- Tell the reader about the purpose of your letter, name the applicant on which the letter is asked. Also include the post that the applicant is searching. If necessary, also include the dates when the applicant would have been known to the reader.
- Give details about the qualifications, skills, and personal characteristics that the prospective post requires. Request the reader to assess the candidate through the listed qualifications, to get concrete answers, give out specific questions.
- Express well your intention to keep the information confidential. In this way, you might receive more realistic detail of the candidate.
- Assist the reader to respond by clearly starting when the endorsement is needed. You may also opt to provide your telephone number (some people are more fond of calling than waiting). To make it easier, provide a self-addressed stamped envelope.
- Tell them that your are thankful for his or her time and consideration.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We have received several resumes for the vacant position of Assistant Marketing Manager in our company. Naturally, some applicants are more impressive than others. James Morris is one these plaintiffs. His experiences and qualifications specified on his resume show that he would be a good Assistant Marketing Manager. However, other than his credentials, we are also checking into his character before we finalize our decision. Given this, I am communicating with all the references he enumerated on his resume.
You one of the Morris' primary professional references. Because of this, I am writing you today to inquire about your personal observations and opinions into James Morris' abilities, qualifications, and work behavior. I would appreciate it if we can speak with each other, whether personally or over the phone, at your most convenient time. You may contact me at the phone number and address listed above. Thank you very much in advance for assisting me in this matter, and I am looking forward to speaking with you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample request letter for an applicant's information.
Further things to consider when writing request letters to colleagues
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.