We all need a little assistance now and then, so it can help to know how to write a request letter. Whether it’s a charitable donation, an opinion on some recent work, or simply a helping hand, an effective request letter can be the key to your success.

Sometimes it can be hard to find the right words for a request letter, especially if you’re sending the letter to someone you don’t know. To help with this, we’ve put together a guide to show you how to write request letters. We’ll cover a range of frequent asks and give you the tools to create a professional letter of request.

What is a request letter?

A request letter is a formal way of asking for something specific in letter format. Your request could be as simple as asking for a few minutes of someone’s time, or it could be as substantial as a few months of dedicated work. In the workplace you might need to write a request to ask for time off, an interview or to make a complaint.

Request letters don’t always have to be in letter format either. It might be better to send an email, or even a text, especially if it’s a small request. It’s important to consider context of your request too, as a formal letter might not be needed when a simple conversation would have sufficed.

How to write a letter of request.

You might know exactly what you need to ask in your letter of request, but when faced with a blank page all ideas can easily evaporate. One of the best ways to get around this is to break your letter down into bite-sized chunks and make the whole process more manageable.

We’ve put together a plan to make writing your request letter a little easier.

1. Gather information.

Before you write your letter of request, you’re probably going to need to do some research. This might be finding the right person to speak to or the right organisation, and where to address the letter. Depending on your request, you may need to write letters for multiple people.

2. Plan your content.

When you’re gathering your information, you should also think about what you want to say. To help with this, think about the five W’s and H: Who, What, Why, Where, When and How. If your letter answers all of these, the recipient should have all the information they need to make an informed decision.

It’s important you don’t go off track or write too much, as this could confuse the reader and make it harder for them to understand your request. Make some notes as you plan your letter. Remember, succinctness often works best.

3. Introduce yourself.

A good way to start your letter is by introducing yourself. Use the opening paragraph to talk about who you are and mention any relevant context. If you know the reader of the letter and you want to jog their memory, you can mention how you know them.

4. Detail your request.

This part is crucial, it’s the whole reason for your letter – It’s time to talk about your request. Naturally, what you include will depend on what you want. A simple interview request might be a matter of formality and won’t require more than a short paragraph.

If you’re requesting someone gives up a considerable chunk of their time, you’ll need to provide more details, such as when and where they might be volunteering. If the amount of information starts to feel overwhelming, you can always offer to explain more in person or on a call.

5. Explain why.

Unless your request letter is a cursory function, it’s unlikely the request is going to be fulfilled simply because you asked. Explaining why you’re asking for something gives the reader the understanding behind your request and may help them empathise with you. This can be especially important if you’re asking for something like a charitable donation. You could also explain how their donation will help the cause.

6. Conclude the letter.

Once you’ve explained why you’re making the request, it’s time to finish your letter. As you’re asking for something, it may help to have a tone that’s grateful, appreciative and thanks the reader. If there are time constraints, include a deadline. Similarly, this could be the best place to offer to discuss more at a later date. Use a professional closing remark – Kind Regards or Yours Sincerely, for example.

Top tips for writing a letter of request.

If you’re planning to write a request letter, these top tips can help you create a great first draft.

• Consider your audience – Think about who you’re writing to and how they’ll respond to your request. You should also think about what you’re requesting, and how that might affect how the reader responds. Not everyone will appreciate the same approach, but if you’re unsure it can be useful to default to a professional tone.
• Stay polite and professional – Your tone is the way you choose to speak to your reader. If you’re speaking to someone you know, the tone you use may be more familiar and relaxed. However you choose to speak to the reader, when you write your request letter you should always be polite.
• Be clear and concise – The best request letters get straight to the point. Too much waffle and you risk losing your message, or worse, your reader. You want the person reading this to know exactly what you want from them so there are no surprises once they’ve agreed to your request.
• Review your request – Before you send that email or post that letter, double check and reread everything. Have you missed anything out? Are there any spelling mistakes? It can help to reread your letter aloud or have a friend look at it. You should only send your request letter once you’re confident there are no mistakes.

3 letter of request examples.

A request letter can be used in a variety of ways, from small asks to big queries. Whatever you need, the beauty of writing a letter request is that you can tweak it suit your situation.

Here are three request letter examples for different scenarios, which you can adapt.

How to write a promotion letter request.

Many companies will make internal announcements when they’ve got job openings to encourage employees to apply. For some, this might mean a change of department, but for others it could be a promotion. If you’re writing a promotion letter request, you should include a brief section about yourself, your job history, and a paragraph about why you think you’d be good for the role.

It’s likely you’ll have to interview for the position, but the letter could be your foot in the door. An example might look like:

Dear X,

I’m writing to you to apply for the position of Head of Sales. My name is XYZ, and I’m currently the deputy sales manager.

I’ve worked in this company for four years, but prior to that I’ve worked in similar sales roles.

I believe I have the essential skills needed for this role and look forward to speaking to you in more detail.

Yours sincerely,

XYZ

How to write a holiday request letter.

Sometimes you may be required to write a holiday request letter when you want some time off. Most companies allow you to request time off via a HR system or by simply asking, but your manager may ask for this as a formality. This doesn’t have to be complex or overly complicated.

You aren’t legally required to disclose why you want to take time off, but it could improve your chances of your annual leave being approved if you do. An example letter may look like:

Dear X,

I’d like to book some holiday time from Monday 8^th July to Friday 12th July. My family and I are planning a trip to Spain.

Thanks,

XYZ

How to write a sponsorship request letter.

Whether you’re running a marathon, setting up a football team, or organising a networking event, sponsorship can be a great way to access funds or secure support. You can reach out to local businesses or individuals with a sponsorship request letter. Typically, you’ll allow your sponsor to advertise in return for their funding. An example letter may look like:

Dear X,

I’m organising a networking event for local businesses and we’re currently looking for sponsors. Our last event had over 200 attendees and was held over two days in August. Typically, we offer our sponsors the opportunity to appear in our bespoke networking newsletter, our in-house magazine and on banners arranged around the event.

If you’d like to discuss pricing and what you’ll get in more detail, you can reach me at 01234 234 456.

I look forward to hearing from you,

XYZ

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Good to know.

How do you start a request letter?

The best way to start a request letter is by addressing the reader and introducing yourself. You might want to explain how you know they person you’re addressing or let them know why you’re reaching out.

How do you end a request letter?

It’s best to end a request letter politely. Sign offs such as ‘Yours sincerely’ or ‘Yours faithfully’ are typically used. Depending on the context and how well you know the person you’re writing to, you might want to end on a more personal note.

How to write a convincing request?

One of the best ways to write a convincing request is to be honest with what you need and why. It’s also important to write a succinct request, don’t over complicate things – instead focus on the core request and why you’re writing the letter.

Is Adobe Express free?

Yes. The basic version of Adobe Express includes everything you need to start working creatively. Adobe Express offers thousands of design templates, images, videos and royalty-free photos, quick actions for processing images, as well as much more. You can design letters for all scenarios, whether it’s a thank you letter for fulfilling a request, a business orientated letter or a letter for an appointment.