GUIDELINES
- 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.
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],
James Dell, your former apprentice, is one of our applicants for a permanent position in our marketing office. To make sure that we choose from the candidates fairly, we ask for an evaluation from each of the references listed. Given this, may we ask for your personal recommendation on Mr. Dell's work behavior and qualifications?
We were informed that you were Mr. Dell's direct supervisor during a summer apprenticeship in your company. We would be thankful if you can provide us with an honest evaluation of Mr. Dell's performance while he was under your supervision. Specifically, we seek the following information that is essential to the position that Mr. Dell is applying for: (1) his relationship with his colleagues, (2) his capacity to work under pressure, and lastly, (3) his eagerness to work on new duties on short notice. Rest assured that we will keep the information confidential.
We need to make our decision as soon as possible, as such, we are hoping to receive your response before March 15. If you are not able to give us a written evaluation, you may call us during business hours at 583-8745. We thank you for your assistance in this matter.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request information about an applicant - sample letter.
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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