In the early stages of our lives, playing all sorts of different games was the go-to activity any time of the day in anywhere we would venture off. As we grew, we interacted more with some drinks or coffee with old and new friends. But as we grew older, we began to learn and practice a new behavior – being formal. You may also see request letter templates.
You might as well understand why this kind of behavior is trending when we grow. This is to prepare us for the next stage of our lives, and that is adulthood. Adulthood mainly consists of you having responsibility and working for the betterment of your future. In the office, you shift to being formal if there is a need to behave it. You may also see free request letter templates.
If you practice being formal at an early stage, then you will not be having a hard time communicating with your colleagues especially with the boss at work. But if you are still practicing to be formal, you can be better at it if you learn how to write a formal request letter.
Luckily for you, this article will tell you how to write one with its corresponding parts and how it all links to being formal. We will also be providing you templates to guide you in visualizing and constructing your future formal request letter or any kind of business letter for that matter.
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Request Letter can be of various types. A student can write a request letter to their school authority seeking permission for a conference. A customer can also write the request letter to a service provider requesting the status of an order or making a new product request. You can write a request letter for occasions like- job transfer, request for a certificate, bank refund, etc. The request letters are written formally. If you are looking for ideas to write a Formal Request Letter, you can check out Formal Request Letter Templates for ideas.
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The Definition and the Parts of a Formal Request Letter
First and foremost, let us tackle and understand what a formal request letter is before going to is parts and functions. A formal request letter is a kind of business letter, which is often used in the workplace as a means for communication if you have something that you need or want to request to your HR department, supervisor, or even your boss for a particular time.
The requests can be of vacation and holiday leaves, early payment, a request for records, a request for investigation, and etc. It is in the delivery of the message that can give its true formality. With digital era we are in right now, these kinds of sample letters are much more distributed in the medium of email and rarely by an actual letter itself. A reason for this is that because email is faster and more convenient especially if it is a quick emergency request.
If you have already read and understood the paragraph above, let us now go to the parts of a formal request letter. If you are worried about the terminologies of each part, do not worry because a request letter’s parts are the same as of any other sample business letter. The only difference is its content and the purpose of the letter. But even if it sounds easy, please do take note and study each part by researching more so that you will be guided much more if you have any plans to write a formal request letter in the future.
Below are the parts of a formal request letter or any kind of business let for that matter:
1. The Date
The first thing you should include in your letter is the date you are planning to send the simple letter to whoever will receive it. This is usually written at the top right or top left of your email. Remember to have the spelling correct even if its just the month.
2. The Inside Address
In this part of the letter, you have to type in or write the full name of the receiver and his or her title in the office. What we mean by this is that you have to identify if she is the boss, supervisor, head and etc. of a particular office. Right after, you write his or her complete address or the office address. It is so important for you to get the details and spelling right because one small mistake can cause confusion or can give a bad impression you for you being ignorant not to double check the details in the letter. You may also see sample appointment request letters.
3. The Greeting
This section of the letter is where you basically the introduction to the start of your letter. Before we ever converse with a person, we always tend to say “Hi!” or “Good Morning!” and say what we want to say or ask what we want to ask. That is also applicable in a formal request letter but you do it in a formal manner by having formal greetings. The following phrases are the most used greetings by professionals in the workforce:
“Good day Mr…”
Those are the most basic and yet most common greetings used. If you do not want to use these greetings, you can still search on the internet for more phrases for a greeting and you could get them in a faster manner, although it is never too late to be traditional and learn from the books. Learnings can come from anywhere these days. You may also see simple request letters.
4. The Body
In the body of a letter, this is where everything simply starts. In this part, you will already indicate the content and purpose of you writing the request letter. When writing the content, make sure you put the purpose of your letter from the very start. Make your purpose straight to the point without filling so many adjectives. This is for the reason that the boss or supervisor would not waste time reading a long and pointless letter with its purpose only by the end of the letter. It can be annoying and frustrating if a boss sees a long letter with the request being just simple. Also, make the letter as formal as possible not only because you are speaking to an employee higher than you, but because it also shows professionalism and a sense of respect. You may also see transfer request letters.
When writing the letter, think of the person you are giving it to. By this, we mean that you have to avoid writing long letters especially if it’s for the boss because he can be one of the busiest employees in the company as he tries to lead his subordinates and at the same time, do other kinds of responsibilities that he is expected to do. You will begin to notice that if your request letter is simple, straight to the point and short, it will mostly be approved by the one reading it.
Below is a sample content of a request letter and this may serve as a guide for you. You may also wish to expand it if you like when you are already in the process of writing your letter:
“Dear [Boss’/Supervisor’s Name],
I wish to request for you to grant my leave on December 20- 2018 to December 27, 2018. My reason for the request because we will be having our Family Reunion in my mother’s side at Los Angeles California. The last reunion we had was 7 years ago. This celebration is also timely because my grandfather, who has stage 4 cancer right now has only 2 months to live and my family deemed it important that we would all be there to at least spend time with him while he is still alive and still hopes that our presence would make him happy. You may also see sample donation request letters.
I am almost done with my monthly report and assure it will be finished before I would take a leave next week if you approve of it. I will be online from time to time while I am in California to check if you have questions or inquiries.
You can contact me through my cellphone number or through my email.
Thank you and I am hoping for a positive response.”
If you can observe, it is clear that I stated my purpose in the first sentence already of the letter and adding just a few details after the first paragraph. It is also good to give a little background on your reason. Elaboration can be a factor in having the request approved or not. Remember to check your grammar and ask for help if you are not yet confident in your writing skills. It is never a shame to ask for help because asking for help can lead you to new learnings that can be useful as you continue to grow in your life. You may also see payment request letters.
5. The Complimentary Close
In this section, you will give a closing one to two-word phrase to officially end the letter. Below are some of the most common phrases being used to close a formal or informal letter:
6. The Signature
Finally, in this last part of the letter, you will affix your signature on your complete name to signify that you claim responsibility for everything that is written in the letter. You may also see tips for requesting a promotion.
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Practice, practice, practice
If you are new to this kind of writing, do not be shocked if you will have a hard time doing it efficiently and free from errors. Being good at something takes time and that includes even learning how to be professional or formal in the workplace. What is important is that to always have the eagerness to learn especially in this stage of life where everything feels like a competition because each one of you is trying to get that high position in the company. You may also see letter format templates.
Have the attitude to be persistent even if it is just from the simple things like writing a formal letter, etc. It can escalate further and you just have to wait and see the bigger challenges coming.