CONTENT OF PRESENTATION

What is a Request Letter?

• The request letter is a formal and specific letter usually written when someone

needs a favor, information, permission service or any other matter which

requires a polite and humble request. To gain such information, we usually write

a letter of request to exhibit professionalism or formality in acquiring such

information. This kind of letter of request can be useful for asking a required

document, permission, information, or for asking an assistance. There are

many different types of request letters as people ask for many different

things. Request letters should include relevant and correct information to get a

satisfactory response.

• A requesting letter is written for various purposes, these purposes can be

related to a meeting, banking purposes, or jobs.

Why do we write request letters?

A request letter is being written to attract the attention of the person towards your legitimate

demands. Through this letter, you can express your feelings into words. Request letter can

be written on any occasion whether it is related to job promotion or increment, asking for a

donation, requesting for a recommendation, business dealings etc. It is essential to write

your request letter with politeness and sincerity.

There are various purposes as to why we write formal request letters. These include:

➢ request for a promotion consideration

➢ request letter job transfer

➢ request letter for advance payment

 ➢ request letter for release of official documents

➢ request for a discount for the product/service

➢ request letter for financial assistance

➢ request letter for sponsorship

➢ request letter for donation

➢ request letter for scholarship

How do we write a request letter?

• To write a request letter, we must follow the proper business format where the

letter is printed on an A4 paper (8.5’’x11’’) for formality purposes. The different

parts of a request letter are:

1. Sender’s Full Mailing Address 6. Message (Body)

2. Date 7. Complimentary Closing

3. Recipient’s Address 8. Signature Block

4. Subject Line 9. Enclosures (if necessary)

5. Salutation

• On the top left of the paper, place your name, title and address.

• Have 1-inch margins around the paper and use single spacing.
Lenard Ramos

123 ABC Street

Intramuros, Manila, 1002

lenardvr@gmail.com

(619) 555-1234

September 9, 2018

Mr. Juanito C. Revaula, MBA

Professor

College of Accountancy

Polytechnic University of the

Philippines – Sta. Mesa, Manila

Sta. Mesa, Manila, 1016

Dear Mr. Revaula,

I am writing to request a special examination in Course 101. On September 3,

the date of the regularly scheduled exam, I had to see my personal doctor for
I have experienced a severe migraine which caused my parents to decide not
to allow me to attend the class for the day. Attached in this letter is my medical
certificate and my mother’s voter’s ID as references.

Thank you for taking the time to consider my request. Please contact me by
email or phone if you have any questions.

Respectfully yours,

Lenard Ramos
Some points to consider when making/writing a request letter:

• First and foremost, it is vital to keep your request letter simple and precise.

• Be clear and straightforward – To be able to relay the message, we must go

straight to the point and avoid including irrelevant information in the letter. We

must also clearly state and explain the reason(s) why we are writing the request

letter. Make only reasonable requests.

• Be professional in your approach.

• Be factual – include factual but not dramatic details in making a request letter.

• Keep it clean – A business letter must be neat, so avoid using other papers like

colored papers aside from the plain white paper normally used in business letters.

• Be specific – As the sender of the letter, you must be specific with what you are

requesting.

• Be thorough – You have to be careful not to omit important information so that the

reader may easily understand what you need. In this case, include necessary

documents that the recipient might need from you.

• Be brief – As mentioned in the first tip, you have to be straightforward and avoid

beating around the bush. In doing so, we are able to create a short and concise

request letter that contains all the things we need to say to the intended recipient.

• Include your contact information – To allow the recipient of the letter to contact

you, make sure you include your contact information.

• Be particularly courteous and tactful when writing this letter, as requests are

generally an imposition on another's time and/or resources or talents. Put the

reader at ease and help her or him feel that responding will not be burdensome.

• Express your gratitude – In the closing part of the letter, make sure to thank the

recipient for reading your request letter. Usually, this is followed by a thank-you
 letter given that the request letter is fulfilled. Express your willingness to

reciprocate the kindness or favor.

• Proofread the letter – Always proofread your letter to avoid misspellings and

grammatical errors, which might make your letter look messy and unprofessional.

• Keep a copy of the letter – Keeping a copy of the request letter written gives you

an opportunity to reprint it again in case the recipient loses the letter. You can also

use this as reference in making other request letters you might write in the future.

• Be confident – In relaying your message, you have to be confident and assertive

to prove your point and be persuasive.

• Invite the person to contact you if he or she has any questions or concerns. Thank

him or her for taking the time to consider your request.

• Make it easy for the person to respond—tell him or her exactly what can be done

to accommodate your request. Do everything within your power so that the request

can be granted (e.g., if you are asking for a letter of recommendation, include your

résumé or a list of accomplishments and a stamped, addressed envelope).

Letters of request are some of the most important correspondence you can

write. With an effective request letter, you could get an interview for a new job,

convince your boss that you deserve a raise, encourage people to contribute to your

favorite charity, and accomplish numerous other worthwhile endeavors. Take the time

to construct a complete, yet concise, well-written request letter. The results will be well

worth the effort.

References:

• Barkdull, L. (n.d.). How to Write a Request Letter. Retrieved from

https://www.writeexpress.com/How-to-write-a-request-letter.html
• Request Letter. Retrieved from https://targetstudy.com/letters/request-letter/

• How to Write a Request Letter. Retrieved from

https://www.letters.org/request-letter/how-to-write-a-request-

letter.html#Download_Template_Doc_and_PDF

• Types of Request Letter. Retrieved from https://justlettertemplates.com/types-

of-request-letter.html

• How to Write a Letter Requesting a Favor. Retrieved from

https://www.wikihow.com/Write-a-Letter-Requesting-a-Favor

• Purpose of a Request Letter. Retrieved from

https://targetstudy.com/letters/request-letter/

• Writing an Effective Appeal or Request Letter. Retrieved from

http://go.sdsu.edu/student_affairs/ombudsman/writingletter.aspx