Hang the problem on the board (Problem Solving Board Project). Letter of request: samples and examples, rules for drawing up To resolve production issues, please contact

Request letter- one of the most common types of business correspondence. Among entrepreneurs, such letters are used when representatives of one organization turn to another with a request for a service. Such messages can be used in completely different situations, for example, when you need to get information about products, see samples of goods, meet a business trip, coordinate some actions, etc.

Rules for composing a letter of request

We bring to your attention a general template for such a document for download:

Files

The letter of request, for obvious reasons, does not have a standard pattern, but, despite this, it is the form of an official document. That is why, when drafting it, one should adhere to certain norms established by the rules of office work and business ethics. Before proceeding directly to the basic rules for its preparation, it should be noted that it can be addressed both to a group of persons (for example, managers, employees of the accounting department, lawyers, etc.), and to some specific addressee.

Like any other document, this letter must contain introductory part, namely:

• information about the sending company making the request and the company to which it is addressed;
• the reason for the request (“due to delay”, “due to receipt”, “based on the results”, etc.);
• references to the basis (“based on an oral agreement”, “based on the negotiations held”, “based on a telephone conversation”, etc.);
• the purpose of the appeal ("to resolve the issue", "to avoid conflict", "to eliminate violations", etc.).

Followed by main part directly related to the request. It must be expressed using any derivative form of the verb "ask" ("we ask you", "we ask you", etc.), and since such a message, in any case, is a request for some kind of service, it must be written in a respectful manner. It is good if the request is preceded by a compliment (“knowing your great opportunities,” “admiring your organizational talents,” etc.).

If the letter contains several requests at once, then they must be indicated in separate paragraphs or paragraphs.

The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments on each item. It should be noted that this type of correspondence reduces the volume of document circulation and, therefore, reduces the time for reading and processing such letters.

If the letter implies receiving a response within a certain period of time, then this must be indicated as correctly as possible in the text of the message.

As a rule, the secretaries of the organization send and receive letters (in large companies, whole departments are engaged in this). After compiling or reading them, they pass them on to the head of the enterprise for review. Exceptions are messages marked “confidential” or “in person” - such letters are sent directly to the addressee.

Instructions for drawing up a letter of request

Since this message is part of corporate correspondence, you must first indicate the author, namely: the name of the sending company, its actual address and telephone number for communication. Then you need to enter information about the addressee: also the name of the company and the specific recipient. Further in the middle of the line, you can immediately indicate that this is a request letter (but this is optional).

The next part of the letter deals directly with the request. Previously, it is advisable to justify it and only then express the very essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), as well as the date of creation of the document.

How to send a letter

The letter can be sent by e-mail or by fax - it is quick and convenient, however, conservative sending through the Russian Post will allow you to make a solid and attractive letter. For example, you can make a request in handwriting in a beautiful calligraphic handwriting, or you can print the text on good, expensive paper.

Attention to such trifles will make it clear to the addressee how respectful the opponent treats him, and also once again emphasize the importance of the request. The only thing to remember is that letters through regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time.

After sending the letter

This message, like any other document, must be registered in the outgoing documentation log. Likewise, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings occurring in a business relationship, fixing the fact of sending and receiving letters will help you quickly understand the situation.

Examples of writing letters of request with explanations

So, we realized that a letter of request is a letter that contains a request to the recipient. The purpose of the text is to induce the recipient to take an action beneficial to the sender. The letter must contain a formulated request, its justification. It is advisable to formulate the request in such a way as to justify why it should be beneficial for the recipient to comply with the request. The sender should not only know the rules for composing the text, but also take into account the psychological nuances. Next, we will consider specific example templates, depending on the situation.

Letter of request for the allocation of funds

The letter is drawn up in the event that it is necessary to obtain the allocation of funds from the state, sponsors, individuals.

From the NGO "Help for Pensioners"
Deputy of the Legislative Assembly
Ivanov I. I.

Hello Ivan Ivanovich. I am a representative of the non-profit organization Aid for Retirees. We are engaged in helping lonely pensioners: we bring food, help with cleaning and repairs.

Our organization has existed for 5 years. Previously, we managed to finance our activities ourselves, however, due to the expansion of NGOs, funds began to be insufficient. We need money to rent premises, pay salaries to employees, purchase equipment.

At a recent meeting of the Government, the President mentioned the difficult situation of pensioners, noted that the situation needs to be urgently changed. In this regard, I am asking you for 200,000 rubles for the needs of the NPO Help for Pensioners.

Best regards, A. A. Petrova

Explanation:

The above text has been compiled in accordance with all the rules. It has:

• The name of the NPO and an explanation of its activities.
• A request for money, an explanation of their need (money is needed for rent and salaries).
• Mention of the President. It is necessary to justify the benefits of sponsoring for an official. What is the MP interested in? Career growth. The organization's help will help achieve this goal.

The specific amount of funds required by the commercial organization is also indicated.

Letter of request for the supply of goods

The letter is usually sent to the partners of the company. In the text, it is desirable to justify the mutual benefit for both companies.

To the head of the company "AAA"
Ivanov I. I.
From the head of the BBB company
Petrova B. B.

Hello Ivan Ivanovich. We would like to order a set of products from your company (specify). We became interested in your product at the regional exhibition.

If you agree, please inform us about the terms of delivery and the terms convenient for you. We guarantee timely payment. We hope this will be the beginning of mutually beneficial cooperation.

Our contacts: (specify).

Best regards, Boris Borisovich.

Letter of request for a discount

Typically, such texts are sent to the suppliers of the company. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets and more. The cost of the services is quite high. The crisis came, and it became difficult for the company to pay for the goods of the printing house. This may well be a reason to ask for a discount.

To the head of the Vostok company
Ivanov I. I.
From the head of the company "West"
Petrova B. B.

Hello Ivan Ivanov. Our organization has been affected by the financial crisis. The number of contracts concluded with us has decreased by 20%. Unfortunately, the crisis has affected not only us, but also our clients. People cannot pay for our services in the same amount as before. Therefore, we have provided a 25% discount on tickets.

Due to the difficult financial situation, our company asks you for a 15% discount for the remaining six months of cooperation under the contract.

We sent out emails asking for a discount to all of our suppliers. If 20% of our partners provide us with favorable conditions, our company will withstand difficult times and will not close. We have already received a discount from landlords and the telephone company.

Best regards, Boris Petrov.

Explanation:

The letter contains the following important points:

• Explanation of the need for a discount.
• Specifying the exact amount of the discount, terms.
• An indirect indication that if the printing house does not provide a discount, the company will terminate the contract.

The text must be composed so that the letter is read to the end and agreed to the proposed conditions.

Letter of request for a rent reduction

Rent is eating up the budgets of most organizations. Its reduction allows the company to stay afloat in difficult times. The letter should be sent to the landlord.

To the head of the Plus company
Ivanov P. P.
From the head of the company "Minus"
Petrova I. I.

Hello, Petr Petrovich. Our company was affected by the financial crisis. The purchasing power of consumers has decreased, business income has decreased. In this regard, we ask you to reduce the rent by 10%.

For all the time of our cooperation, we have never delayed payments. We hope that you will make concessions to us and we will keep our business relationship. We guarantee timely payment of the lease, despite the difficult financial conditions.

Respectfully yours, Ivan Ivanovich.

Explanation:

It is important to mention in the letter that the company had previously fulfilled its obligations in full. The landlord must be confident that the landlord will continue to make payments. The recipient must also understand that if he does not agree to the proposed terms, the renter will refuse his services.

Letter of request for payment of debt

Debt is extremely common in interactions between companies. If the organization is committed to further cooperation with the counterparty, which has a debt, a letter of request is sent.

Ivanov I. I.

P. P. Sidorova

Dear Ivan Ivanovich, we ask you to pay off the debt to our company in the amount of 200,000 rubles. All this time, we continued to cooperate with you, hoping to continue our business relationship. However, now we are forced to suspend the provision of services due to the lack of payments.

The amount of your debt is 200,000 rubles. Please pay for it before March 1, 2017. If the debt is not paid, we will be forced to resolve the issue in court.

Best regards, Petr Petrovich.

Explanation:

The following points must be specified in the letter:

• The exact amount of debt.
• The date by which you need to pay off the debt.
• Measures that the company will take if payments are not received.

In the text, it is possible to mention a long-term successful cooperation with the organization. This should be a request, not a demand. The requirement is drawn up according to a different template.

Supplier deferred payment letter

The organization supplied the company with a batch of products, but did not pay for it. Debt has formed, but the debtor has no funds to pay. In this case, it makes sense to write a letter asking for an adjournment.

To the head of the company "Where is the money"
P. P. Sidorov
From the head of the company "Money is about to be"
Ivanova I. I.

Dear Petr Petrovich, we have not paid the debt in the amount of 200,000 rubles. We do not shy away from our debts, but now we cannot make payments in full due to the difficult financial situation.

For 2 years we have maintained a successful business relationship with you, did not disrupt the payment deadlines. Today we are asking for payment by installments. Our company is ready to pay the debt in two stages:

• We will deposit 100,000 rubles by March 1, 2017.
• 100,000 rubles will be deposited before April 1, 2017.

We promise you timely payments. Thanks for understanding.

Respectfully yours, Ivan Ivanovich.

Letter of request to pay for another organization

The company's debt can be paid by another organization. Of course, a legal entity will not pay shares just like that. Typically, a letter of request is sent to the debtor of the company or to another person who has obligations to the company.

To the head of the company "Money is about to be"
Ivanov I. I.
From the head of the company "Where is the money"
P. P. Sidorova

Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also has a debt to another company in the amount of 200,000 rubles. We ask you to pay our debt to the creditor in the amount of 200,000 rubles. In return, we will provide you with the installment plan for the remaining debt that you requested earlier. Thanks for understanding.

Best regards, Petr Petrovich.

Letter of request for assistance in resolving the issue

Any company can face complex problems that cannot be dealt with without outside help. A letter of request for assistance can be sent when necessary, for example, holding events. The petition is sent to commercial organizations, government agencies.

Director of the company "AAA"
Petrov B. B.
From a public organization
"We give good"

Dear Boris Borisovich, I am a representative of the public organization Give Good. We are organizing and holding parties for children from the orphanage.

We ask for your help in organizing food supplies for the holiday. Of course, we will mention you and your company at the event. The holiday will be attended by representatives of the legislative assembly and the public.

You can contact us by phone XXX

Respectfully yours, Ivan Ivanovich.

Summarizing

Let's combine all the rules for composing a letter of request. First you need to introduce yourself, talk about your activities. But the introductory part shouldn't be too long. Our goal is to get the recipient to read the email. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start setting out your request. Accuracy is obligatory: indication of terms, amount of funds. It is important to understand that the recipient must feel the benefits. Therefore, the letter must indicate why it will be beneficial for the organization to fulfill the request. At the end, you need to say goodbye politely and without fawning.

In business document flow, the request letter format is used very often when it becomes necessary to obtain the consent of the second party or a certain service from her. You will find ready-made samples and examples for different situations, as well as the rules for composing such letters, in this article.

The tradition and rules for drawing up a letter of request have developed exclusively in the practical workflow - i.e. no forms or instructions have been approved at the legislative level. However, in general terms, the following structure should be adhered to:

1. As usual, first fill in the "header", which indicates the full name of the sending organization with the corresponding contact information, as well as the name of a specific employee (usually the director of the company) and the name of the receiving organization.
2. This is followed by the text itself, which consists of a description of the situation and the rationale for the request. The text should be as short as possible - usually 1-2 paragraphs are enough. It is important to specifically and unambiguously state your request so that the interlocutor understands well the essence of your appeal.
3. This is followed by the signature, the decoding of the signature and the date of compilation.

Thus, it is drawn up according to the standard option for such documents - the form is given below.

A ready-made sample can be used as an example.

NOTE. The decision to indicate or not to indicate the name of the document (ie to write in the middle "Letter of request") is made by the sender. As a rule, this is necessary in cases where it is appropriate to emphasize the nature of the document and the purpose that one company is trying to achieve from another.

Since in this case we are talking about the fact that one company is counting on some service or even a concession from its partner, of course, writing a letter, its design and even sending should be taken very seriously. Any detail can make an impression, so it is better to take into account even seemingly insignificant nuances:

1. First of all, it is better to send it using physical mail - regular Russian Post or even better a private organization that delivers mail from door to door and much faster. A message in electronic form, or even more so sent by fax, is often perceived more impersonally, like spam.
2. In addition, the physical way of documenting the document (i.e., like a regular postal item) allows you to make a favorable impression due to the more expensive paper, envelope, stamp and other means of decoration.
3. For writing the text, a letterhead is always chosen - this allows you to give the request more formality.
4. It is better to avoid explicit clericalisms in the text - i.e. stable words and expressions that are commonly used in a business environment. They literally "dry up" the story and make an overall negative impression. It is easy to replace them with more original options - for example, "I ask you to consider" to "I hope for your understanding and assistance in resolving this issue."
5. Finally, it is generally worth adhering to the traditions of business correspondence, i.e. the text is predominantly written in a formal business style. There should be no lyrical digressions, too complex syntactic constructions, or double (in meaning) phrases. Care should be taken to make it very easy for the interlocutor to perceive the message - both in terms of understanding and psychologically.

ADVICE. If it is possible to write the text by hand, it is better to use this method. Handwritten lettering makes it stand out from the rest. However, it is better to entrust the writing to a specialist who knows the techniques of calligraphy.

Varieties

Depending on the specific situation, there are variants of letters. Most of the requests are about financial matters - for example, a discount, a reduction in service fees or a deferral. The smallest part of the letters of request is devoted to assistance in solving any other issues. The most common cases and ready-made examples of letters are discussed below.

On the allocation of funds

Asking for donations, even for charitable purposes, is a pretty serious request. Therefore, when drawing up, it is important to describe the situation as concretely as possible and, moreover, it is clear to indicate what exactly the money is required for, and for what reason it is impossible to take it from another source.

When compiling, you can take such a sample as a basis.

From NGO "Raduga"

Deputy of the Legislative Assembly

St. Petersburg Miloshnikov I.N.

Dear Ilya Nikolaevich! You are welcomed by the director of the non-profit organization Rainbow. " Our organization was founded in 2012 and throughout these years has been continuously providing financial assistance to children suffering from acute forms of leukemia. The main direction of our activity is the procurement of appropriate medicines and complex operations.

All these years, the main source of financing for our activities was the company LLC "...". However, in April of this 2017, the volume of funding decreased sharply, and at the moment we cannot carry out charitable events in the same volume.

According to our data, the annual budget of the fund, taking into account private donations, should be 10 million rubles. Thus, in connection with the termination of financing, it is necessary to cover the difference in the amount of 8 million rubles. annually. We hope for your assistance, as it is not possible to find sponsors at the moment.

Best regards, V.K. Svetozarov

About delivery of goods

It is important here to demonstrate your interest and willingness to cooperate. Therefore, you need to find the right words so that the interlocutor is imbued with trust and makes the appropriate decision. You can take such a sample as a basis.

General Director of LLC "..."

Nekrasov N.K.

From the director of the company "..."

Elizarova V.M.

Greetings, Nikolai Konstantinovich! At the regional exhibition on agriculture, which took place in May this year, our company became interested in the samples of machinery and equipment that were offered by you.

We would like to start cooperation with you with the delivery of a trial batch of goods (the complete list is attached as a separate document to this letter). We guarantee timely payments for goods and services. We express our hope for long-term and mutually beneficial cooperation.

Our contact details:

Respectfully yours, V.M. Elizarov

About discounts

Currently, this is a fairly common type, as economic conditions have deteriorated in many ways. Experience shows that convincing the counterparty to provide a discount is especially good in such cases:

• if the companies have been cooperating for a long time, for example, more than a year;
• if a large quantity of goods is purchased at once.

to CEO

LLC "Avantage" Filippov G.V.

From the director of LLC "Veres"

Alexandrova K.N.

Hello, Gennady Viktorovich. We are pleased to note the fact that our companies have been cooperating for over 2 years. We express our gratitude to you for the consistently high quality of your services, as well as for assistance in solving a number of current issues.

We believe that it is no secret for you that over the past year the economic situation in our market niche has deteriorated significantly. Unfortunately, at the moment we are experiencing a certain shortage of income, which is associated with a decrease in quarterly profits.

In connection with these circumstances, We hope for your understanding and consent to provide a 10% discount on services that will be provided in the next 2018 calendar year. Of course, such a measure is of a temporary nature, and we are committed to full-fledged cooperation on mutually beneficial terms in case of stabilization of the economic situation.

Best regards, Alexandrov K.N.

Reduction of rent

In this case, the justification for your request in the letter will be approximately the same as was discussed in the previous example.

to CEO

LLC "Avantage" Filippov G.V.

From the director of LLC "Veres"

Alexandrova K.N.

Hello, Gennady Viktorovich. In the fiscal year ended in 2016, our company suffered losses that exceeded the expected by 10%. We are forced to state that our company has been affected by the financial crisis. This is reflected in a decrease in customer flow by 15-20% of owners.

In this regard, we hope for your agreement to provide a 10% discount on rent. I would like to draw your attention to the fact that we are quite large tenants and at the same time, over the entire period of our five-year cooperation, we did not admit a single delay in payment, and also filled out all the other terms of the contract. We proceed from the assumption that this measure is temporary, therefore we are ready to continue to pay the fee in full as soon as the market situation stabilizes.

Best regards, Alexandrov K.N.

About deferred payment

In this case, it is important to acknowledge that you really did not complete the payment on time and explain in detail the reason. Of course, you must clearly indicate the maturity of the entire amount.

Director of LLC "Gruzodar"

Vakulov N.Yu.

From the director of LLC "Parabolia"

Aksakova T.G.

Hello, dear Nikolai Yurievich. In September 2017, we did not make another payment for your services in the amount of 100,000 rubles. We officially notified you about the impossibility of making a payment one month in advance. At the moment, we explain that the company has found funds to pay. We ask you to provide an installment plan for two months: October and November (50,000 rubles each).

We do not shy away from our financial obligations and debts and draw your attention to the fact that for all 3 years of our cooperation, we have never violated the contract. We hope for your understanding and look forward to further mutually beneficial cooperation.

Respectfully yours, T.G. Aksakov

Please pay for another company

Such requests may arise in cases where one company undertakes to fulfill the financial obligations of another company under certain conditions. This template can be used as an example.

SP Blagodarov A.K.

LETTER-REQUEST

A letter of request is perhaps the most common form of business correspondence. The number of situations that make it necessary to make a request on behalf of a legal entity or an individual cannot be counted. This is the receipt of information, product samples, coordination of actions, inducement to any action, etc.

The composition and structure of the request letter is not much different from the standard ones (see Business letters. Registration rules. Letter structure). Usually, text of the request letter consists of two parts:

1. The introductory part, where the essence of the case is presented in a narrative form, the motives and reasons for making a request are explained. The following standard expressions are often used here:

• the reason for petition
  • Due to non-receipt ...
  • Given the social relevance ...
  • Considering (our many years of cooperation) ...
  • Considering (the long-term and fruitful nature of our business relationship) ...
  • Due to the inconsistency of your actions with the previously adopted agreements ...
  • Due to the delay in receiving the shipment ...
  • Based on the results of negotiations on ...
    etc.
• Goal of request
  • In order to fulfill the order ...
  • In order to resolve the issue as soon as possible ...
  • To agree on issues ...
  • In order to ensure the safety of the passage of cargo ...
  • To avoid conflict situations ...
    etc.
• references to the basis for the appeal
  • In accordance with the agreement reached earlier ...
  • In connection with contacting us ...
  • Based on oral agreement ...
  • Based on our telephone conversation ...
  • According to government decree ...
  • According to the protocol on mutual deliveries ...
    etc.

All of the above expressions must be used taking into account the context and speech situation.

Almost all standard expressions begin with a derived preposition or prepositional combination. Attention should be paid to the correct use of these prepositions with nouns that are mainly in the genitive and dative cases.

2. Actually a request. Here, the key phrase of the letter includes words formed from the verb ask... Its use is explained by the etiquette requirements for business texts and the psychological laws of business communication - a person more readily agrees to perform an action expressed in the form of a request than in the form of a demand.

In some cases, the request itself, expressed descriptively, may not contain this verb, for example: We hope that you will find it possible to consider our proposal within the specified period..

The request can be stated in the first person singular (" Ask..."), first person plural (" Please ..."), from the third person singular (in this case, nouns with a collective meaning are used:" The management asks ... ", "The administration asks ... ", "The Labor Council asks ... ", etc.), from the third person plural, if several nouns with a collective meaning are used ( The administration and the Council of the labor collective ask ... ).

If the letter of request is multifaceted, then the composition of the second part of such a letter may look like this (parts of the composition should correspond to the paragraph division of the text):

Please ... (Please ...)
...
At the same time I ask ...(Also ask ...)
...
And also please ... ( And also ask ...)
...
etc.

When composing a letter of request, you should take into account and such recommendations:

1. When making a request, emphasize your interest or your organization's interest in fulfilling it.
2. Under no circumstances start the letter with the word "Please ..." - it is more tactful to first explain the reasons for your appeal (even if all the details have already been agreed with the addressee).
3. Don't rush to thank the addressee in advance... This puts both yourself and the recipient in an awkward position. Try to thank when you know that your request has been granted.

When formulating a request, the following standard expressions are often used:

• We appeal (I appeal) to you (you) with a request ...
  ... about sending to our address ...
  ... about the direction to my address ...
  ... about sending to our organization ...
  ... about giving me ...
• We ask (ask) you (you) ...
  ... inform (us) ...
  ... send (to me) ...
  ... urgently present ...
  ... report immediately ...
  ... notify (company management) of ...
  ... inform me about ...
• I ask for your (your) consent to ...
  ... sending to address ...
  ... giving us ...
  ...familiarization with...
  ... transfer ... of the following equipment ...
• We ask for your (your) assistance in ...
  ... receiving ...
  ... dispatch as soon as possible ...
  ... providing additional information regarding ...
  ... conducting ...
• I ask for your (your) instructions ...
  ... to conclude an agreement on ...
  ... for delivery from the company's warehouse ... to a representative ...
  ... for paperwork about ...
  ... for revision ...
• We ask you not to refuse the courtesy and ....

Request letters are the most common type of business letter. Letters of request are composed to initiate certain actions of the addressee, which are necessary for the author of the letter. We will tell you how to write a formal request letter. Samples and examples can be found in the article.

Request letter: samples and examples

How and why to write a letter of request

Request letters are composed to initiate certain actions of the addressee, which are necessary for the author of the letter. In management, a huge number of situations give rise to such letters. This can be a relatively simple situation in which it is not required to present information that is complex in an event-related relation, to give any reasoning, or to convince the addressee. In such cases, it is better to start the letter of request directly with the statement of the request itself.

Letter of request to an official: an example of a letter

Download sample letter

However, not all situations in management are so simple. Most situations require justification or, in other words, an explanation when drafting letters of request:

• in this connection;
• why;
• what is the purpose of the letter.

As a rule, justification is necessary in order to influence the addressee, to convince him to act in a quite definite way, as the author of the letter would like or need. If the letter of request contains justification, then most often it precedes the statement of the request, for example (the // sign shows the border between the parts of the text of the letter).

Letter of Request with Rationale: Sample

Download sample letter

The Russian language is one of the languages ​​with a relatively free word order. In any of the above texts, we may swap parts of the sentence without much prejudice to the meaning. A letter of request for help with a sample might look like this.

Phrases in which the main idea of ​​the letter is first outlined, and then the argumentation is given, have a special stylistic coloring: they are always perceived as more expressive than phrases built on the principle of "justification - conclusion". However, any kind of expression is alien to the business style; it almost always gives preference to stylistically neutral linguistic means. Therefore, in samples of business request letters, phrases are more correct in which first an explanation is given, a justification is given, and then the essence of the case is stated.

The structure of the request letter

When writing a letter of request, try to ensure that the rationale and the closing part (request) are grammatically one sentence. Even in cases where the justification contains references to regulatory documents, facts, events, do not separate the rationale into a separate sentence , otherwise, to express your request, you will have to use phrases like: “In connection with the above, we ask ...”, “Considering the above, we ask ...”, “In this connection, we ask ...”, etc. These constructions do not carry information and make the text more complex both in terms of structure and in terms of perception. Letters of request can be written in even more complex management situations.

Schematically, this situation can be represented as follows

A letter with a request drawn up in such a situation will be easier to perceive if the content is presented in a sequence that reflects the logic of the development of the situation itself. In this case, three parts can be distinguished in the structure of the letter:

• introduction (description of events, facts that directly affect or may affect the management situation);
• justification (explanation of the reasons why it is necessary to contact the addressee with a request);
• conclusion (request), for example (communicative-semantic parts of the letter are separated by //)

Formal request letter: sample structure According to the information we have, at the Kursk and Belgorod sugar refineries, which are the main suppliers of sugar to Moscow and the Moscow region, during March - April of this year, scheduled preventive works are to be carried out, the schedules of which have not been agreed upon. // Due to the fact that during the period of maintenance work, the production of sugar and its supply to consumers will significantly decrease, // we ask you to hold a working meeting with the participation of representatives of the Moscow government on the issue of ensuring sugar supplies to the Moscow region during the period of partial shutdown of these factories.

Regardless of the structure of the text, a request in a letter is formulated using the verb “ask”. In letters drawn up on letterheads of organizations, it is used 1st person plural verb form:

We ask you to provide information about ..., We ask you to provide information about ..., We are asking you about ..., We ask you to conduct ... and others.

In letters drawn up on the letterhead of officials, it is used 1st person singular verb form:

I ask you to consider the issue of ..., I ask you to provide information on ... and others.

One letter may contain several requests (preferably on one question). In this case, the main request is first formulated, and then the rest, using the following language expressions:

We also ask you (consider, provide, conduct ...), At the same time we ask you ... and others.

Request letter: a sample if there are several requests in the letter at once

Download a sample

Use a special service to create a request letter template: business letter maker

Try the service now

Like any business letter, a letter of request is drawn up with an indication of all its details, and registered in the journal of outgoing documents. In addition, the letter of request must contain:

• outgoing number and date (if this is a response to another letter, then the number and date of the incoming letter);
• the name of the addressee company;
• if necessary, the seal of the organization.

How and why to write a letter of inquiry

A request letter is actually a kind of request letter. As a rule, requests are made in order to obtain any information of an official nature or documents. In commercial activities, a request is a request from a buyer to a seller (importer to an exporter) with a request to provide detailed information about a product (services) or send an offer for the supply of a product (provision of certain services). In general, request letters follow the same rules as request letters, for example:

In commercial activities in the text of the request, as a rule, indicate: the name of the goods (services); the conditions under which the author of the letter would like to receive them; quantity and / or quality; terms of delivery of goods or provision of services; price and other information. The following expressions are used in the commercial request:

We ask you to inform us about the possibility of delivery ... We ask you to make an offer for the delivery ... We ask you to provide detailed information about ... etc.

For example:

We ask you to inform us about the possibility of supplying air conditioners of the AS-200 model in the amount of 150 pcs. during February - March 2005, as well as inform the terms of payment and delivery terms.

Download Sample Request Letters:

The response of the correspondent organization to a letter of request or request is a letter of response, which can be an agreement or a refusal. In commercial activities, the response to a request is drawn up as a commercial letter, in which the receipt of the request is confirmed, information about the product of interest to the buyer is provided. A commercial offer (offer) can also be a response to a request. Letters-requests and letters-requests are drawn up in accordance with GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork ".

When compiling and processing requests and inquiries, the following details are used:

• destination;
• heading to the text (if the text of the letter is more than 4–5 lines);
• text;
• signature;
• the mark about the artist.

All business letters are drawn up on special forms.

When writing letters to colleagues, clients and partners, the question often arises of how to formulate a particular idea in a business style. How to say that we do not like something - or, on the contrary, do we like it? How do I report a problem or opportunity? How to invite the addressee to meet or call? How to mention possible sanctions?

It is for such a case that we have compiled a small dictionary of business turnovers. Use it and your style will be quite formal and your wording varied.

Useful wording for correspondence

We start with our goal			We start with the interest of the addressee
"What has come?"	Explicitly	"Streamlined"	Problem	Opportunity
	I am addressing (we are addressing) you with a request about ... Inform you…. I bring to your attention that ... I ask (you) to allocate funds ... I ask (you) to consider the possibility of allocating funds (authorize the allocation of funds, (give instructions on the allocation of funds) ... In connection with the emergence of new circumstances affecting the implementation of the project, I would like to agree with you on changes in the schedule (estimate)…. Please help me ... I ask for your assistance in ... I remind (remind) of ... I ask to eliminate the backlog (arrears)	I consider it necessary to discuss with you ... I want (want) to agree with you…. We propose to discuss and agree on further plans ... I ask (you) to consider the possibility of assistance in the implementation of the project ... I provide (you) information (information) about ... I inform (you) about ... Let me inform you about ... I am writing to you in connection with ...	I would like to draw your attention to the difficult situation with ... Forced to inform ... We inform you about ... We hereby inform (you) about ... Authorized to inform ... I consider it necessary to draw your attention to (draw your attention to ...) ... We appeal (I appeal) to you in connection with the difficulties ... We offer assistance in solving the problem ... Knowing about your concern about the problem ..., we are ready to offer a solution ... As you know (further there is a description of the problem) ... Guided by the interests of the enterprise, I would like to draw your attention to….	I am addressing (addressing) you with a proposal ... I ask you to consider the proposal that will allow…. We offer you a unique opportunity to increase your sales ... We are glad (we have the honor) to offer (you) ... We are glad to inform you about the possibility ... We would like to attract your attention ... We inform you about an extremely favorable situation with ... and we suggest using this situation for ...
Specific actions	I propose to approve 10/12/2013 as the planned completion date of construction and make the necessary adjustments to the list of measures ... Please instruct the company's finance department to select ... and pay all previously received invoices for ... I propose to entrust the ABC department with the preparation of proposals for the organization ... I ask (ask) your consent to ... (your assistance in ..., your instructions ....) I earnestly (strongly, as an exception) ask ... Please take (energetic, decisive, effective) measures to…. We demand from ... immediate action ... I ask you to eliminate the backlog (debt) ... Please send your representative ...
Conclusion	I assure (assure) you of the effectiveness of this proposal and expect (expect ...) Waiting for your decision … We are waiting for your decision to promptly prepare documents ... We hope for the earliest consideration (full satisfaction) of our request (claim) ... We hope that the issue will be resolved and there will be no need for us to apply sanctions ... We hope that the above arguments will convince you of ... and we are waiting (expecting) ... We count on your interest (non-indifference, active position on the issue, readiness to eliminate shortcomings ...) and look forward to your suggestions ... We are sure that your participation will significantly improve the situation with ... and achieve ... Thank you for your assistance and look forward to further fruitful cooperation ... C ãîòîâíîñòüþ îòâåòèì íà Âàøè âîïðîñû… We will be glad to see you among our clients ...

Additional wording

Greetings	Farewell, the final form of courtesy
Dear Ivan Petrovich! Dear Mr. Minister! Dear friends! Dear colleagues (partners)! Dear ...!	With (deep, unchanging, extreme) respect (respect) ... With gratitude (appreciation) and respect ... With wishes of success (all the best)…. Looking forward to fruitful cooperation ...
Opening phrase - for replies to requests
Thank you for your interest in (you have shown ...) In response to the request we received about ... we inform .... We confirm the receipt of your order from ... (to ...) and inform .... In accordance with your request (instructions), we inform (provide an opinion) ... Continuing our correspondence about ... we are sending you an offer ...
Gratitude
Sincerely (on behalf of ..., on behalf of ...) we thank ... We express our gratitude (appreciation) ... With sincere gratitude (gratitude) we inform ... Thank you ... We want to thank ...

Download our "dictionary" and use ready-made wording!

Mention of sanctions

We will have to: apply to the courts (court)  initiate legal proceedings  refuse further cooperation  revise plans (conditions) of cooperation  raise the issue of penalties (termination of cooperation and search for a new supplier)  raise the question of the expediency of further cooperation  resort to treaty sanctions  declare our intention to seek (demand) ...  disagree with the facts ... Did not find an answer to your question? Look at here The fastest boat in the world! The history of the Off-White brand Habakkuk: how the British tried to build an aircraft carrier from ice Why the project was curtailed