How To Write a Request Letter (free samples)
To appear professional and respectful, request letters should be brief and to the point. It should include your contact information, details of your request and a time when you expect to get a response.
formal business letter
Whatever the reason you need to write a request letter, the style is the same. It should be a formal business letter addressed to a specific person unless you don’t have a name. Then it should be addressed To Whom It May Concern.
You may or may not know the person to whom you are writing, but, even if you know the person well, the letter of request should be formal. For example, you may have a cordial relationship with your bank manager, but request letters should still be formal business letters.
Tips For Writing Effective Request Letters
The first thing to consider when planning your letter is to make it short and sweet. This means every sentence counts, and your request should be explained precisely right from the start.
One tip is to consider three things before you start typing. You should know clearly why you are making the request, what results you want and any details the receiver may need.
Take a few minutes to think about the person to whom you are writing. Think about how this person can help you and if they are in a position to grant your request or need to consult others first.
If you are fully organized and ready to start the letter, go ahead. If you are still not sure how to proceed, you can make an outline that includes all the tips above for planning the letter. This will help you write the letter in a clear language.
Use Polite And Respectful Language
The language you use should be polite and respectful when you make the request. This is a common best business practice.
For example, you may say, “I would like to respectfully request a meeting with you at your convenience to discuss waste management.” It would not be polite to say, “I am in charge of waste management in my school and need to get some ideas from you.”
Enclose Copies Of Documents That Support Your Request
If your request is related to something that occurred in the past or future that prompts the need for a request, you should enclose copies of any documents that support the request.
For example, if you missed an important exam and need to take it as soon as possible for your career, you should enclose a doctor’s letter or medical records that prove why you were absent.
If you are requesting a donation to a cause or charity, you should enclose a brochure or flyer that clearly explains the nature of the cause.
letter should prompt the receiver to grant request
Without being overly sentimental, the language you use in the letter should prompt the receiver to grant your request.
For example, if you missed an exam or business connection because of illness or injury, you may explain in a few words how this has disrupted your life and the urgency to make it up.
If you are asking for an interview with a respected person in the community, you may explain the great benefit to your career to have a few minutes with the eminent individual.
use the correct business-letter format
Use the correct business-letter format. Start with the recipient’s name and address then put the date. After that put your name and address and then put Re: to state the purpose of the letter.
For example, Re: Requesting to stop payment on a check dated DATE. After the Re:, write the body of the letter with all the information the recipient needs such as pertinent dates, check numbers, optional dates for an interview or the date of a charity event.
letter should contain your contact information
The letter should contain all of your contact information including street address, email address and phone numbers. The last line should give a suggestion, not a command, of when you need an answer.
For example, you can say you need to know as early as possible or you can say you need action before the check reaches the bank or you can ask for a response before the date of the charity event.
Don’t forget to proofread. If you need help, you can use a grammar-checker online or if you know an English expert, ask them to edit the letter. Professionalism requires correct punctuation and grammar.
This will help the receiver decide to grant your request because you look like a serious person when all your ‘I’s are dotted and ‘T’s are crossed
Below are sample request letters. It should be not more than one page, written in formal, business-style and sent by certified mail, so you get a confirmation that it has been received.
Sample 1 - Request Letter For Shift Change
City, State, Zip Code
Dear Employer’s Name,
I am writing this letter to request a change in my shift schedule. My current shift is from 2pm – 10pm. My daughter is beginning school on August 28th, and I would like to change my shift to the morning shift from 10am – 6pm.
This will allow me to fix my daughter’s breakfast and lunch and take her to school. In the evenings she will stay with her grandmother until I pick her up after work.
I fully understand the requirements of the job, as I have been working at this company for the past five years and will do my best to continue working to the standard of the company.
I have spoken to my immediate superior, and she has encouraged me to request a change of shift. I have enclosed a letter of recommendation from her.
I would be happy to meet you and give you any further information you require and answer questions or discuss alternative solutions you may suggest. My phone number is 555-123-4567 and my email address is email@example.com.
Thank you for your consideration in this matter.
List Of Enclosures
Sample 2 - Request Email Asking For Your Old Job Back
Subject: Job Application from [Your Name]
Dear Employer’s Name,
I hope you and your family are well. You may remember I was employed at NAME OF BUSINESS as a data engineer for five years. When my wife was diagnosed with cancer, I left the job abruptly without proper notice to care for her.
She has fully recovered, so I would like to request to be rehired. I had good work reviews from my superior, NAME OF SUPERIOR, and hope you will consider giving me my job back.
I sincerely regret I didn’t depart the company in the best of conditions, but I was overwhelmed with grief and concern about my wife. If you rehire me, I assure you I will work hard for the long-term and not repeat my previous actions.
During the last six months, while at home caring for my wife, I took an online course to upgrade my IT skills. I believe I bring more skills to the job than I had when I left. I realize the job I did is filled, but I would be willing to do any other job in the data processing or other department.
Thank you for your time and consideration. I can be reached at PHONE NUMBER or by reply to this email at any time and would be happy to meet you and discuss my request.
Sample 3 - Request Letter For Salary Increase
90 Gran Seminole Drive
Reynoldsburg, Ohio 43068
Attn: Carrie Bradshaw
Subject: Salary Increase
I have been an employee of G.A.L. Corporation for five years. I have proudly served as the head accountant and made sure to meticulously watch the books.
It has come to my attention that my salary is not sufficient for the amount of work that I am required to do. Other positions with my workload are paying an average of $56,000 a year, while I am bringing home $35,000.
I know that this company cannot pay me a salary of this amount, but I am requesting a 20 percent increase on my salary. This would be $7,000 a year for a total package of $42,000.
In my tenure with the company, I have helped through vigorous IRS audits and have always passed any reviews with flying colors. I have trained more than 40 personnel for the accounting department, most of who have gone on to bigger and better things.
I have remained dedicated to the firm, even when there was a complete split back in 2000 and entirely new administration took over. Dedication like this is not easy to find and therefore I feel my request is reasonable.
In an effort to save money, I can absorb the position that the company has open for a part-time accounting clerk. I can take over paying the bills in addition to my normal job duties.
By allowing me an increase of $7,000 per year and taking over an additional position, I feel that I could also be helping the company out. With this arrangement, you won’t have to find a new employee to train, and you will have my years of experience in another faucet of accounting. I have paid the bills for years in times past and can absorb this in my current job without issue.
I look forward to speaking with you in person regarding this matter.
Sample 4 - Request Letter For Job Interview
City, State, Zip Code
Re: Requesting an interview for the post of art teacher
The librarian in your school, NAME, informed me that there is an opening for an art teacher in your institution. She suggested that I apply because she knows I have a love of both fine arts and teaching. I am a qualified art teacher in STATE, and have taught for 10 years in NAME of SCHOOL.
I took one year off to spend in Paris furthering my own craft and studying art history in other cities in Europe. Since my return, I plan to relocate to this city and would like a job in your school.
I believe my knowledge and expertise qualify me for the job, and I look forward to educating children in the practice and history of fine art. My enclosed resume will provide more details about my qualifications.
If you have any questions, I can be reached at 555-123-4567 or at Name@email.com. If I don’t hear from you by the first of MONTH, I will call your office.
I am confident that I would be an asset to your school and look forward to meeting you.
List of Enclosure
Sample 5 - Donation Request Letter For Toys
Name of Organization
Address of Organization
City, State, Zip Code
Dear Name of Recipient,
It is the time of year that we begin to collect toys, both used and new, to distribute to the children in the orphanages of the [NAME of CITY].
Last year, thanks to you and others, we were able to give toys to 450 children ranging in age from three years to eight years. Most of these children had never possessed a toy of their own.
This year, we hope to collect enough toys to give to the children in the orphanages as well as to a group of children in a low-income area of the city. We would like to request from you a donation for any amount over $25 that we will spend on new toys.
We also welcome used toys in good condition. They can be brought to our address, or we’ll gladly pick them up at your home at a time that is convenient for you. Kindly call me to arrange a time.
Included in this letter is an envelope stamped and address that you can use to send a check made out to the [Name of Organization]. You can also donate online with credit card on our website.
We are registered with the IRS for tax-free donations. Thank you for your attention to our request. Your donation will make a child extremely happy this year. You can see photos of some of the children who have received toys on our website. Our web address is on the letterhead.
I can be reached at any time at 555-123-4567 or at Name@email.com.
List of Enclosures such as an envelope or brochure
P.S. We need to receive donations by DATE in order to prepare the toys for giving before the end of the year.
Sample 6 - Request Letter For Bonus
9095 Sycamore Blvd.
Motor City, IN 85698
Attn: Jamie Smith
Dear Mr. Smith,
I am writing to request a bonus for my recent work in a project for the companies HR department. The billboards designed were done on my own time and to help resolve employee shortages.
By reviewing my personnel record, you will see that I am an hourly employee, not salary. I logged over 50 hours of extra work on this project, all of which I have not been reimbursed for.
While I don’t mind helping out a bit with projects and extra assignments, my hours have exceeded an acceptable amount of time to donate without payment. Because of the shortages at the company, many people are working overtime and longer hours.
I knew how import it was, to make sure that these signs were done, so HR can begin to promote our company at job fairs. I know that salary employees don’t have a say, but I am hourly and I have not been compensated for all this extra time.
After working more than weeks’ worth of extra time to help the company out, I feel that I should be reimbursed. I have been with the company for a long time, 12 years to be exact. I have never had a write-up, an occurrence or anything.
I have devoted myself to this company and always made sure that the best interests of Carmichael Company was protected. My normal salary is $1,050 a week, or $26.25 an hour. I worked an additional 10 hours over a normal workweek, and at time and a half, that would be $328.12. The materials I spent on this project were $798.29.
This includes signage, paints, paintbrushes and other misc. items. I am requesting a total of $2176.41 to cover my time and expenses. I look forward to discussing this with you soon. I can be reached by phone anytime at 755-895-5987.
Sample 7 - Request Letter For Stop Payment
[City, State, Zip Code]
[Name of Bank Manager]
[Name of Bank]
[Address of Bank]
[City, State, Zip Code]
RE: request to stop payment on lost check number [NUMBER] on account number [NUMBER]
Dear [Name of Bank Manager]:
This letter is a formal request that you do not give payment on check number [NUMBER]. It was written on [DATE] to [Name of Payee] for the amount of [AMOUNT]. Kindly treat this check as cancelled if it is presented for payment. I have issued a new check to the payee.
[Your Printed Name]
Sample 8 - Request Letter For New Office Computer
TO: Full Name of Receiver
Name of Business
Job Description of the Receiver such as purchasing manager or owner
FROM: Your full name
Name of Business
Your job description
Address unless it is the same as the company address above
Dear Full Name of Receiver:
This letter is to request a new computer for my work in the office as the one I am using now is outdated. There are many new functions available today that I am not able to use. Also, the time it takes to access websites and documents is so long that It makes my job much more difficult and wastes time.
I believe I could produce letters and bulletins much faster and with better formatting if I had the latest technology. I think the documents would look more professional and send a better image of the company.
A new computer with new useful applications will make my work easier and quicker, and the results will be much better. For example, video conferencing with my current computer is almost impossible. It’s slow and often the sound is unclear.
Kindly, approve and arrange for the purchase of a new computer as soon as possible, so I can start being more productive. I think NAME OF COMPUTER COMPANY, Model #98765, Windows 10 with an Intel 5 CPU, 10 GB RAM, 2 TB, HD Video Capture would give me what I need.
Additionally, I believe it’s time to upgrade the printer due to its slow printing speed and low printing quality. I think NAME OF PRINTER COMPANY, Model #45634 will work perfectly. Your prompt action in this matter would be greatly appreciated.
Your phone number and email address
Sample 9 - Request Letter For Outstanding Payment
1234 Colby Street
Philadelphia, PA, 90008
324 Captain Drive
Cherry Hill, NJ, 20008
Re: Outstanding Payment Request
Dear Ms. Whitaker,
This letter is to formally notify you that the payment owed by you on invoice number 332245 is two weeks overdue. The amount of 432.11 was due on [DATE].
I have enclosed a stamped and addressed envelope for you to send the amount by check along with your account number when you receive this letter.
The invoice can also be paid by credit card or PayPal. Enclosed is a copy of the invoice that was sent to you with the date and amount due highlighted. One month after the due date, a late fee will be applied to your bill and a new invoice will be sent.
If you have already paid this invoice, please disregard this letter. Otherwise, please send the payment immediately.
Thank you for your attention to this matter.
List Of Enclosures (Copy Of Invoice, Envelope)