If you need to request a copy of a document from a client, business partner, or colleges, such as a certificate, signed lease agreement, warranty, or other types of document, it’s good to send a formal email.
Sometimes, you will need to request a document or information from someone or a company. Since it is a professional email, you must write an email requesting that document. If you know the right way to draft such an email, it can become easy for you to achieve the things you intend to get.
In this blog post, we will show you how to request a document from a client via email.
Tips for writing Request Documents from a Client
- Start the letter with a warm greeting, then introduce yourself properly. State who you are, your name, job, position and the organisation’s name. It will make it easy for the reader to process and understand who is requesting the document and help them respond accordingly.
- Let the recipient know about the documents you require. Make sure to use a courteous tone when writing the email. Let the recipient feel at ease, don’t make them feel that it would be a burden to respond. Express your willingness to reciprocate the recipient’s kindness.
- When you close the letter, provide your recipient with contact details for future interactions.
- Close on a positive note by thanking the recipient.
- Statista states over 3.9 billion active and over 4 billion daily email users. Therefore, your email has to be written in a way that it grabs the attention of the recipient.
- Furthermore, about 60% of email opens will occur on mobile devices, according to IBM. This means your email must be optimized for mobile devices.
- Keep your email professional, error-free and straight to the point.
- Your headline should be short and give an idea of your email. This will make the recipient filter your email from the bulk of emails they might receive daily.
- Make use of professional templates. Google, Yahoo and other email platforms provide you with a ready-made template that you can use. You can also download templates from the internet.
How to Write a Request Email for Documents
Subject
The subject is easily the most important part of your email. If you don’t write the subject well, there’s a chance your email will not be opened, or worse, it may be marked as spam. According to Invespcro, 69% of emails are marked as spam simply because of their subject lines.
Your subject line should be direct and straight to the point. Since your email is about sending documents, this should also be stated in your subject.
Greeting
The next stage of your email is the salutation. Address the recipient by their first time only if you’re on a first-name basis. If you’re referring to a customer, your salutation should be personalized to them. Whenever you’re writing a salutation to someone with honorifics, ensure to acknowledge them with their honorifics.
State the Ask
If you’re sending an email requesting documents, there’s a chance you’ve interacted with the recipient before. This means there’s no need to introduce yourself.
Simply ask for the document and include brief info about it. This includes why you’re requesting it, your previous discussions, and why they should send it.
CTA
Your call-to-action should be plain and simple. It should state what you need. In this case, it is the document. That means your CTA should read: “Please send the document as soon as possible” If there’s a specific time you want the document by, you can state that as well.
Closing
Close your email by asking if they have concerns or need additional information.
Sample Request Letter for Documents
Subject: Request for Documents.
Dear Mr Mark, I am writing this letter to formally request a copy of the M&B Electronics financial transaction deal for the year 2020 and the legal document containing the contract we have with Gizmo grocery. I am going to need the M&B Electronics financial deal from January to December, to prepare the annual report of our customers which I will be presenting to the board of directors this month. Then our lawyers will be reviewing the Gizmo grocery contract to adjust some necessary clauses in the contract. This document can be forwarded to this email or to [email protected]. You can also send it through the office messenger to bring to my department. I will really appreciate it if I can receive this document no later than the 30th of this month. If you need other information to aid in the processing of this request or if it needs to be submitted in a different way, please contact me immediately. You can reach me directly through this mail or on 123456758. Thank you for your time. Sincerely, Andrew Gabriel Vice President at Grey Industries.
Sample Email Requesting Document Review
Subject: Request for Document Review Hi [Name], I am writing to request your assistance in reviewing a document that I have prepared. The document is related to [insert brief description of document]. I would really appreciate your feedback and suggestions. I have attached the document to this email, please let me know if there is anything I missed. Also, please let me know if you have any questions or need additional information. Thank you very much for your time and consideration. I look forward to hearing back from you soon. Kind regards, [Your Name]
Sample Email for Sending Requested Documents/submitting Documents
Subject: Submission of Requested Documents Hi [Name], I hope this email finds you well. Thank you for your request for the [insert name of document] that I promised to send you. I have attached the requested document to this email. I would appreciate it if you could confirm receipt of the document and let me know if you require anything you need. Please don't hesitate to contact me if you have any questions or concerns. Kind regards, [Your Name]
Sample Email for Sending Documents to Client
Subject: Sending Documents to Client Dear [Client’s Name], I hope this email finds you well. I am writing to inform you that I have attached the requested documents to this email. The documents are about [insert a brief description of the documents]. I have made sure that all the necessary documents are included and that they are in the correct format. Please let me know if you need any additional information or have any concerns. Kind regards, [Your Name]
Sample Email for Sending Documents to Hr
Subject: Sending Requested Documents I have attached the requested documents to this email. The documents are about [insert a brief description of the documents]. I ensured that all the necessary documents are included and that they are in the correct format. Please let me know if you need any additional information or if you have any concerns. Thank you for your time. Kind regards, [Your Name]
Follow-up Email Requesting Documents
Subject: Follow-Up Request for Documents Dear [Name], I am following up on my previous request for the [insert name of document] that I had requested from you on [insert date of initial request]. I understand that you may be busy, but I wanted to quickly remind you that the document is still pending and I require it to move forward with my work. If there are any issues or concerns that are causing a delay in providing the document, please let me know so that we can work towards it as soon as possible. Kind regards, [Your Name]
Request Email Sample Two
SUBJECT: Request for New Certificate.
Dear Mr Bateman, I am writing this letter to make a formal request for a duplicate copy of my M.sc certificate. I graduated with a masters degree in International Relations in the year 2019. The original copy of my certificate was stolen together with my bag and other valuables on August 13, 2021. I have enclosed a police report and other related documents to support my claim. I also attached a certified check of $100 to cover the replacement fee and other administrative charges it might cost. A copy of my identity card, home address and other important documents like my admission letter and school fees receipt have also been attached to this email. You can mail the softcopy of the certificate to this email address or through courier service to my home address. If you have any questions regarding the request, you can reach out to me on this email. Thanks for your favourable considerations. Sincerely, Jason Teague.
Sample 3
Subject: Request For Document
I am writing this letter to request a book published by Chief Obafemi Awolowo which is restricted to the public and used only for research purposes. I am a Political science student from the University of Ibadan carrying out research on some prominent nationalists in Nigeria. To aid my research, I need a copy of the book "My Early Life" by Obafemi Awolowo which is not available to the general public because of some sensitive content in the book. I have enclosed my school ID card, research proposal and a letter of recommendation from my head of department on the purpose and quality of my research. What I need is the part containing Chief Obafemi Awolowo's biography which to my knowledge is just a chapter of the book. I also attached a certified check of $50 to cover the scanning expenses and other administrative costs. If you have any additional requests or information that will aid you in this request, please contact me through this email. Thank you very much for your help. Sincerely, Mark Davies Master's student at the University of Ibadan.
Conclusion
Requesting a document from a colleague, client, or business partner is not a big deal if you know how to go about it. Remember that you must be polite and professional simultaneously, so you don’t send the wrong signal to the recipient.
We hope this article will guide you when you request an important document from a client, business partner, or institution.
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