How to Write a Business Request
A business request letter has a variety of purposes. You may write one to request a promotion, job interview or for specific information. Request letters use formal business letter format such as block or semi-block format. A well-written request letter is direct and simple.
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Instructions
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Write the date at the top, left side of the letter.
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Leave two blank lines, and then type the name of the person you are addressing. Write his or her company name and mailing address below the name. Use the same format as addressing an envelope to write the name and address.
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Leave a blank line and then write "Dear [name]". Whenever possible, use the exact name of the person you're addressing. If you're not sure what name to use, call the company and ask. You may use the person's first name only, or address them as Mr./Mrs./Ms. If writing to a woman and you're uncertain about their marital status, use Ms.
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Leave another blank line, and then begin your letter. Introduce yourself and state your exact request in the first sentence so the reader does not waste time wondering what the point of your letter is. Bosses and decision makers are often busy and don't have time to read long letters.
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Briefly describe your background or information relevant to your request. For example, if you are requesting specific business information, explain why and what you plan to do with it. If you're asking for a promotion give a brief description of why you think you deserve to be promoted. If you are requesting multiple items use bullets to explain your needs and make the letter easy to read.
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Write a call to action. If you'd like the addressee to send information, list the date that you need it by (and your mailing address). If you are requesting a promotion, suggest a time and place for a meeting to further explain your desire. Failing to write a call to action may leave the reader unmotivated or unsure how to respond.
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Close the letter politely and professionally. Thank the reader for their time and consideration, and then sign "Sincerely" and your name. Write your contact information below your name.
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Tips & Warnings
Leave one blank line between each paragraph.
Request letters should be left justified.
Address spacing should use one blank space between the city and state and two spaces between the state and zip code. Capitalize abbreviations for states (ex. WA).
References
Resources
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