Request a copy of an official document. Sample letter


  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.


[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.


[Senders Name]
[Senders Title] -Optional-

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