How to write a request letter

As the name implies, request letters are usually sent to ask someone for information, goods, or services. Like all business letters, the request letter should include the following elements:

1. Date

2. Name and address of person you are writing to

3. Subject line (what is the purpose of your letter?)

4. Salutation (i.e. “Dear Mr. Smith:”)

5. Body of letter (your message)

6. Complimentary closing (i.e. “Thank you for considering my request.”)

7. Signature line (remember to sign your letter!)

8. Your name and contact information (not required if given in letterhead)

9. List of enclosures (if any)

In a request letter sent to a person or organization, you should try to state your request in the first sentence. You should explain who you are and why you are writing to him/her/them in the first place.

In the body of the letter you should:

• explain exactly what you are asking them to do

• include background information or web links for them to retrieve more information

• briefly describe the project you are working on

• give your work’s address and telephone number for future contact; do not use your personal address or telephone number

• be sure to thank them for considering your request

When writing a request letter, you may also wish to consider the following tips

• Keep the letter short and to the point. Letters should be concise, factual, and focused. Try to never exceed one page or you will be in risk of losing your reader. A typical letter page will hold 350 to 450 words.

• Focus on the recipient’s needs. While writing the letter, focus on the information requirements of your audience, the intended addressee. Imagine the intended recipient seated across a desk while you are explaining the subject of the letter. What essential information does that person need to know through this communication?

• Summarize your request in the first or second sentence.

• Use simple and appropriate language. Your letter should use simple, straightforward language for clarity and precision. Use short sentences and don’t let your paragraphs exceed three or four sentences.

• Re-read and revise the letter. Do a first draft of the letter and then carefully review and revise it. Put yourself in the place of the addressee. Imagine yourself receiving the letter. How would you react to it? Would it answer all of your questions? Does it deal with all of the key issues? Are the language and tone appropriate? Sometimes reading your letter out loud can be helpful.

• Check spelling and grammar. A letter is a direct reflection of the person sending it, and by extension, the organization that person works for. When the final content of the letter is settled, make sure that you run it through a spelling and grammar checker. Sending a letter with obvious spelling and grammar mistakes looks sloppy and unprofessional. You may also want to ask a friend to proofread your letter.

Once you receive a response or fulfillment of your request, be sure to send a thank-you letter to your contact person.

Here is an example request letter:

COMPLAINT LETTER

When you write a complaint letter, fax, or email:

· send the complaint as soon as possible;

· explain the situation clearly;

· suggest a way of solving the problem;

· be polite;

· don't apologize for complaining.

You can use these expressions to begin your message:

I am writing to complain about...

I am writing about a problem with...

I am writing in reference to...

Note: The first two sentences have a stronger complaining tone than the third.

You can add extra information about a topic, like this:

I am writing to complain about order # 7214-649. (extra information)

It arrived yesterday.

I am writing to complain about order # 7212 649, which arrived yesterday.

Explaining the situation. First, say what the problem is:

We regret to inform you that…

I am sorry to say that ….

Unfortunately, the goods were damaged, the shipment arrived late, you sent us the wrong model, the work was unsatisfactory.

Then give details:

We ordered TS400 models, but we received TS300.

There are cracks in the walls.

The plastic casings were scratched in several places.

The promised delivery date was January 22, but it arrived February 6.

If necessary, add any further information:

We enclose a copy of the order.

Please find enclosed a photocopy of the shipping order.

I am attaching photographs of the damage.

WRITING CLAIM LETTER

A claim letter is a letter that you write to a company to point out a problem. Some problems that you write about in claim letters include: receiving the wrong products, receiving damaged products, or receiving an incorrect invoice.

Before you write the letter, make sure you have all the information about the problem. If necessary, contact other people in your company. Ask them if they have anything to add.

The body of a claim letter generally has four parts.

Part Content

Opening - Explain the problem.

Focus - Give your reaction.

Action - Give a solution.

Closing - Thank the reader.

Example

In a recent shipment from New Tech Answers, there were two problems: we received the wrong manuals and our account was incorrectly billed.

We are returning—under separate cover—the two copies of TM-0035-3.

Please send us the two (2) manuals that we ordered. Also please correct our account, no. 594-NT..

Thank you for your attention to this matter.

In business letters, you should always use a formal writing style. One point to remember is that you should not use contractions. Contractions are used in informal or personal correspondence.

Informal: We didn't receive TM-0053-3 or TM-GQ56-7.

Formal: We did not receive TM-0053-3 or TM-0056-7.

Informal: We can't complete your order because Item 42-A is back ordered.

Formal: We cannot complete your order because Item 42-A is back ordered.

Business correspondence should be concise. Being concise means that you should use as few words as possible. One way to be concise is to use modifiers, such as descriptive adverbs.

Not concise: Our account was billed with a lot of different mistakes in it.

Concise: Our account was incorrectly billed.

A dash (—), or a pair of dashes, can sometimes be used instead of a comma, colon, or parentheses. Dashes can add information, show emphasis or set off lists.

We are returning—under separate cover—the two copies of TM-GOSSS.

The damaged package —the one sent by overnight mail—was refused by the recipient.

The order form containing the information—date, time, and cost of the shipment—was delivered by messenger.

Дата добавления: 2015-10-28