Request Letter Format and Templates | Word & Excel Templates

What is a request letter?

A request letter is a formal letter in which you ask the reader for a favor. We write request letters generally to those people who want to do something for us. It is important to acknowledge that the person who approves our request deserves to be shown gratitude.

Why are request letters important?

No doubt, request letters are one of the most beneficial letters that are written in a business setting. Many such very complex problems are resolved immediately only by writing the request letter. In some situations, the request letters show that we respect the person we write the request letter. Almost in every organization, different policies make it necessary for people to write request letters to their boss, supervisors, and managers prior to doing something.

What is the format of the request letter?

There are different types of business letters and every letter has a specific format to follow. Request letters that are usually written in a business setting also have a specific format that people should be aware of. This will help them follow the format and prove that they are aware of professional business writing.

The format of the request letter is a structure in which a letter is drafted. Here is a format of the request letter written for any purpose.

Address the recipient at the top of the letter:

Before the body of the letter is started, there is a header section in which the recipient is addressed. Here, the name of the person to whom you want to write a request is mentioned, the name of the company in which the recipient works, the title of the recipient, etc are mentioned. In the header, the subject should also be mentioned.

Body of the letter:

The main content of the letter is usually written in the body of the letter and this is the most important part the reader would like to read. It comes after the subject line and in this part, the sender writes the request and also specifies the reason behind making the request.

When you write the request, you need to make sure that your request possesses the following characteristics:

It is short:

The request should be outlined in the letter in a maximum of two or three lines. Even if you want to add the background of the request, it should be short and concise.

It should be clear:

When you write the request, you should make sure that you don’t get confused and that you know what you want the reader to do for you. Some people write a very ambiguous request that a reader finds very hard to understand. When this happens, there is no chance for your request to get accepted. So, be clear and make sure that there is no ambiguity as to what.

Its tone should be humble:

When you write the request, you should know what a request looks like. You actually ask for a favor and therefore, you have to be humble and request. Use words such as ‘please’, and ‘request’ which will show that you are making a humble request and you will be thankful to the recipient for approving it. In the same part of the letter, you also state that you will be happy if your request gets approval. Also, mention what you are going to do if your request gets accepted.

Closing of the letter:

Formal letters and usually written with an appropriate closing letter also. In the closing, you are generally required to give your name and affix your signatures which will be proof that it has come from you and the reader can be sure that the legitimate person has written the request.

How to use the template for accurate format?

If you are someone who wants the letter to be an accurate form of request letter written in a formal environment, you can follow the template also. You will need to look for a template and then after finding the most suitable one, you can think of editing it for customizing it according to your needs. After customization, proofread it well to be sure that you have outlined the request appropriately.