- 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],
The New Year is finally here, and as we welcome it, we are also beginning preparations for the filing of income tax returns. The personalized Tax Organizer has been prepared for you to aid you in your filing. By simply completing the required information in the organizer, you can assist us in actually making your return and minimizing your tax liability. Kindly attach all the necessary tax documents enumerated on the cover page and send us the organizer, at least, five days before your appointment with us. By doing so, your meeting with us will be more successful.
We appreciate your assistance for sending us this essential information.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request for tax documents.
Further things to consider when writing request letters to professionals
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.