Writing a clear and professional sample request letter is crucial for obtaining the materials you need for evaluation, testing, or purchasing decisions. A well-crafted letter demonstrates your seriousness and increases the likelihood of a positive response. It’s important to be specific about the sample you require, the purpose of your request, and any relevant deadlines.
This article provides 20 sample letters covering various request scenarios. Use these templates as a starting point and customize them to fit your specific needs. Remember to always proofread your letter before sending it to ensure clarity and professionalism. Include your complete contact information for easy follow-up. Always be courteous and express your gratitude for their consideration.
Sample Request Letters
Sample Letter 1: General Product Sample Request
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for [Product Name]
Dear [Recipient Name],
We are writing to request a sample of your [Product Name]. We are [briefly describe your company/organization and your interest in the product]. We would like to evaluate its suitability for [specific application/use case].
Please send the sample to the address listed above. We are looking for [specify desired quantity or size of sample]. We would appreciate receiving the sample by [date, if applicable].
Thank you for your time and consideration. We look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample Letter 2: Requesting a Fabric Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Fabric Samples – [Fabric Name or Number, if known]
Dear [Recipient Name],
Our company, [Your Company Name], is currently exploring fabric options for [describe your project/use]. We are very interested in your [Fabric Name, if known] fabric.
We would greatly appreciate it if you could send us samples of [specify desired color(s), weight, and any other specifications]. If the [Fabric Name] fabric is available in different weights/finishes, please include samples of each. Please include pricing information if available.
Thank you for your assistance. We look forward to receiving the samples and potentially establishing a business relationship.
Sincerely,
[Your Name]
Sample Letter 3: Requesting a Food Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Sample of [Food Product Name]
Dear [Recipient Name],
We are [Your Company Name], a [describe your business – e.g., catering company, restaurant, food distributor]. We are seeking new products to offer our customers and are interested in trying a sample of your [Food Product Name].
Specifically, we are interested in evaluating the [flavor profile, texture, packaging, or other specific aspect]. Please provide a sample suitable for tasting and evaluation purposes.
Please let us know if there are any restrictions or costs associated with receiving a sample. Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample Letter 4: Requesting a Pharmaceutical Sample (For Medical Professionals)
[Your Name]
[Your Title]
[Clinic/Hospital Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for [Drug Name] – [Dosage]
Dear [Recipient Name],
I am writing to request samples of [Drug Name] at a dosage of [Dosage]. I am a physician at [Clinic/Hospital Name] and treat patients with [Condition the drug treats].
Having samples available allows me to assess patient tolerance and response to [Drug Name] before prescribing a full course of medication. Please provide information on any relevant contraindications or precautions.
Thank you for providing these samples. I appreciate your support in ensuring optimal patient care.
Sincerely,
[Your Name], [Your Title]
Sample Letter 5: Requesting a Packaging Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Packaging Sample – [Type of Packaging]
Dear [Recipient Name],
Our company, [Your Company Name], is in the process of developing packaging for our new [Product Name] product line. We are very interested in your [Type of Packaging, e.g., stand-up pouches, blister packs, cardboard boxes] and would like to request a sample.
Ideally, we are looking for a sample that is approximately [Dimensions] and made of [Material]. We are particularly interested in [mention any specific features, e.g., resealable closure, tamper-evident seal, eco-friendly materials].
Thank you for your consideration. We look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample Letter 6: Requesting a Raw Material Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Sample of [Raw Material Name] – Grade [If Applicable]
Dear [Recipient Name],
We are [Your Company Name], a manufacturer of [Your Products]. We are currently evaluating new suppliers for [Raw Material Name], Grade [If Applicable].
We would appreciate it if you could provide us with a sample of approximately [Quantity] for testing purposes. We need to analyze its [list key properties: e.g., purity, particle size, viscosity]. Please also provide a datasheet with the sample.
Thank you for your assistance. We look forward to receiving your sample and discussing potential business opportunities.
Sincerely,
[Your Name]
Sample Letter 7: Requesting a Sample for Research Purposes
[Your Name]
[Your Affiliation/University]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Research Sample Request – [Specific Material or Product]
Dear [Recipient Name],
I am writing to you from [Your Affiliation/University] to request a sample of [Specific Material or Product]. We are conducting research on [briefly describe the research topic and how the sample will be used].
The research is non-commercial and for academic purposes only. We require approximately [Quantity] of the sample. We are happy to provide a summary of our findings upon completion of the research.
Thank you for considering our request. Your contribution would be greatly appreciated.
Sincerely,
[Your Name]
Sample Letter 8: Requesting a Sample for Quality Control Testing
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for Quality Control Testing – [Batch Number, if applicable]
Dear [Recipient Name],
We are [Your Company Name], a customer of yours. We require a sample of [Product Name], specifically from batch number [Batch Number, if applicable], for quality control testing.
We need to verify the [List specific quality parameters to be tested, e.g., viscosity, pH level, purity]. Please send the sample to the address listed above as soon as possible.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
Sample Letter 9: Requesting a Printed Material Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request – [Type of Printed Material]
Dear [Recipient Name],
We are exploring options for [Type of Printed Material, e.g., brochures, flyers, business cards] and are impressed with the quality of work showcased on your website. We are [describe what you need printing for].
We would like to request a sample of your [Type of Printed Material], preferably showcasing [mention specific features like paper stock, finishing, or printing techniques that interest you]. Please also include your current price list.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample Letter 10: Requesting a Sample of Chemical
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for [Chemical Name] – CAS [CAS Number if known]
Dear [Recipient Name],
Our company, [Your Company Name], is involved in [Briefly describe your area of activity]. We are seeking to source [Chemical Name], CAS [CAS Number if known], for use in [Describe application].
We request a sample of approximately [Quantity] for testing and evaluation. Please provide a Material Safety Data Sheet (MSDS) along with the sample. Indicate any specific handling or storage requirements.
Thank you for your time. We look forward to your prompt response.
Sincerely,
[Your Name]
Sample Letter 11: Requesting a Clothing Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Clothing Sample Request – [Garment Type & Style]
Dear [Recipient Name],
Our company, [Your Company Name], designs and sells [Type of Clothing]. We are interested in potentially sourcing [Garment Type & Style, e.g., Women’s Linen Blouse, Men’s Cotton T-Shirt] from your company.
We would like to request a sample in size [Size] and color [Color]. Please include information on available fabrics, minimum order quantities, and pricing.
Thank you for your consideration. We are eager to review your sample.
Sincerely,
[Your Name]
Sample Letter 12: Requesting a Hardware Component Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request – [Hardware Component Name & Specification]
Dear [Recipient Name],
We are [Your Company Name], a manufacturer of [Your Products]. We are evaluating potential suppliers for [Hardware Component Name & Specification, e.g., Microcontroller, Resistor, Connector].
We require [Quantity] samples of [Hardware Component Name & Specification]. Please include technical specifications, datasheets, and lead times for larger orders. We are particularly interested in components that meet [Specific requirements or standards].
Thank you for your time and assistance. We look forward to hearing from you.
Sincerely,
[Your Name]
Sample Letter 13: Requesting a Cosmetic Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request – [Cosmetic Product Name & Shade]
Dear [Recipient Name],
I am writing to request a sample of your [Cosmetic Product Name & Shade, e.g., Lipstick in Rose Petal, Foundation in Ivory]. I am a [Describe your role – e.g., makeup artist, beauty blogger, consumer] and am interested in trying your product.
I am particularly interested in [Mention specific features you are interested in, e.g., long-lasting formula, cruelty-free ingredients, matte finish].
Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample Letter 14: Requesting a Cleaning Product Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request – [Cleaning Product Name]
Dear [Recipient Name],
Our company, [Your Company Name], provides [Cleaning Services/Facility Management]. We are seeking to improve our cleaning processes and are interested in trying a sample of your [Cleaning Product Name, e.g., All-Purpose Cleaner, Floor Cleaner, Disinfectant].
We require a sample sufficient to test the product’s effectiveness on [Specific surfaces or types of dirt]. Please provide information on dilution ratios, safety precautions, and environmental certifications.
Thank you for your time. We are looking forward to hearing from you.
Sincerely,
[Your Name]
Sample Letter 15: Requesting a Flooring Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request – [Flooring Type & Style]
Dear [Recipient Name],
We are [Your Company Name], a [describe your business – e.g., construction company, interior design firm, homeowner]. We are planning a [renovation/new construction project] and are interested in your [Flooring Type & Style, e.g., Hardwood Flooring, Tile, Carpet].
We would appreciate it if you could send us samples of [Specify color, style, and any other relevant features]. Please also include pricing information and installation guidelines.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
Sample Letter 16: Requesting a Lighting Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Lighting Sample Request – [Type of Lighting Fixture]
Dear [Recipient Name],
We are [Your Company Name], an [Electrical Contractor/Architectural Firm/Retail Store]. We are in need of [Type of Lighting Fixture, e.g., LED Downlights, Pendant Lights, Landscape Lighting].
We require a sample of your [Specific Model Number, if known, or specifications] to evaluate its performance and suitability for our project. Please provide information on wattage, color temperature, and energy efficiency.
Thank you for your assistance.
Sincerely,
[Your Name]
Sample Letter 17: Requesting a Electronic Component Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Request for Sample: [Electronic Component Name]
Dear [Recipient Name],
Our company, [Your Company Name], specializes in the design and manufacturing of [Type of electronic devices]. We are currently seeking [Electronic Component Name] to integrate into our upcoming product, [Product Name].
We kindly request a sample of your [Electronic Component Name] with the following specifications: [List critical specifications, e.g., voltage rating, operating temperature, tolerance]. Please include relevant datasheets and any applicable certifications.
Thank you for your prompt attention to our request. We look forward to the possibility of collaborating with your company.
Sincerely,
[Your Name]
Sample Letter 18: Requesting a Beverage Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for [Beverage Name]
Dear [Recipient Name],
We are [Your Company Name], a [Restaurant/Bar/Distributor]. We are exploring new beverage options to offer our customers and are particularly interested in [Beverage Name, e.g., craft beer, organic juice, specialty coffee].
We would appreciate it if you could provide us with samples of your [Beverage Name] for tasting and evaluation purposes. Please also include pricing and distribution information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample Letter 19: Requesting a Sealant Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for [Sealant Name]
Dear [Recipient Name],
We are [Your Company Name], a provider of [Construction Services/Automotive Repair/Manufacturing]. We are researching for best sealant [Sealant Name, e.g., Silicone, Polyurethane, Epoxy].
We want to request you to provide sample of yours which is about [Sealant Name] for the testing. Please also include pricing and distribution information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Sample Letter 20: Requesting a Paper Sample
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Subject: Sample Request for [Paper Name]
Dear [Recipient Name],
We are [Your Company Name], a [Design Company/Printer/Stationery Retailer]. We want to research your [Paper Name, e.g., Cardstock, Glossy Paper, Art Paper].
We would want to receive sample for the evaluation test which is for our potential future usage. Please also include pricing and distribution information.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Conclusion
Using these sample letters as a guide will significantly improve your chances of receiving the samples you need. Remember to tailor each letter to the specific situation and product, and always maintain a professional and courteous tone. Good luck with your requests!
