criticism you may have. Please feel free to share your feedback at your convenience. Thank you for your time and assistance. I appreciate your honesty and valuable feedback.
Sincerely,
[Your Name]
Sample 22: Request for Reconsideration
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization]
[Recipient Address]
Subject: Request for Reconsideration of [Decision/Outcome]
Dear [Recipient Name],
I am writing to respectfully request a reconsideration of the decision regarding [Clearly state the decision or outcome you are appealing] that I received on [Date]. I understand the reasons provided for the initial decision; however, I believe there are factors that were not fully considered that warrant a second review.
Specifically, [Provide a detailed explanation of the reasons why you believe the decision should be reconsidered. Include any new information or evidence that supports your case.]. I am confident that a reconsideration of my request will result in a different outcome. Thank you for your time, attention, and fair consideration of this matter.
Sincerely,
[Your Name]
Conclusion
These request letter samples offer a foundation for crafting effective communication. Remember to tailor each sample to your specific needs, maintaining a professional and respectful tone. Clear communication and a well-structured request significantly increase your chances of a positive outcome.