- 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.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Greetings! My name is Rebecca Keuben and I am organizing this year's Autumn Charity Dinner. While going over my options regarding contacts to get in touch with regarding some of the supplies that we will be needing, I remembered last year's Valentines Banquet where you provided the organizers with beautiful garden tables, which I feel would also be perfect for this event.
I was hoping that you would be kind enough to allow us to use those said tables for our dinner. We will only have a maximum of 75 guests, and thus, feel that we will need approximately 35-40 tables. I can take care of the delivery and pick up, so you won't need to worry about that. I hope that you can get in touch with me soon at 333-3333 to let me know if you can give in to my request. Thank you very much.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request a favor. Sample letter.
Further things to consider when writing request letters to vendors
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.