GUIDELINES
- 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.
- Introduce yourself if you think it's necessary.
- Explain why you need the reader's help.
- Then request the reader to assist you. State the specifics clearly.
- Finally, ask the reader to answer your letter or to cooperate with you.
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 am a part of XYZ Corporation's Human Resources Team. It has recently come to our attention that Mr. Joe Hayes, one of the applicants we have been considering for a position in our company, has had particular disciplinary issues while working with your firm. We are very interested in hiring him, but would like to clarify the nature of his case before we make any decisions.
In light of this situation, may I please request for information, specifically, the pertinent details surrounding Mr. Hayes' case? I will be contacting you again within the next two days to find out more about this. I apologize for any inconvenience this might cause you. Thank you very much for any clarification you can give.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to request assistance from someone in another firm.
Further things to consider when writing request letters to professionals
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 Professionals
Letters to professionals are letters sent to people who are engaged and qualified in a profession. The recipients of such letters could be professionals in business and administration, health, information and communication technology, legal issues, science and engineering, teaching, etc. There are many occasions where you may want to write to a professional. For instance, to obtain information, to apply for a job or academic program, to raise a complaint, or just to express your opinion in a coherent manner. In all scenarios, letters to professionals must be well-written and correctly formatted.
When writing to any professional, your letter needs to be focused and concise, so that your point is made clearly, definitively, and politely. State the purpose of your letter in the beginning without veering from the subject. Use a polite and respectful tone even if you are complaining; avoid slang or jargon and any other informal language. Adhere to the standard conventions and format of good formal letter writing and present your letter attractively. Reread your letter to find spots that need grammar and punctuation correction and to make sure that the recipient is addressed properly. Close the letter with your full, formal name and signature.
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