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.
Sample Email for Requesting Document from a Client
SAMPLE 1
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 2
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.
