If you’re new to writing request letters, you might wonder: what is a business letter of request? What is it for? How do you write one that will give you the results you need? Well, we’re here to answer all your questions and more!
In this article, we’ll discuss all the basics of a letter of request, from its definition to the proper format for writing one. Not only that, but we’ve also laid out some key writing tips you can follow. Let’s begin.
What is a Business Letter of Request?
A business letter of request is a formal letter written to request something from a company or individual. This could be information, approval for something, or even a physical item. The letter should be well-written and polite, as it is a formal request. It should also solicit a clear call to action from the Recipient.
Other instances when you might need to make a letter request are:
- When you want to request collaboration
- If you want to ask for donations for your fundraiser
- To ask for a meeting or an appointment
Standard Letter of Request Format
Letters of request follow the standard business letter format, which is as follows:
[Sender’s name and contact details, unless shown on a letterhead]
[Date of writing]
[Recipient’s name and contact details]
[Greetings: Dear, Hi, Hello, and so on.]
[Purpose of the letter]
[Body of the letter]
[Professional closing: Sincerely, Best Regards, and so on.]
[Sender’s name printed]
Key Tips to Writing Effective Business Request Letters
Keep the following tips in mind when writing your letter of request:
Know your Recipient
If you’re going to write a request letter, ask yourself these questions. Who am I writing to, and how exactly can they help me? Do they make the decisions, or will they forward my request to a senior officer? Your request letter will vary in style and content depending on the reader’s position.
Concise letters are more likely to be read than lengthy ones. One rule of thumb is to refrain from using two words when one would suffice. Avoid long, crammed sentences and paragraphs, as they are intimidating and hard to digest. Instead, you can break long sentences with commas, colons, and semicolons.
Do not be burdensome
Provide your readers with all the necessary information and explain what you want them to do. Bring the task down a tad easier. Where appropriate, include contact information, direct phone numbers, links, and attachments.
Maintaining a courteous tone increases your chances of success. Be generous in your business letter. If you want to make friends, write your request letters in a friendly way as if you were talking to an old acquaintance. Try to appeal to your Recipient’s humanity, generosity, or sympathy.
Add call to action
Anytime you can, put action in your request letters. The best way to do this is to use active verbs and action verbs rather than passive verbs.
Make responding easy
The easier you make fulfilling your request, the more likely you will get the response you need. If you want your Recipient to send you a hard-copy document, you may include a stamped and self-addressed envelope.
What is a business letter of request? When do you use it? How can you write an effective one? Well, now you know all the answers!
Letters of request need to be polite and properly worded. Make your request as clear as possible. Keep the tips in this article in mind when writing your next letter of request, and you should get the results you need!
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