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],
It was with great pleasure that I attended your brief lecture at the National Museum last week about the ancient relics that you and your team discovered during your trip to Southeast Asia. I am currently teaching World History at the Achiever's Academy and feel that my class would greatly appreciate a visit from someone like you who has had the experience of visiting such historical sites. It is my hope that you would be willing to speak to my class even just for a few minutes to share stories about your travels with them. I have noted the class times I have for World History below and will be able to accommodate you at any time that you are available. You can give me a call at 456-7831 to let me know if you can give in to my request. Thank you very much.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request someone to speak to a class.
Further things to consider when writing request letters to speakers, performers
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 Speakers, Performers
Letters to speakers and performers are letters written to people who give speeches at public events and those who entertain audiences. Whether you are organizing a special event, business conference, or graduation ceremony, the speakers and performers you invite will be among the primary attractions. They can give valuable insights and add prestige to your organization. Whatever the theme of your event, the speakers and performers must be suitable for the event as well as the audience. The best speakers and performers are usually booked months in advance. Therefore you should ideally send your invites six to twelve months prior to your event.
Well-drafted letters to speakers and performers will ensure that the parties involved understand all the details of the event. Begin with the right address and salutation. Introduce yourself and mention the objective of your letter. Be specific about what you expect from the recipient. Include relevant information such as date, time, and venue of the event. If applicable, mention any financial arrangements regarding any travel expenses, the fee for the recipient, or honorarium. Include the date for a response and your contact details. Close the letter on a positive note. You may attach the event's program.
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