HOW TO WRITE A LETTER OF REQUEST

A letter of request is typically written when you want to ask for something.

It should demonstrate politeness, respect and professionalism. It should contain;

• The request
• The reason for making the request
• Gratitude to the reader

 

It can be written for various reasons for example, a request for;

• permission
• funding in a research
• bursary
• a raise
•  a job interview
• assistance
• to seek for specific information or a service

 

It can be written by an individual or an entity. 

Such letters are addressed to a person or the relevant authority in an institution, company or organization.

 
Tips for writing a request letter

Analyse and decide who the best person is to ask for a favour or a request. The letter should address the recipient clearly and properly

Use the format of a business letter. A letter of request should be written formally since it is an official document. The content of the letter should be official

Begin with a friendly greeting. Identify yourself (introduction) as an act of good faith.

State what assistance you require and why. State the request clearly, giving the recipient sufficient information to enable them to determine whether or not they can act on the request. Give the reason for writing in the first sentence

Make it clear if you’re making the request on your or behalf or if you’re affiliated to an organization or institution.

The letter should have your name, position, title, address and contact information.

You may refer to particular rules, guidelines or policies e.g. when asking for a raise. Enclose documents to support your request if possible

The language must be persuasive and convincing. Use a sincere tone

 

Stay polite and to the point. The overall tone should be valid and professional. Words and phrases that can be used to make formal requests include;

I would be grateful …

I would like to …

Please …

Kindly …

 

Keep your letter simple, brief and straightforward to avoid any confusion

In the closing paragraph, summarize the purpose of the letter and spell out the action you would like taken

Leave your contact details to make it easier for the recipient to contact you when needed.

Close your letter with a sense of appreciation.

 

How to write a letter (Sample Formal and Informal Letters)

 

Declining Requests Politely

At times a request may be made which is difficult to honour. In this case, one needs to decline as politely as possible.

Steps used to decline a request

• Acknowledge the request
• State your willingness to honour it
• Explain that you cannot honour it without going into minute details

 

 
 Guidelines for writing letters of request

• Identify yourself
• Say why you are contacting the person/company
• Say what specific information you need
• Say why you need the information
• Thank the reader for their time and consideration

 

Qualities of a good letter of request

1. Clear
2. Concise
3. Correct format
4. Courteous/Polite
5. Include all necessary information

 

 

In brief, a letter of request must:

• Present reasons for seeking assistance
• What you expect the recipient to do
• Show the benefit of the favour/assistance

 

 

How do you write a letter of request? (Process)

Preparation

• Identify the proper person for making the request.
• Call the company secretary to identify the appropriate person. Get this person’s full name, address, phone number, and title.
• Use the format of a business letter
• Your address
• Date
• Recipient’s address
• Salutation
• Body
• Complimentary close
•  Make your request early enough. Leave time for the reader to act on the request.

 

Writing

• Use proper greetings

Use “Dear” followed by a courtesy title e.g. “Mr./Mrs./Ms” and the recipient’s surname or full name. Never use the first name only.

 

• Introduce yourself
• Make a brief introduction of yourself e.g. job position and the company/organization you work for.
• Keep the introduction brief. 1-2 sentences
• Introduction is polite. It is good manners to introduce yourself.
• It helps the recipient understand who is making the request.
• If you have met before, remind him or her.

 

• State the favour you are asking.
• Politely state the favour you need
• Give the recipient any necessary details e.g. dates and times
• Do not demand. Request politely.

Wrong: I need your help

Correct: Would it be possible …

                I would be grateful if you would

 

• Keep it simple
• Make your request in a few sentences
• Only state what is important
• Cover all necessary information e.g. time frame and dates

 

• Tell your recipient why the favour is important to you and how it may help them as well.
• This may convince the recipient to grant the favour
• Include any supporting evidence you may have
• Provide specific information e.g. a concrete incentive
• Avoid pressuring the recipient. Avoid statements such as “It would really mean the world to me” or This is extremely important” 

• Close the letter politely
• Thank the recipient for considering your request

“Thank you for your time and considering this request”

• End with a proper closing tag e.g. “Yours sincerely”

 

 

KCSE ENGLISH PAPER ONE 2007

FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON LETTERS OF REQUEST

You are the chairperson of the creative writing club in your school. The club would like assistance in publishing the winning entry in a recent competition. Write a letter to the publisher asking them to consider the book for publication. In your letter, include the following;

• The title of the book and the name of the author
• A brief description of what the book is about
• Why it is important for the book to be published

   

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