GUIDELINES
- If you need a few changes in the present contract, write the letter in detail. Discuss the specific changes you want to make in the contract to avoid misunderstandings. Your tone should be confident, persuasive and courteous.
- Before jumping on to the details, remind the reader that you have sufficiently held on to the current contract until now.
- Clearly explain the problem that forces you to request some changes in the contract. Make your situation clear to the reader.
- Tell the reader about the clauses that are not suitable for you in the light of your current situation. After making a comparison, request an alteration in the contract.
- Finally, tell the reader that you want a mutually beneficial arrangement. Thank the reader for reviewing your the request.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I hope that you will agree with me that my family and I have had a spotless record with the Yacht Club all these years that we have been members. I would, however, at this time like to make a suggestion regarding a policy that is currently in place.
According to the Member's Handbook, non-members are not allowed on any club-owned boats. I want to suggest that we amend this rule to state that non-members be allowed on if club members register them as guests and make sure that there are members present during the sail. I bring this up because I will be having some distant relatives over in the next few weeks and want to show them the amenities that we have been enjoying with the club. Moreover, this may just encourage other non-members to sign up.
I hope that you will consider this request of mine and look forward to hearing back from you. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Ask a change in a contract or agreement. Sample letter.
Further things to consider when writing request letters to organizations
Request Letters
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Organizations
Letters to organizations are letters written to institutions, associations, or any organized body of people working together to achieve a common goal. An organization could be a charity, union, corporation, or even a neighborhood association. There are a thousand reasons why you may want to write to an organization. Maybe you want to volunteer to offer your services, or you want to make a donation. Perhaps you are requesting sponsorship for your event. Whatever the reason, any letter to an organization must be formal and addressed properly.
When writing letters to organizations, it's important to know what it is that you want to achieve and what you want the organization to do. Use the standard business letter format. Start your letter with a proper salutation and introduce yourself or your company. State the purpose of the letter. Mention what you are asking for or what you are offering. Include any materials or information that you feel might be important to the recipient. Use a polite and professional tone. Keep the letter short, preferably, one page. In the end, thank the recipient in advance for his/her time and consideration. Sign-off using business-appropriate language. Include your full name and contact details.
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