Purpose

A Request Letter is a formal communication used to seek approval, assistance, information, permission, resources, services, or other official action from an individual, office, agency, or organization. It clearly states what is being requested, the reason for the request, and any supporting information necessary for the recipient to make an informed decision.

A well-written request letter is clear, concise, courteous, and supported by relevant facts or documents.

When to Use

Use a Request Letter when:

• Requesting approval from a higher authority.
• Seeking financial or technical assistance.
• Requesting the use of facilities, equipment, or government resources.
• Requesting information or official records.
• Requesting permission to conduct activities or programs.
• Seeking sponsorship, donations, or partnerships.
• Requesting attendance, participation, or representation in official activities.
• Essential Components

Essential Components

A standard Request Letter generally includes:

• Date
• Recipient’s name and designation
• Office or agency
• Subject
• Statement of the request
• Justification or purpose of the request
• Relevant details supporting the request
• Complimentary close
• Signature block
• Enclosure notation, when applicable
• Cc:, when applicable

Writing Tips

• State the request clearly in the opening paragraph.
• Explain why the request is necessary.
• Include only relevant information.
• Be courteous and professional throughout the letter.
• Specify any deadlines when applicable.

Common Mistakes to Avoid

• Delaying the actual request until the last paragraph.
• Failing to explain the purpose of the request.
• Omitting supporting documents when required.
• Failing to provide contact information when the request requires coordination or follow-up.

Professional Tip

When your request requires follow-up or coordination, include the requesting office’s telephone number and/or email address near the end of the letter to make it easier for the recipient to respond or seek clarification.

What’s Included

• Practical Writing Guide (PDF)
• Editable Microsoft Word Request Letter Template (.docx)
• Sample Request Letter for the Use of a Conference Hall (PDF)
• Sample Request Letter for Official Records from Another Government Agency (PDF)