GUIDELINES
- If you need a favor from a person, don't apologize. Make the person feel honored in your letter. Tell the reader why he/she is capable of helping you. Explain your reason for requesting this favor. Be persuasive and make the request reasonable. Tell the reader that you will repay his/her kindness.
- Make it clear to the reader why you are asking for a favor. Also, tell the reader why he/she can help you.
- If you are asking too much from the reader, be persuasive in making the request reasonable.
- Compliment the person but avoid flattery. Tell the reader that you are willing to repay his/her kindness.
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 will be on vacation leave on the 12th of April until the first week of May and will be needing other teachers to substitute for my classes. I was hoping that you could take over for my Management class, which meets during the third period on Wednesdays and Fridays.
I know that this is a free period for you and hope that you can oblige in my request. I will be sure to give you material for those classes so that you won't be teaching but instead supervising tasks that I assign the students.
Please inform me as soon as possible if you are willing to help me out. Thanks in advance.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request a substitute teacher during vacation.
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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