There are several ways of acquiring different documents, both personal documents and business documents. Thanks to technological advancement, requesting a copy of almost any type of document can now be done online. Still, some documents follow the old process. This old process includes writing a document request letter. What’s a document request letter, and how do you write one? That’s what we’ll find out in the details below.
What Is a Document Request Letter?
Looking for a specific document that you can’t find on your file? If you can’t find it, then you might as well get a new copy. There are documents that can be acquired by filling out an online form or by going to the center document nearest you. But first, check if you need to write a document request letter before actually going anywhere. Document request letters are formal letters that notify the recipient of your intention to request a document that their office possesses. There are several reasons why such a letter is necessary when requesting certain documents. One common reason is to allow the requestee enough time to look for the said document, especially if the requested document has not yet been saved in a database. Another reason is so that the document can be addressed personally to the person requesting it. If you look into sample request letters, you’ll find a variety of request letters in PDF and Word that includes simple request letters, request letter to bank, request letter for job, requisition request letters, and many more.
Keep It Short and Simple
Tips are a great way to start whatever you are doing, especially when writing letters. KISS is a popular acronym that stands for keep it short and simple. It’s undoubtedly one of the most popular tips that you’ll get when writing just about any type of letter. If you have written proposal request letters or request for proposal letters, you’ll find KISS your best friend. Why should you keep it short and simple? Document request letters are formal request letters so it does not need to be friendly or warm. The letter should be straightforward and includes only details of the document you are requesting and the reason for requesting the said document. Of course, you still have to use a polite and courteous tone in writing. People working with documents have their hands full and they only have little time to spare to read request letters. That is why keeping your letter short and simple is a great help for them.
Keeping letters short and simple does not only apply to request letters. It applies to almost all formal letters. Writing short and concise letters allows you to stay on topic and allows your recipient enough time to read all the contents of your letter.
10+ Document Request Letter Samples in PDF | DOC
1. Document Request Letter Sample
2. Document Request Letter Template
3. Document of Finger Print Request Letter
4. Bank Guarantee Request Letter Sample
5. Simple Document Request Letter Template
6. Document Request Letter Example
How to Write a Document Request Letter
Letters for requesting documents are pretty simple. You don’t have to be an expert to write one, and you definitely don’t need any persuasive skills just to get the document that you need. What’s important is basic knowledge about letter writing and formal letters.
Step #1: Mind your format
Letter format matters and it plays an important role in letter writing. That is because it’s the very first thing that the reader will see upon opening your letter. Using request letter format and other similar templates will help you make the formatting process easy.
Step #2: Name the document
Since you’re requesting a specific document, you must provide the exact name of the document that you need. There could be tons of documents with that same name and this could cause errors, confusion or delays in the processes. Nobody wants that. Other details you’ll need to include are the name of the person as the requestor, the name that should be on the document, date, etc.
Step #3: Provide the reason/purpose for the request
Aside from the name of the document, you must also provide a reason for requesting the document. Reasons for requesting documents include as part of the requirements for another document, for documentation purposes, for employment, for banking needs, for school or college application, etc. The reason or purpose can vary depending on where it will be used and who requested it.
Step #4: End with a positive note
Reading a letter no matter how short takes time, so it’s just right to thank the recipient for sparing some time to read your request. Don’t forget to provide your contact details before closing your letter. The recipient may need more details or ask certain questions regarding the document.
Step #5: Proofread
Formal letters must be free of spelling and grammar errors. Before you actually say it’s final, review your work twice or three times to make sure that it looks ceand and feels professionally written. Your letter reflects part of who you are so it is best to make it presentable and readable.
7. Document Request Letter in PDF
8. Formal Document Request Letter Template
9. General Document Request Letter Sample
10. Document Request Letter in DOC
11. Basic Request Letter Sample
Writing a document request letter is an old processes that is still being used up to this day and time. We never really stopped writing letters. We just chaged the way we write letters to keep up with the changing of times. And if you need references to help you write document request letters, you can check out the samples above.
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