GUIDELINES
- Before you write this letter, consider making a phone call. Get information about fees and other documents you need to send along with this letter. Give detailed information in the letter. It will help your reader to find the material.
- Tell the reader what document they need to send. Also, tell them where they have to send it.
- If it applies to you, get the reader's attention to the fees or documents, you have sent with the letter.
- End your letter by thanking your reader.
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],
Good day. My name is Janice O'Reilly, and I am a History professor at the Oregon State University. My History 101 class and I are currently looking into tracing the ancestral line of the great Noreen Millis ? one of the first historians of the state ? and would like to request a copy of her birth certificate. All we know is that she was registered in Willamina on the 5th of March in the year 1832. We hope that this will be enough information to track down her birth certificate.
We hope to hear from you soon regarding our request. Thank you for your time and effort.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample request letter for a copy of birth certificate.
Further things to consider when writing request letters to whom it may concern
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 Whom It May Concern
Letters to whom it may concern are letters addressed to unknown recipients. The term "To whom it may concern" is, basically, a letter salutation that has been used over the years in business correspondence when a sender doesn't have a specific recipient or doesn't know the name of the recipient. This may happen many times during your job search. For instance, you may be sending a recommendation letter, cover letter or any other job application material to someone you don't know. It is also appropriate to address a letter to whom it may concern if you're making an inquiry but don't know who to address your letter to.
Although sending letters to whom it may concern has been a common practice, other options such as, "To hiring manager", "To customer service manager", etc., can be used at the start of a letter. Of course, you should make an effort to find the recipient's name. You can look it up on the recipient's company website, LinkedIn or other professional social sites, or contact the office and ask the assistant for advice. However, when this is not possible, you can still use "To whom it may concern".
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