Request a copy of an official document. Sample letter

GUIDELINES

  1. Before you write this letter, consider making a phone call. Get information about fees and other documents you need to send along with this letter. Give detailed information in the letter. It will help your reader to find the material.
  2. Tell the reader what document they need to send. Also, tell them where they have to send it.
  3. If it applies to you, get the reader's attention to the fees or documents, you have sent with the letter.
  4. End your letter by thanking your reader.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I would like to make a formal written request for a duplicate copy of my university diploma. I graduated with a degree in BS Psychology in the year 1992.

The original copy of my diploma was among the belongings that were swept away by the flood that hit my hometown earlier this year. Our house was situated near a creek, making our home one of the hardest hit properties in the area. I have attached an affidavit of loss verified by the high courts attorney to support this.

I hope that you can assist me with this request. I appreciate your time and effort to get this done for me.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Request a copy of an official document. Sample letter.

Further things to consider when writing request letters to schools

Further things to consider when writing request letters to schools

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 Schools

Letters to schools are letters written to institutions designed to provide learning environment and spaces to pupils and students. There are many times when you may feel the need to write to a school administration. Maybe you want to recommend a student or employee or want to apply for an academic program. Perhaps your child has a disability, and you want to make sure that he/she is receiving special education services. Whatever the issue, putting your thoughts in writing avoids confusion since it provides you and the recipient with a record of your request. It is, therefore, crucial to keep a copy of any letter you send.

All letters to schools must use the standard business letter style. Start your letter with the proper address and salutation. Introduce yourself and explain the reason for your letter clearly and concisely. Depending on the content of your letter, provide any documentation that gives the recipient reference to the case or clarifies your concerns. Keep the tone polite, respectful, and professional. Close by thanking the recipient for his/her time and with a note of anticipation of positive feedback. Sign off and proofread the final draft before sending it.

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