A requisition letter, also known as a request letter, can be written for various reasons ranging from in-house communication to communication between much wider audiences. Effective request letters follow principles and guidelines that make writing them easier. This article will discuss everything you need to know to write effective request letters.
What is a Requisition Letter?
A requisition letter is written to request something from an individual or an entity. This letter can come in various forms, from requesting leave to requesting office supplies or a loan. General request letters take different forms and shapes but are often guided by the same format. Those principles will be discussed in this article.
How to Format a Request Letter
In this section of this article, we will discuss how to format a request letter to achieve the desired result.
Your name and Contact Information:
This is imperative when writing a request letter. It does the job of explaining who you are and where you’re sending the letter from. So, your letter should begin with your name, company name, and address.
Depending on the context of the email, you may be required to use a letter-headed format. If you do this, you can ignore including your name altogether, as it already appears in the letter.
Date of Writing
After including your address and before the recipient’s address, it is a standard professional practice that you include the date the letter was written. This helps with documentation purposes as a reference form if there’s ever a need to review.
Recipient’s Name and Contact Information:
If you send the letter to an individual, include their name before the address. If you’re not sending it to anyone in particular but to an organization, ensure to include the organization’s name. Not only the name, the contact information, and their address.
Your letter should begin with a salutation and be preceded by the name of the person you’re emailing. If you’re unsure what their name is, you could substitute it for the name of their company or simply use, “To Whom It May Concern,” either of these options works fine. But when you can use the actual individual’s name, you should always choose that option.
State The Purpose of The Letter
This is the main reason you’re writing the letter and as such, it should command most of your time. In this section of the letter, you should carefully state what you want to be done and how you want it done.
If you have multiple requests and, for contextual reasons, cannot put them in separate emails, you should use their numbered or bullet points. This will help the recipient better understand what you want.
Notify Any Attached Documents
If you attach additional documents to help further your request, mention this in your letter. This helps the recipient as they know to be on the lookout for additional documents and information.
In the closing of your letter, ensure to recap the major parts of the letter and include a deadline if context calls for it. If it doesn’t, it’s completely fine not to include it. If it is imperative that the recipient confirms receipt, this is the section where you request that they respond to your letter.
If you’re sending a hard copy of the letter, it is important that you sign it. If it’s impossible to affix a hand signature, you could also opt to sign it using your name, role and company.
Sample Request Letter for Documents
Mark Jackson 123 456 7890 [email protected] 18 Inc Industry. 2 August 2023 Drake Aubrey Retro Inc. 2 Matthew Squ. Dear Mr. Aubrey, RE: Request Letter for Documents I’m sending this letter with regard to the loan interview you attended on Friday, 23 July. To proceed with your application, we will need some documents from you. This document can either be mailed to us or you can bring them with you when coming for your next interview. The documents needed are: Your tax return Official DOB C of O of the properties you intend to submit Bank statements dating back 18 months Please bring two copies of each of the above documents. Please remember that we cannot process your application until these documents are reviewed. Kind Regards, Mark Jackson
Sample Request Letter for Documents Two
Drew Barrymore 123 456 7890 [email protected] 8 Part Inc. 2 September 2023 Jermaine Kendrick Ok, Lama Inc. 2 PgLang Squ. Dear Mr. Kendrick, RE: Request Letter for Documents Your onboarding process started two weeks ago, and to proceed, we need some documents from you to properly file you into the system. The documents needed are a reference letter, copy of your tax return, DOB, and guarantor’s form. Please ensure these documents are submitted to HR before the end of the work week. Kind Regards, Drew Barrymore
Sample Request Letter for Documents Three
Jane Maxwell Director, Angel Inc. 123 456 7890 [email protected] 18 Crusty Road. Dear Jenkins, I’m sending this letter with regard to the Michaelson proposal we’re expected to submit in the coming week. To effectively prepare this proposal, we will need more documents from Michaelson. These documents are project requirements, revenue generated, and expenses. I understand we may need to sign an NDA to get our hands on those documents. Please pass it to legal when it arrives. Kind Regards, Jane Maxwell
Sample Request Letter: Purchase Samples
Jim Morrison Manager, Cool Cats Inc. 123 456 7890 [email protected] 18 Industry Inc. 2 June 2023 Matthew Jeff Macintosh Inc. 23 Andrew Squ. Dear Mr. Matthew RE: Office Supply Purchase I’m writing this email to request a quote for office supplies and the cost of delivery to our new office located at 18 Industry Inc. We understand your warehouse is only 8 minutes from our new offices, and your favorable prices were why we chose you for this supply. The items needed are 18 SEM office chairs and tables, 7 6’ cabinets, 22 bean bag chairs, 2 7 feet conference tables, and 14 chairs. Please send us a quote for the cost of these items and the estimated delivery time. We would appreciate it if this request was handled speedily. Thank you for your time, Kind Regards, Jim Morrison. Manager, Cool Cats Inc.
Sample Request Letter: Internship Request Sample
Blake Andrew 123 456 7890 [email protected] 18 Inc Industry. 2 July 2023 Thomas Wayne Gallery Inc. 2 Matthew Squ. Dear Mr. Wayne, RE: Internship Request Letter I am writing this letter to seek an internship at your prestigious organization. When I was 15, I saw an ad you made on TV and it struck me as one of the most fascinating things I’d ever seen. I made sure I took note of the names displayed. It’s been 4 years since I saw your ad, and I kindly request that you hire me as an intern in your organization to help me gain the relevant experience needed. I am a University of Arts, Wimbledon student studying Videography. This summer, we have a 6-month break and after making inquiries from your helpdesk, I was informed you weren’t hiring but we're working through the summer. I understand that for many reasons, you may not be looking at hiring at the moment but I assure you that I will not be a regrettable hire as I have relevant experience handling projects on my own and just need more hands-on experience. A copy of my resume has been attached to this letter. Looking forward to your favorable response. Kind Regards, Blake Andrew
When writing requisition letters, you need to ensure you spell out everything you need. If it means going back and going through the letter with a fine-tooth comb, then you should. We’ve included some samples in this article to give you a head start on how to write the best requisition letters.