Any matter that requires polite and humble request can be put forward by writing a request letter. The request can be related to anything like seeking for the information. Some or the other day in your life, you may come across the time when you have to ask something from someone. If you know the right way to draft such a letter, then it can become easy for you to achieve the things that you intend to get.
The documents are vital for one’s development. It is a formal record of a persons’ personal and professional information.
A document is a set of static information that can be read linearly by a human being The letter request of the document is written when a person wants their documents for various purposes like family requirements, mark sheets, birth or death certificates, marriage certificates, etc.
The letter necessitates the requirement of clever drafting to compel the person you are approaching for reciprocation of your request. Be very polite and ready to return the favour to the recipient as well.
Here is a letter of request for document template, sample and writing tips.
Tips for writing a Request for Documents
- Inform the recipient about which documents you require.
- Use a polite and courteous tone in writing.
- Put the recipient at ease, don’t let them feel that it would be burdensome to respond.
- Express your willingness to reciprocate for the recipient’s kindness.
- While closing the letter, don’t forget to provide the recipient with the necessary contact details for future correspondence(s).
- End the letter on a positive note by thanking the recipient.
Use our free Request for Documents to help you get started. If you need additional help or more examples, check out some of the sample letters below.
Date: _____ (Date on Which Letter is Written)
Subject: Request for Documents.
Dear _____(Sir or Madam),
I am writing to request a copy of my graduation certificate awarded in the Spring Commencement Services. Unfortunately, I lost the original when my briefcase was stolen from my car. I am enclosing a copy of the police report to support my claim, along with a certified check for $29.50 to cover the replacement fee. My name and other identifying information are attached to this report. Please send the certificate to the address below. Thank you for your assistance.
Name and Signature.
Jack L. Breslin
4715 Stuart Street
Brave, PA 15316
Date- February 20, 2004.
748 Hillview Drive
San Francisco, CA 94103
Subject- Request for Documents.
Dear Ms Pedley,
I want to make a formal written request for a duplicate copy of my university diploma. I graduated with a degree in BS Psychology in the year 1992.
The original copy of my diploma was among the belongings that were swept away by the flood that hit my hometown earlier this year. Our house was one of the hardest-hit properties in the area as it was situated very near to the river. I have attached an affidavit of loss verified by the high court’s attorney to support this.
I hope that you can assist me with this request. I appreciate your time and effort to get this done for me.
Jack L. Breslin.
The following is the Email Format that should be followed while writing a Request for Documents.
SUBJECT: Request for Documents.
Dear Mr Ben Penman,
I am a Brooklyn University student pursuing MMS currently. The reason behind this mail is to request a duplicate copy of my graduation certificate. I graduated with a degree in BMS in the year 2010. I believe I had not received the passing certificate along with my BMS mark sheet or if I did, it has been misplaced.
I have attached a scanned copy of my BMS final semester mark sheet for your reference. If you need any other data, you could reach me. It is urgent for me to fetch the certificate above to fulfil the present study curriculum. Please, I would request you to help me with this chore.
Via e-mail: AnthonyThrossell@dayrep.com or
via telephone: 540-996-8715.
I hope you can help me out with this request.