- Directly tell him or her your requests, you have to put into consideration the possible difficulties it may create. Do not say sorry repeatedly, it will make your request seems irrelevant.
- tell the reader that you are asking either a shorter or longer deadline for you or the reader.
- Give him or her details why you are changing the deadline date.
- Recognize the inconvenience that the change in date might create, If possible, offer him or her help.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I understand that under your agreement with the previous project manager, construction would be sped up to meet the March 16 deadline. In exchange for this, the wages of the workers doing the extra work would have to be adjusted accordingly. However, the client has made a few changes to the requirements, and the newly-ordered paint won't be available until March 18. As such, it is no longer necessary to make the workers stay longer than eight hours a day.
This change should make it possible for us to finish construction without having to rush or spend additional money for wages. I know that the workers have already been informed of the original arrangement and that this can cause hassles for you and your team. Please do consider, though, that this will also be advantageous to everyone at the end of the day. Kindly get in touch with me for any feedback you may have about this. Thank you for your understanding.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample request letter to change shift schedule.
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.