What Is a Request Letter?
A Request Letter or a letter of intent is a formal document stating a professional or personal request. Whether the purpose is for the former or latter, it is precise, and it follows a particular letter format. It contains the date, name, and address of the recipient, greeting, body, complimentary close, and signature. In some letters, the name, title, and address of the sender are indicated. Request letters are sometimes attached to supporting documents as evidence to whatever is claimed in the message. Most request letters are sent to request for an appointment, a sponsorship, or an application.
In today's modern age, we are privileged enough to be provided with the means and tools of communication. Unlike before, feather quills and other sharpened objects have been used before the existence of pens. Pigeons, camels, and animals alike are used to deliver messages from one person to another. We have come a long way since then.
How to Create a Request Letter?
Your request letter shall present your intentions out evidently. For your message to be easily understood by the reader, you will need our helpful tips embedded below.
1. Gather All the Necessary Information
First, you have to gather all the necessary information required by the letter. These are its purpose, the name, company address, and designation of the recipient. If you are crafting a reference letter, include the name of the person you are referencing and state your personal details such as your name and company or school designation. Also, include how you knew the person and his/her work ethics.
2. Compose a Draft
Next, once you have gathered all the necessary information, you are now ready to compose a draft. Writing a draft allows you to gather your thoughts and decide what goes in the letter. It also helps you spot grammatical and spelling errors. Observe proper letter formatting when creating a draft.
3. Ensure a Proper Greeting
Third, start your letter's content with an appropriate greeting. Use relevant titles such as, "Mr., Ms., Mrs., etc." In most cases, the recipient's last name is used for formality purposes. If you do not know the name of the person you are addressing the sample letter to, you may say, "To Whom It May Concern."
4. Make Sure the Body of the Letter Is All-Inclusive
Fourth, include as many details as you can in your simple letter. If you can, you can attach supporting documents to the message if you are requesting a higher authority to change a piece of erroneous information in your documents. It would also be wise if you keep your emotions at bay.
5. Proofread and Revise If Necessary
Fifth, One earmark of a wonderfully-created printable letter is an error-free content. Check your request letter for grammatical and spelling errors. If you have sufficient time, you may leave your message overnight and review it in the morning. You will be adept at detecting errors and revising content during this time compared to the previous day.
6. Send the Letter
Lastly, after all the proofreading and editing, your letter is now ready to reach its recipient. Like what has been previously mentioned, you can accompany your letter with supporting documents. Or, if your message is a stand-alone, enclose it in an equally formal envelope for formality and officiality purposes. Containers protect your letter, too from the hands or channels it has to go through before reaching its rightful recipient.