Request letters are formal letters written to make request for different purpose whether personal or professional in nature. It is the best way to make your correspondence effective and professional regarding some appeal. It could be written to seek advice of a senior, chance of a job interview, for a salary hike, promotion or appraisal, to convince or encourage people for charity or donation and other valuable activities.
A perfectly worded letter most likely ends up with a successful acceptance. It covers relevant information regarding the request by stating its reason and background. The format remains the same with slight changes in content according to the purpose of request. We have provided some easy tips on how to make your request letter effective.
Introduce yourself and remind the reader of your past connection, comprise some of the things you accomplished or your impressive attributes (if needed). You can mention your last meeting or discussion (if there is any). This will increase your credibility.
If you are addressing this to your employer remind him about your dedication for work or contribution in some project. And if it is for your former professor, college or university administrator, mention your department of study, year in school, career goals, academic or co curricular activity.
State the purpose of writing clearly without including irrelevant information. However, do not forget to mention the essential elements of your request.
Precise and straightforward middle paragraph:
Make a brief and succinct appeal. Get straight to the point directly and politely in the initial lines. Write a short and snappy, yet comprehensive, letter.
Supply specific reasons and background of your request to make it authentic.
Include all significant information regarding the purpose of request, deadline (if there is any) and other essential details.
If it is a request for money or sponsorship, provide a clear and valid reason of making that request.
Simple and understandable:
Express your request in simple and easy to understandable language. Complex sentences or flowery phrases sometimes fade the real essence of the message.
Suggest what you really expect in response of your letter. Clear indications of desired result guide the recipient to act promptly and in positive manner.
Appreciate the Recipient:
Appreciate the recipient for his generosity and kindheartedness in sincere manner. Mention some of his generous deeds or remarkable achievements to praise him. Keep your tone polite and balanced while writing admiring lines for the recipient.
Demonstrate your confidence and trust in your objective for which you are writing this.
Include some motivational lines to encourage the recipient. Make it persuasive and convincing without going over the board.
Compose a strong and persuasive conclusion. Summarize all your important points that you have mentioned above in your letter.
Thank the reader for the consideration. Gratitude gesture provides a personal touch to the appeal.
Mention your contact details and request the recipient to contact you for further discussion. This will encourage the recipient to discuss your request in detail.
Attach some relevant documents as supportive with it. Mention all your enclosed documents clearly in the end under an enclosure notation.
Study it carefully to draft an error free and flawless document. Letter full of grammatical, punctuation or spelling errors usually fails to deliver the real essence of the message.
Make two copies of it. Send one to the actual recipient and keep the other for your record. This will help you in follow up and further reference.