Writing a request letter can feel daunting. Whether you need to request information, funding, a change in policy, or even just a day off, knowing where to start is half the battle. This article provides 11 ready-to-use request letter templates that you can easily adapt to your specific needs. From professional business requests to more personal appeals, you’ll find a sample letter here that serves as a perfect starting point.
These templates are designed to be clear, concise, and persuasive. Remember to personalize each template with specific details relevant to your situation. Tailor the language to match your relationship with the recipient – a formal tone is suitable for supervisors or clients, while a more casual tone might be appropriate for colleagues. Focus on clearly stating your request, explaining the reasons behind it, and outlining any benefits the recipient or organization might gain.
Before using these request letter templates, carefully consider the recipient. What are their priorities? What information do they need to make a decision? Addressing these questions directly in your letter will significantly increase your chances of a positive response. Remember to proofread your letter carefully before sending it to ensure it’s error-free and presents you in the best possible light.
The following request letter templates are categorized for ease of use. Each one contains a general structure that you can customize according to your specific requirements. Good luck!
11 Request Letter Templates
Template 1: Request for Information
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to request information regarding [Specific Information Needed]. I am [Brief Explanation of Why You Need the Information]. Any assistance you can provide would be greatly appreciated.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Template 2: Request for Funding
[Your Name/Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to request funding for [Project/Cause Name]. We are [Brief Description of the Project/Cause and its Goals]. We are requesting [Specific Amount of Funding] to [Explain How the Funding Will Be Used]. We believe this project will [Explain the Benefits and Impact of the Project].
Thank you for considering our request. We have attached a detailed proposal for your review.
Sincerely,
[Your Name]
Template 3: Request for a Meeting
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to request a meeting to discuss [Topic of Meeting]. I am available on [List of Available Dates/Times]. Please let me know if any of these times work for you, or if you would prefer an alternative.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Template 4: Request for Leave of Absence
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Manager Name]
[Company Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to request a leave of absence from [Start Date] to [End Date], for a total of [Number] days. The reason for my leave is [Reason for Leave – be brief, but provide context if necessary. Example: “to attend to a family matter,” or “for a scheduled medical procedure”]. I have already [Mention any steps you’ve taken to prepare for your absence, e.g., “completed all my urgent tasks,” or “delegated my responsibilities to [Colleague’s Name]”].
Thank you for considering my request.
Sincerely,
[Your Name]
Template 5: Request for Recommendation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
I hope this email finds you well. I am writing to you today to request a letter of recommendation in support of my application for [Opportunity, e.g., “the Master’s program in Computer Science at Stanford University,” or “the Marketing Associate position at Acme Corp”]. The deadline for submitting the recommendation is [Date]. I am applying because [Briefly explain why you are applying and why you think you’re a good fit]. I believe you are well-suited to provide a recommendation because [Explain why you are asking this person – e.g., “you were my professor for [Course Name] and witnessed my strong analytical skills,” or “you were my supervisor at [Company Name] and saw my leadership abilities”]. I have attached my resume and a personal statement for your reference.
Thank you very much for considering my request. Please let me know if you require any further information.
Sincerely,
[Your Name]
Template 6: Request for a Price Quote
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Dear [Recipient Name],
Our company, [Your Company Name], is seeking a price quote for [Specific product or service]. We require [Quantity] of [Product name] with the following specifications: [Detailed specifications]. Please also include the estimated delivery time and any applicable taxes or fees in your quote.
Thank you for your time and attention to this matter. We look forward to receiving your quote by [Date].
Sincerely,
[Your Name]
Template 7: Request for Permission
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to request permission to [Specific action you need permission for, e.g., “use your photograph in a presentation,” or “host a small event in the community center”]. [Explain why you need permission and provide relevant details. E.g., “I am giving a presentation on [Topic] and believe your photograph would be a valuable visual aid. I will give you full credit for the image,” or “We are a local non-profit organization and would like to host a fundraising event in the community center on [Date] from [Time] to [Time].”].
Thank you for your consideration.
Sincerely,
[Your Name]
Template 8: Request for Extension
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Professor Name/Manager Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to respectfully request an extension on [Assignment/Project Name], which is currently due on [Original Due Date]. I am requesting an extension until [Proposed New Due Date]. The reason for this request is [Explain the reason for needing the extension – be honest and concise. E.g., “due to unforeseen circumstances related to a family emergency,” or “due to the complexity of the research required for this project”]. I have already [Mention what you’ve already accomplished – e.g., “completed [Percentage]% of the assignment,” or “finished the literature review and have begun the data analysis”]. I am confident that with a few extra days, I will be able to submit a high-quality piece of work.
Thank you for considering my request.
Sincerely,
[Your Name]
Template 9: Request for Volunteer Work
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Organization Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to express my interest in volunteering with [Organization Name]. I am particularly interested in [Specific area of volunteering, if any]. I have [Mention any relevant skills or experience you possess that would be beneficial. E.g., “experience working with children,” or “strong organizational skills”]. I am available to volunteer [Days of the week] from [Start Time] to [End Time].
Thank you for considering my application. I am eager to contribute to your organization’s mission.
Sincerely,
[Your Name]
Template 10: Request for Donation
[Your Name/Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
We are writing to you today on behalf of [Organization Name], a non-profit organization dedicated to [Organization’s Mission]. We are currently raising funds for [Specific Project or Cause]. Your donation, no matter the size, will help us to [Explain how the donation will be used and the impact it will have. E.g., “provide food and shelter to homeless individuals,” or “fund vital research into [Disease]”]. All donations are tax-deductible.
Thank you for your generosity and support.
Sincerely,
[Your Name]
Template 11: Request for Transfer
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Manager Name]
[Company Name]
[Recipient Address]
Dear [Recipient Name],
I am writing to formally request a transfer from my current position as [Your Current Position] in the [Your Current Department] to [Desired Position or Department]. I have been with [Company Name] for [Number] years and have consistently exceeded expectations in my current role, as demonstrated by [Mention a specific accomplishment or two]. I am requesting this transfer because [Explain the reason for your request – be professional and focus on your career goals. E.g., “I am seeking new challenges and opportunities to grow my skills in [Area of Interest],” or “I believe my skills and experience align more closely with the requirements of [Desired Position/Department].”]. I am confident that I can make a significant contribution to [Desired Position/Department].
Thank you for considering my request. I am available to discuss this further at your convenience.
Sincerely,
[Your Name]
Conclusion
Using these request letter templates as a starting point will save you time and effort. Remember to adapt the language to your specific situation, personalize the message, and proofread carefully before sending. A well-written request letter increases your chances of a positive outcome. Good luck!
