- Make your request short and courteous.
- Tell the reader that you are requesting for information. If possible, let him or her know the details of how you knew about the product or service and why you are curious about it.
- Give your contact details to the reader.
- Express gratitude to the reader and ask for a reply.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I was informed that the Genealogical Society Home of Blackwood, as well as the Family History Center, have maintained complete records of immigration statistics between 1850 to 1950. Given this, I wish to ask for the names of immigrant families from England to the Blackwood area between 1930 to 1940.
I need this information to prepare our family history that will be shown to the "Inspiration Citizen Award" recipient during our centennial celebration. I greatly appreciate your help.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request for immigrant records.
Further things to consider when writing request letters to organizations
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.