Request Letters

Professor: Leticia Esteves

Business Writing

University of Louisville

February, 2015

Panama

Who and Why WRITE Request Letters?

Why do business people write

Request Letters?

1. to obtain information

2. to receive printed matter

3. to receive sample products

4. to order merchandise

5. to engage services

6. to seek special favors

7. to make reservations

When you’re in Business…

… all request letters should:

1. be specific and brief

2. be reasonable

3. provide complete, accurate information

Tips for writing a Request Letter

1 Keep it simple.

2 Give the reader pertinent information to remember who you are.

3 Briefly explain what you want the reader to do.

4 Give the reader all the information they need to comply with your request.

5 Include any supporting documentation the recipient may need.

6 List your contact information, including:

• full name

• mailing address

• phone number

• e-mail address

7 Ask the reader to contact you in case of questions or concerns.

8 Thank the person for their assistance.

One final suggestion

When you write your request letter:

WEAR the shoes of the person who will read it

READ your draft to make sure it makes sense

Double check the reader will not need EXTRA information to say YES or NO

EDIT before you click on the SEND button

Difference between….

inquiries

• offer the

recipient no

reward or

advantage

• mentioning

reason

motivates

response

orders

• offer

confirmed

request to

buy, sell,

deliver or

receive goods

or services

• no need to

mention

reason

and

Some companies have

their own

purchase/service order

forms with blank spaces

to be filled in and provide

all necessary informationSometimes,

purchase/service orders

must be put in letter format.

Complete, accurate

information must be

included

service orders

purchase orders

http://www.3gsharpening.com/order-form.html

And now….