Unit 7: Descriptive

Writing
Letter of Request
 How to Write a Request Letter
• Be particularly courteous and tactful.

• Put the reader at ease.

• Be brief.

• Be confident and persuasive. Be assertive but not overbearing.

• Be straightforward, and include as much detail as necessary to clearly convey your request.

• Avoid the temptation to apologize for your request. Strive to make the person feel complimented that you
would ask the favor of him or her.

• Make only reasonable requests.

• Express your willingness to reciprocate the kindness or favor.

• Invite the person to contact you if he or she has any questions or concerns, and 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,
and 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).
Request Information
1. Tell the reader exactly what information you need and ask him or her to send it.
2. Explain why you need information.
3. Be sure to provide your contact information (complete address, telephone number, and e-mail
address).

As we welcome the New Year, we also look back on 2018 and begin preparations for filing income tax returns. To
assist you, we have prepared a personalized Client Tax Organizer. By completing this organizer you will help us
prepare your return more accurately and minimize your tax liability.

Please attach all the applicable tax documents listed on the cover sheet and return the completed organizer at least
one week before your appointment. We will then be able to have a more successful meeting with you.

Kindly do the needful at the earliest.

Request a Copy of an Official Document

1. Ask for the document and inform the reader where to send it.
2. If applicable, indicate that you have enclosed the required documents or fees.

I am writing to request a copy of my graduation certificate awarded in the spring

commencement services. Unfortunately, I lost the original when my briefcase was
stolen from my car.
I am enclosing a copy of the police report to support my claim, along with a
certified check for $27.50 to cover the replacement fee. My name and other
identifying information are included in the report.
Please send the certificate to the address below.
Request Assistance or Cooperation from Someone In
Another Firm

1. If necessary, introduce yourself and/or your company.

2. Indicate why you need the reader's cooperation or assistance.
3. Ask the reader to help you. Be specific about your needs.
4. Ask for a reply or for cooperation.
Request Assistance or Cooperation from Someone In
Another Firm

I represent Jane Doe in the matter of Doe v. Doe Inc. Her case against Doe Inc. is wrongful
termination. I understand you represent Mr. Eric Johnson, who is suing Doe on the same
grounds. As you know, Mr. Johnson and Ms. Doe worked in the same division of Doe for
several years until they were suddenly terminated on June 13, 2018.

Although I have requested several reports from Doe, they have refused to produce them.
Ms. Doe learned from Mr. Johnson that you may have these documents. May I photocopy
them at my expense until other arrangements are made?

Of course, we would require a signed permission statement from Mr. Johnson, indicating
his consent to our arrangement. However, he seems willing. Photocopying is desirable at
this point because our summary judgment motion is due Monday, and I need the reports to
complete it. Please phone me as soon as possible regarding this matter.
Request Confirmation of an Authorization to Take
Action

1. State clearly the nature of the authorization that you understand you have
received.
2. Ask for any clarification you may need and mention any details that were
not adequately discussed in your previous contact with your reader.
3. End with a positive expression about the arrangement, if appropriate.
Request Confirmation of an Authorization to Take
Action

On August 23, 2018, you authorized me to purchase maintenance supplies

for the Springfield Condominiums. I will do my best to keep written records
justifying all expenditures, save all receipts, and notify you in advance of
any non-routine purchases.

It would be helpful if you would confirm this authorization, so the vendors

will recognize me as your agent. If you would, please sign this document,
save a copy, and return the original to me at your convenience. I want
everyone to feel good about the authority you've given me and will do all I
can to continue to make Springfield Condominiums a great place to live.