Sample Letter of Request and Reasons for Writing One

Updated 6 January 2023

Writing a letter of request is a common occurrence in many professional roles. If you’ve ever wondered how to compose one professionaly, exploring a sample request letter can be a good way to familiarize yourself with the important components. In this article, we review what a sample letter of request is, explore the format for a formal request letter and go over writing tips and an example that you can use as a template and inspiration when writing your own.

What is a sample letter of request?

A sample letter of request is an example of this letter type. It contains fictional names and scenarios, but its content is similar to a real letter of request. This content follows the correct format and tone. A sample letter of request demonstrates what a good letter of request looks like.

What is the format of a letter of request?

A formal letter of request will typically follow the standard business letter format, which includes the following pieces in this order:

Sender's name and contact details, unless shown on a letterhead
Date
The recipient's name and contact details
Greeting
Purpose of the letter
Body of the letter
Professional closing
Signature
The sender's name printed

How do you write a formal letter of request?

A formal letter of request should be written and sent when you are asking a professional individual or business to do something for you. Use the following steps when writing a letter of request:

1. Include contact details and the date

All business letters start with the full name and contact details of the sender and recipient along with the date of writing. The sender's name and contact details may appear on letterhead or get printed on the top left of the page. The date follows, then the recipient's name and contact details. Take a new line for each piece of information. A letter of request should include the following contact details if they are known:

Professional title
Home or business street address
City or suburb, abbreviated state or territory and postcode
Best contact number
Professional email address

Related: How To Address a Letter

2. Open with a professional greeting

Writing a professional greeting, followed by a comma, is a friendly way to start your request letter. The word ‘Dear', followed by your recipient's title and surname suits most letters of request. If your recipient is someone you know well, you may address them by their first name. Try to address your recipient by their name, as it makes your letter feel more personal. However, if your recipient is unknown, you may use a generic address such as ‘Sir/Madam' or ‘To whom it may concern.'

3. State your purpose for writing

Stating your purpose for writing before your letter's body prepares your recipient for your request. They can decide to keep reading now or file your letter and read it later. Leave a single space, then write ‘Re:' (short for regarding) followed by three to five words summarising your request. For example, you might write ‘Re: Request for raffle prizes'.

4. Summarise your reason for writing

The first part of your letter's body should summarise your reason for writing, expanding on the brief description you gave in the line above. Explain what you are asking for and the reason it's important to you or your employer. Focus on being persuasive to encourage your recipient to read on.

5. Explain your request in more detail

Detail your request so your recipient understands fully what you're asking for and how they should respond to your request. Use plain English to make your request very clear. If your request is complex, you may break this section into two paragraphs for clarity.

6. Conclude with thanks and a call to action

Close your letter by thanking your recipient for their time and considering your request. Include a call to action, such as contacting you for more information. If you intend to contact the recipient, let them know to expect your call or email.

Related: How To End a Letter

7. Close your letter

Close your letter with a friendly phrase reflecting your relationship with your recipient, followed by a comma. ‘Yours sincerely' and ‘Yours faithfully' suit requests to unfamiliar recipients. If you know your recipient well, you might use ‘Best wishes' or ‘Cheers'. Leave three or four blank lines for your signature, then type your full name. You may also include your job title on a new line.

8. Note any enclosures

You may enclose documents providing relevant information. For example, if you are requesting a donation for your charity, you might enclose a brochure about your organisation and its work. Listing enclosures at the bottom of your letter lets your recipient know what you've included at a glance. At the bottom of your letter, write ‘Enclosures', followed by a colon. If you have a single enclosure, note it beside the colon. If you have multiple enclosures, note them in a bullet-point list.

Tips on how to write a letter of request

Keep the following tips in mind when writing your letter of request:

Be concise: Your recipient is more likely to read your letter if it is brief and to the point.
Be polite: Maintaining a courteous tone improves your chances of a favourable outcome.
Make responding easy: The easier you make fulfilling your request, the more likely it is that you'll get the response you want. For example, you might include a stamped, self-addressed envelope if you want your recipient to send you a hard-copy document.

Sample letters of request

A letter of request can be written for many reasons. Here are 2 sample letters of request, written for different reasons, that you can use as a template the next time you need to prepare one:

Request for prizes sample

Here is a sample letter of request asking for a donation of prizes for a school trivia night:

Carol Williams
President of Parents and Citizens Association for Ryde Public School
0418 340 239
cwilliams@email.com.au
34 Denistone Road
Ryde NSW 2112

1 February 2022

Andrew Richardson
Sit and Chat Café
397 Main Street
Ryde NSW 2112

Dear Mr. Richardson,

Re: Prizes for upcoming trivia night

I am writing to ask whether your café may like to donate a voucher for the local primary school's upcoming trivia night scheduled for 30 March. We hope to raise enough money at the trivia night to purchase new recorders for our school's music program. We will give prizes to the top three teams and include other items in a silent auction.

Any donation would be gratefully received. It may be as small as coffee and cake for two or as generous as a $100 dining voucher that a family could use for lunch. In exchange for your generosity, we would place an advertisement for your business on our answer sheets. If you could provide a poster, we would also happily hang this in our school hall on our trivia night.

Thank you for your time reading this letter and considering our request. If you'd like to donate or need more information, you can call or email me using the contact details above. I look forward to hearing from you soon.

Kind regards

Carol Williams

Request for media coverage

Here is a sample letter of request asking for media coverage of a salon opening:

Dale Arthur
Owner of Cuts by Dale
0402 340 120
dale_arthur@cutsbydale.com.au
23 Surfers Parade
Toowoomba Qld 4350

1 April 2022

Sarah Henderson
The Toowoomba Gazette
34 Main Street
Toowoomba Qld 4350

Dear Ms Henderson,

Re: Media coverage of salon opening

I am writing to ask for media coverage of my upcoming salon opening in Toowoomba. I have salons in Brisbane and the Gold Coast, and can't wait to open my latest branch on 1 May. I think Toowoomba residents would love to know about my salon's high-end experience and hair, beauty and cosmetic services.

I'd love you to visit my salon on opening day and learn more. You can interview me and my employees and take advantage of a complimentary hair or beauty treatment. This will let you write a feature article on the Cuts by Dale difference using your firsthand experience.

Thank you for your considering my proposal and I hope to see you on opening day. I have enclosed a brochure so you can familiarise yourself with our services. If you'd like a treatment, please call me on the number above so I can book your appointment at a time that's convenient for you. I look forward to hearing from you soon.

Yours faithfully

Dale Arthur

Enclosures: Salon brochure

50 letters of request topics

You could also write professional letters requesting the following:

Copy of an official document
Information about a business topic
Change in agreement or contract
Change in working conditions
Change in an upcoming shift
Annual or maternity leave
Transfer to another department or location
Change to official records
Promotion
Pay increase
Reduced duties
Additional shifts
Response to a survey
Interview for research
Donation
Sponsorship
Endorsement or testimonial
Personal letter of recommendation
Character reference
Business assistance
Authorisation to take action
An explanation for action taken
Investment capital
Additional funding
Business loan
Scholarship
Grant
Correction of an error
Product discount
Complimentary product
Refund or repair of a product
Employment
Apprenticeship or traineeship
Volunteer experience
Confirmation of documents or payment received
A quote or cost estimate
Payment for outstanding invoices
Permission to use someone else's research or images
Missing documents from an application
Additional information
Professional advice
Project extension
Cancellation of a membership or subscription
Review of account
Feedback from customers or employees
Transcript of conversation
Speaking engagement at a seminar or conference
Appearance at a business event

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