Have you ever experienced having received a defective product from one of your purchases and you don’t know how to formally ask for a refund? How about that sudden change of mind or circumstance that would make you decide to cancel certain services you have availed on a daily basis such as your Wi-Fi connection, electricity, and insurance? All of these situations would easily be resolved by sending a request letter to the proper individuals and entities.
Whether you are writing a request letter for a donation, cancellation of service, or for payment of debt, you must be able to write it in a way that is formal and effective. That is why, in order to help you write an effective request letter, we have made available for you a variety of request letter sample templates that you may download easily. Scroll down below and download the template that suits your needs!
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Appointment Request Letter
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What Is a Request Letter?
A request letter is a letter that is written with the sole purpose of asking another individual, organization, government agency, or any business entity to do something or approve of something. There is a necessity for the drafting of request letters since this is normally considered as a formal and proper method of making a request in the professional setting. Far be it for individuals to make requests verbally or in an informal way.
What Are the Benefits of Writing Request Letters?
As mentioned, requests that are being done in the professional setting must be done formally through a proper request letter. The items below demonstrate some sound arguments as to why it is beneficial to send in a request letter:
- A request letter is just like any business letter or formal letter. It follows the standard business letter format. This makes it easier for the recipient to treat the content of the request in a more professional manner as opposed to receiving a verbal request, which can easily slip from their minds in a matter of minutes.
- A request letter allows one to go straight to the point of their request without sounding too assertive. This is because request letters are simply designed to illuminate the recipient’s minds as what the request letter is all about. There is no room for excessive formalities and niceties. Starting one’s letter with a simple greeting is enough to satisfy the social niceties that are inherently required in any type of social interaction or communication. This is extremely more convenient as compared to a verbal communication of a request in which one has to exchange a few sentences of formal introductions before going to the heart of the matter.
- A request letter is informative. It would be easier for the recipient to assess whether or not he/she should grant the request based on the information provided in the letter. A request letter not only states the intention of the writer to ask for something but also allows him/her to extrapolate on the argumentative points explaining why his/her request must be granted.
- A request letter is bereft of any grammatical errors as formal letters are proofread. There is a sufficient amount of time that is allotted for the writing of any business letter. This makes the room for error and the inclusion of unnecessary information smaller as compared to hastily done verbal requests.
What Are the Essential Parts of a Request Letter?
Below are the items that must be included in any request letter:
- The return address
- The address and complete name of the recipient
- The salutation
- The body of the letter, which contains the following:
- The brief and formal greeting
- The statement of the purpose of the request
- The explanation of why a request must be granted
- The sentences seeking or hoping for an immediate and positive response from the recipient
- The mentioning of supporting documents that are attached to the request letter
- The closing remark
- The name and signature of the letter-writer.
Cancellation Request Letter Samples
Insurance Policy Cancellation Request Letter
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Refund Cancellation Request Letter
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Delivery Request Authorization Letter Format
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Confirmation Letter/Employer Internship Request
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Letter to Request an Internship
Information Request Letter Samples
Freedom of Information Request Letter
Additional Information Request Letter
Medication Information Request Letter
When Can You Use a Request Letter?
A request letter format is so general that it can be written for numerous purposes. Below is a description of circumstances when a request letter must be written:
- It is written by a landowner or an owner of any property that is being leased in order to formally request a tenant to make his/her rental payment.
- It is written by creditors to formally ask their debtors to pay their debts. This includes personal creditors (or those who are closely related to their debtors), banks, and other lending institutions.
- It is written by businesses to other businesses or business owners in order to formally make an initial proposal to discuss the possibilities of forming a business partnership.
- It is written by nonprofit organizations to charitable entities for the purpose of asking them for a donation.
- It is written by businesses to their customers who have failed to make their payment on time. This is a formal and less assertive way of requesting for payment, which is suitable as an initial step before a business can proceed with writing an actual demand letter that lays down the legal consequences should the customer still fail to pay. To know more about demand letters, check out our website’s wide collection of informative demand letter templates.
- It is written by the administrators of a university who are reviewing the qualifications of a student-applicant who wants to study at their prestigious educational institution. For the purpose of examining the qualifications of an applicant, school administrators send a request letter to the previous professors of the applicant who can provide reliable references regarding the academic standing and other valuable traits of the applicant.
- It is written for the purpose of canceling the continuation of services.
- It is written for the purpose of setting up an appointment with an individual, a professional, or a business owner.
- It is written by human resource managers to the previous employers of a job applicant. This is called a reference request letter.
- It is written by individuals, organizations, and businesses to formally request a bank or any financial institution to grant them a loan.
- It is written by customers who are dissatisfied with a service or have received a defective product or good for the purpose of asking for a refund from the business.
- It is written by customers who are requesting that the goods they have paid for would be delivered in case it has not been delivered on the date agreed.
Meeting Request Letter Samples
Business Meeting Request Letter
Meeting Request Letter Format
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Request Letter for Using Third-Party Material
Student Sample Letter to Request College Material
Order Request Letter Samples
Court Order Request Letter
Delivery Order Request Letter
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Advance Payment Request Letter
Payment Request Letter Example
Payment Request Letter Format
Reference Request Letter Samples
Reference Request Letter
What Is a Donation Request Letter?
A donation request letter is a letter that is sent for the sole purpose of seeking financial aid from
- a wealthy and charitable individual who is well-known for his/her altruisim,
- a corporation or a business that can reap marketing benefits for their business should they give donations to a certain organization or individual,
- a government agency that is known to grant donations for specific causes, and
- any charitable institution.
There may be several reasons why a person or an organization would ask another entity for financial aid. Some of the most common circumstances that call for the writing of a donation request letter are the following:
- It is written when a prospective student wants to have funds for his/her tuition.
- It is written by any nonprofit organization for the purpose of seeking funds to help them successfully carry out their organizational goals or causes.
- It is written by promising athletes who are just starting out with their careers. Being an athlete naturally means that you have to buy your athletic equipment, outfit, and other necessary things.
What Is a Payment Request Letter?
A payment letter of request is written for the sole purpose of asking another individual, organization, or business entity to make their payment on something that they have availed, purchased, rented, or loaned.
When Can You Write a Payment Request Letter?
The following circumstances explicate the necessity of writing payment request letters:
- A payment request letter is written so that a landowner or any property owner may be able to formally ask his/her tenant that they fulfill their obligation to pay their rents.
- Businesses write payment request letters to their customers when asking them to pay for the goods and services they have availed.
- Banks and other lending institutions are yet another sector of the community that regularly sends out payment request letters to those entities and individuals who have borrowed a certain sum from their institution (loan).
Tips in Writing a Payment Request Letter
- Observe the proper format of payment request letters. You may opt to download our templates on this page and use any of these as your guide.
- Always start with a formal greeting.
- Never show anger in your letter no matter how long the payment has been due.
- Get your facts straight by narrating all the essential information that can support your claim to have a right to the amount you are seeking your recipient to pay.
- Maintain a professional tone.
- Proofread your letter before sending it.
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