Official documents and various contracts play an important role in our life. It is important to keep them safe and secure. Though one should take special care of their essential documents, if by any chance they get lost, one should immediately write the letter to the concerned department and request them for the duplicate copy of the document as to make them aware of the urgency of the same.
The objective of writing official documents/contract letter is to request a duplicate copy of your important document that was lost due to some reason. In some cases, you might not receive the copy of your contract and you needs to ask for it, in such situations you have to write an official document request letter.
Below we have compiled a few tips & letters sample and email format of request letter for a copy of the document or contract agreement.
Table of Contents
Official Document/Contract Request Letter Writing Tips:
- Firstly you must give the appropriate reason to the concerned authority while asking for a duplicate copy of your document.
- You must make them aware that you require the same on an urgent basis.
- You must enclose all your documents about your address proof and identity proof with the letter. The authority sometime requires these documents for verification purposes.
- Once you are through writing the letter, please recheck that all the particulars are also enclosed with the letter, and there should not be any spelling mistakes in the letter.
Official Document/Contract Request Letter Template
Date (Date on which letter is written)
I would like to bring to your kind attention that the property documents of __________________ have been destroyed due to ____________________. We would need the duplicate copy of the same for taxation purpose.
I would be very grateful to you if you could get the needful done on a priority basis and issue us a copy of the documents. They are required on an urgent basis by the taxation department. I am enclosing all the documents for verification purposes with this letter for your consideration. Your help in this regard will be highly appreciated.
Official Document/Contract Request Letter Sample, Email and Example/Format
Date (Date on which letter is written)
Sub: Requesting for a duplicate copy of property documents
I want to bring to your kind consideration that the property documents of Illaya constructions, Street no. 4, California has been destroyed due to a short circuit that results in the fire at our plant in New Jersey. The documents were kept safely in the locker, but due to this fire, everything got destroyed. I am attaching the photographs taken after the incident for your reference.
I would be thankful to you if you could take prompt action in this regard and provide us with the duplicate copy of the documents as we need to do some statutory obligations and that documents are required for the same on urgent basis.
Official documents are essential to keep safe, and if you lost them, then writing a letter to authority is the best option to ask one more copy to them through this way. The applicant here has lost the title document of the house due to fire. Now he has to clear some tax in which he needs to prove his ownership of his apartment. This letter is written to the Property Department requesting the official to issue a copy of his original document that is with them so that he can clear some statutory obligation.
I want to draw your kind attention to the Documents of Property of House No. 32, Green Apartment, Diamond Street, Bristol.
Last week due to fire in our apartment, the original Property Document was destroyed. I would, therefore, like to request you to please issue me a copy of the original documents.
Since I need to close some statutory requirements soon with the property tax department, I will be obliged if you can issue the copy as soon as possible.