GUIDELINES

  1. In this letter, you are going to ask a colleague for a favor, but it is more formal in nature. Even if you work in the same company or attended a meeting with him/her, the reader might not know you. So, if you think that the reader doesn't know you, introduce yourself first. Then discuss the purpose of this letter.
  2. Introduce yourself if you think it's necessary.
  3. Explain why you need the reader's help.
  4. Then request the reader to assist you. State the specifics clearly.
  5. Finally, ask the reader to answer your letter or to cooperate with you.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

XYZ Florists will be celebrating its 10th Anniversary on Friday next week. We will be organizing a small get-together for our valued clients at our store that will include a short social event. As such, we will need some additional parking space for all of the customers who will be attending. We would, therefore, like to ask if we could make use of the parking space in front of your establishment during the event. We have made sure that this will not be held during your peak hours, so as not to disrupt your regular activities unnecessarily.

We hope that this merits your kind consideration. Thank you in advance for any help you might be able to give.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter to request the use of someone's space for parking.

Further things to consider when writing request letters to colleagues

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 Colleagues

Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.

Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.

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