How to write a formal request letter. sample request letter

Letter of request- one of the most common options for 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 product samples, meet a business traveler, agree on some actions, etc.

Rules for writing a letter of request

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

FILES Open these files online 2 files

A letter of request, for obvious reasons, does not have a standard form, but, despite this, it is a form of an official document. That is why, when compiling 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 compilation, it should be noted that it can be addressed both to a group of people (for example, managers, employees of the accounting department, lawyers, etc.) and to a 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 appeal (“because of the delay”, “in connection with receipt”, “based on the results”, etc.);
references to the basis (“based on an oral agreement”, “based on negotiations”, “based on a telephone conversation”, etc.);
the purpose of the appeal (“to resolve the issue”, “in order to avoid conflict”, “in order to eliminate violations”, etc.).

Followed by main part relating directly to the request. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a petition for some kind of service, it should 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 amount of workflow and, therefore, reduces the time for reading and processing such letters.

If the letter implies receiving a response within a certain period, 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, entire departments are involved in this). After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked "confidential" or "personally in hand" - such letters are sent directly to the addressee.

Instructions for writing a letter of request

Since this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and telephone number for communication. Then you need to enter data about the addressee: also the name of the enterprise and the specific recipient. Further in the middle of the line, you can immediately indicate that this is a request letter (but this is not necessary).

The next part of the letter deals directly with the request. Previously, it is desirable to substantiate 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 the document was created.

How to send a letter

The letter can be sent by e-mail or fax - it's fast and convenient, but the conservative sending through the Russian Post will allow you to formalize the letter in a solid and attractive way. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper.

Attention to such trifles will make it clear to the addressee how respectful the opponent is towards him, and will 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 a letter

This message, like any other document, must be registered in the journal of outgoing documentation. Similarly, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings occurring in business relations, fixing the fact of sending and receiving letters will help to quickly sort out the situation.

Examples of drafting letters of request with explanations

So, we figured out that a request letter is a letter that contains a request to the recipient. The purpose of the text is to encourage the recipient to perform an action that is beneficial to the sender. The letter should contain a formulated request, its justification. It is desirable 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 must not only know the rules for composing the text, but also take into account the psychological nuances. Next, consider specific templates-examples, 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"
Member of the Legislative Assembly
Ivanov I.I.

Hello Ivan Ivanovich. I am a representative of the non-profit organization "Help for Pensioners". We are engaged in helping single pensioners: we bring food, help with cleaning and repair.

Our organization has been in existence for 5 years. Previously, we coped with the financing of activities ourselves, however, due to the expansion of NGOs, the funds began to be insufficient. We need money to rent premises, pay salaries to employees, and purchase equipment.

At a recent meeting of the Government, the president mentioned the difficult situation of pensioners and noted that the situation needs to be urgently changed. In this regard, I ask you for 200,000 rubles for the needs of the NGO Help for Pensioners.

Sincerely, Petrova A.A.

Explanation:

The above text is written according to the rules. It has:

The name of the NPO and an explanation of its activities.
Request for money, explanation of their need (money is needed for rent and salaries).
Mention of the President. It is necessary to justify the benefits of sponsorship for the official. What is the MP interested in? In career growth. The help of the organization will help to achieve this goal.

The specific amount of funds that a commercial organization needs 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.

Head of 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 got interested in your product at a regional exhibition.

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

Our contacts: (specify).

Sincerely, Boris Borisovich.

Letter of request for a discount

Typically, such texts are sent to the company's suppliers. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets and more. The cost of 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.

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

Hello Ivan Ivanov. Our organization was affected by the financial crisis. The number of contracts concluded with us decreased by 20%. Unfortunately, the crisis 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 have sent letters asking for a discount to all our suppliers. If 20% of our partners provide us with favorable conditions, our company will survive in difficult times and will not close. We've already been given a discount by the landlords and the telephone company.

Sincerely, Boris Petrov.

Explanation:

The letter contains the following important points:

Explanation of the need for a discount.
Indication of the exact size of the discount, terms.
An indirect indication that if the printer does not provide a discount, the company will terminate the contract.

The text must be written in such a way that the letter is read to the end and agreed to the proposed conditions.

Letter requesting a rent reduction

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

Head of Plus
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 revenues have 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 maintain our business relationship. We guarantee timely payment of the rent, despite the difficult financial conditions.

Sincerely, Ivan Ivanovich.

Explanation:

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

Letter of request for debt payment

Debts very often arise in the interaction between companies. If the organization is set to continue cooperation with the counterparty, which has a debt, a letter of request is sent.

Ivanov I.I.

Sidorova P.P.

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 have continued to cooperate with you, hoping to continue business relations. However, we are now forced to suspend the provision of services due to the lack of payments.

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

Sincerely, Petr Petrovich.

Explanation:

The letter must include the following items:

The exact amount owed.
The date by which the debt must be paid.
Actions the company will take if payments are not received.

The text can mention a long-term successful cooperation with the organization. It should be a request, not a demand. The request is made according to a different template.

Letter of request for deferred payment to the supplier

The organization supplied the company with a batch of products, but did not pay for it. A debt has formed, but the debtor has no funds to pay. In this case, it makes sense to write a letter of request for a delay.

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

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

For 2 years we have maintained successful business relations with you, we have not missed the deadlines for payments. Today we ask for an installment payment. 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 paid before April 1, 2017.

We promise you timely payments. Thanks for understanding.

Sincerely, Ivan Ivanovich.

Letter requesting payment for another organization

The debt of the company can be paid by another organization. Of course, a legal entity will not pay shares just like that. Usually a letter of request is sent to the debtor of the company or 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"
Sidorova P.P.

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 an installment plan for the balance of the debt that you requested earlier. Thanks for understanding.

Sincerely, 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 if necessary, for example, holding events. The application is sent to commercial organizations, government agencies.

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

Dear Boris Borisovich, I am a representative of the public organization "Giving Good". We are engaged in organizing and holding holidays for children from the orphanage.

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

You can contact us by phone XXX

Sincerely, Ivan Ivanovich.

Summarizing

Let's combine all the rules for writing a letter of request. First you need to introduce yourself, tell about your activities. But the introductory part should not be drawn out. Our goal is to encourage the recipient to read the letter. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start presenting your request. Accuracy is required: indication of terms, amount of funds. It is important to understand that the recipient must feel the benefit. Therefore, the letter must indicate why it would be beneficial for the organization to comply with the request. At the end, you need to say goodbye politely and without fawning.

In business circulation, documents are strictly official, drawn up according to a single model or in accordance with accepted standards (for example,), and almost informal, drawn up when you need to solve an unexpected issue, ask for help or express gratitude. It is erroneously believed that the "free" form is easier to use; on the contrary, in order to write a convincing appeal or letter, you will have to make much more effort than to fill out a unified form.

The second category of documents includes a variety of letters of request, samples of which can be found below. Competently and clearly composing such a message is sometimes no less important than. Below are examples of letters of request for assistance, step-by-step instructions for creating the perfect document, and tips for sending it to the addressee.

Instructions for writing a letter of request

And messages asking for assistance, and for obvious reasons, cannot be drawn up according to a single model: using a unified form, it is simply impossible to adapt to specific circumstances. Indeed, in order for the request to have the desired effect, it is extremely important to take into account the personality of the recipient, his social status, current financial condition and other factors. In addition, the letter should have a pronounced confidential character: if it is a strictly official document, the addressee, who is in a more favorable position by default, is likely to prefer to reply with an unsubscribe or simply refuse the dialogue by sending the message to the wastebasket.

Important: throughout the letter it is necessary to adhere to a warm and respectful tone. We must not forget that a request letter is not an official requirement, it can be freely ignored or rejected by the recipient. Respect alone without sufficient motivation will not give results, but at least it will be able to keep the reader's attention, forcing him to reach the end of the text.

Before you start writing a letter of request to solve a problem, defer payments or provide a discount, it makes sense to decide on the addressee. Depending on the circumstances, these may be:

a private person - for example, a wealthy investor or an influential scientist;
individual entrepreneur or owner of a limited liability company;
the legal entity as a whole, if the sender does not know the name of the director or it does not make sense for him who exactly will answer the message;
civil servant of any level - from the mayor of a small town to the governor or responsible head of any structure.

Naturally, a letter sent to an average entrepreneur will be very different in spirit from an official letter asking for assistance to the chairman of a state corporation. However, the structure of all request letters is approximately the same; it is enough for the compiler to understand for himself which elements must be present in any letter, which ones can be varied and which ones it is better to completely abandon. This is much more difficult to do than, but still possible. The following instructions will help you understand the situation.

The second issue that needs to be clarified before writing a request letter is the structure of the document. As already mentioned, there is no unified form of the message, but the general plan of any business letters is almost the same - it should be followed. A formal or semi-official request for assistance, assistance or services is built from the following blocks:

"Hat". It consists of the organization's logo, additional patterns (it is recommended to use not stock, but your own design; it does not hurt to hire a professional designer for this) and the name of the sending organization, if the latter is not part of the logo. Contrary to popular belief, it is not necessary to include the state symbols of the Russian Federation, including the flag and coat of arms, in the “header”, especially if the sender is a private individual, individual entrepreneur or a small company that has no connection with government agencies. The presence of a flag and coat of arms is unlikely to influence the decision of the recipient, but (if used ineptly) these attributes will cause the reader to suspect the trustworthiness of the applicant.
Introductory part. It includes:
- official names of the sending company (full and abbreviated) or surname, name and patronymic of the originator of the letter of request;
- details of the addresser, including TIN, PSRN, statistical codes, registration numbers and current account;
- contact details: full address with zip code, phone numbers, email address, accounts in instant messengers and social networks, and so on;
- optionally - the name or surname, name and patronymic of the recipient, depending on whether it is a legal entity or an individual;
- a greeting separated from the main text by an empty line and highlighted by using a larger font;
- indications on the basis of the appeal (the occurrence of a delay, analysis of the results, the presence of an oral agreement, telephone conversations, and so on);
- appointment of a letter of request (elimination of misunderstandings that have arisen, the speedy resolution of the issue or immediate assistance to any person).
Main text. The body of the letter should state (if possible briefly, intelligibly and in literary Russian) the essence of the request: pay the debt, carry out repairs, provide financial assistance to the shelter or provide a discount. At the very beginning of the text, it must be emphasized that the letter is precisely a request; the easiest way to do this is using the appropriate derivatives: “I sincerely ask”, “We ask you”, “Our organization asks”, “I am asking you” - and others. As already mentioned, a request letter is not a demand, much less an order, therefore, from the beginning to the end of the message, it is necessary to strictly adhere to a respectful tone, remembering that the person concerned in this case is the sender, not the reader. The only exceptions are messages with a request to pay off the debt; but in this case, one should not forget about respect for the addressee. It also does not hurt to add a few warm words at the beginning of the letter (if the sender and recipient are well acquainted) or official compliments if the compiler and the addressee have not previously communicated or the interaction took place within a strictly business framework. If one letter contains several essentially different or interconnected requests, each of them must be given its own paragraph, or even better, create a bulleted list that has a significant visual advantage over solid text.
Conclusion. If the letter has a special meaning for the sender, here it is worth once again (briefly and convincingly) calling the reader to action. This can be done both with two or three sentences, which are the quintessence of the main text, and with the help of an attention-grabbing slogan. Do not, however, get too carried away; The letter of request must be confidential and not commercial or promotional. Let his style be uncomplicated rather than deliberately adjusted, instilling in the reader doubts about the sincerity of the sender. This is especially important if the letter contains a request for help or assistance.
Farewell and signature. not always set. If the purpose of the document is to seek assistance or support, it makes sense to use another formula instead of this formula, for example, “Thanks in advance”, “Thanks in advance”, “Thank you for your attention”, “Thank you very much for your help”, and so on. Whatever phrase is used, it is certainly and unconditionally separated from the signature itself by a comma, and also, if space permits, by a new line. The punctuation mark in this case has not a functional, but a graphical meaning, making it easier for the reader to perceive the text; the same applies to the transfer of the signature to the next line.
Date and stamp. Immediately after the signature at the bottom of the letter, you need to put down the date of its compilation or, if it was written in advance, the date of sending. Putting a seal and a personal signature is optional, but highly desirable: this is another sign of respect for the addressee. Even if the message is sent in electronic form (although it is recommended to use paper documents), at the end of the page it is worth placing electronic copies of the seal (stamp) and the sender's personal signature or certify the document with an enhanced digital signature.

Advice: if it is important for the addressee to receive a response to the request letter within a certain period, it is necessary to mention this in the main text: for example, “We are waiting for your answer no later than ...” or “We hope to receive clarifications before ...”. Otherwise, the recipient, who is not bound by any obligations in relation to the document, may delay the answer, which will create additional difficulties for the sender.

When sending a letter of request for help or repayment of a debt, it should be noted that in organizations, the secretary or an authorized person is responsible for processing incoming correspondence. Therefore, an applicant who wants his message to be read directly by the head or director must make a note on the envelope “Personally in hand”, “Confidentially” or “For consideration ... (surname and initials of the addressee)”. However, if the document contains a request that does not affect personal, commercial or industrial secrets, there will be nothing catastrophic in the fact that the message is first read and registered by the secretary, and only then it is transferred to the director or manager.

Some tips for writing a letter asking for help:

The letter must be written in good Russian, without errors or typos. This is not only a sign of the sender's literacy, but also evidence of his respect for the recipient. If the compiler of the document did not bother to reread the text, it is at least unreasonable to talk about the sincerity of the kind words he used towards the recipient.
If it is not possible to use a letterhead (for example, it simply does not exist), you should at least try to choose an attractive font using different sizes and styles. A letter of request must be not only convincing, but also pleasing to the eye - otherwise the addressee may not endure and interrupt the reading in the middle, without reaching the point.
Keeping in mind that a message asking for help or assistance is not strictly an official document, when writing it, you should try to avoid bureaucratic turns and too long sentences. The easier it is for the recipient to read the document and understand the essence of the appeal, the more likely he will respond and take the necessary measures.

Errors when writing a request letter

To finally understand the rules and features of writing request letters, you should consider a small example containing errors typical for inexperienced authors:

Dear Valensky A.D.!

We ask you to donate any amount, starting from 500 thousand rubles, to our Fund for the Protection of Wild Hedgehogs of the Moscow Region. We are waiting for your reply no later than August 25 of the current year. Our current account is 1234567890.

Petrov L. M., Deputy First Chairman of the Foundation.

List of mistakes made in the letter and examples of correct solutions:

"Dear Valensky A.D!". Correct option:“Dear Andrey Denisovich!” (Mentioning the name and patronymic works better for the recipient than a cold-formal address by last name).
The letter of request completely lacks friendly words and compliments. Correct option:“We know that you have been engaged in the restoration of rare populations of hedgehogs for a long time and productively and have your own small zoo, and are also the winner of the “Help the Hedgehogs” state award for 2009, 2011 and 2015.”
There is no convincing argument in the example. Correct option:“Not only do you conduct independent research and communicate with leading experts in the field of hedgehog eugenics, but you also actively help various environmental organizations, and have also repeatedly expressed your desire to sponsor any action related to creating a favorable emotional environment for these mammals.”
"Please donate..." When writing to one person, especially in a business letter, and especially if it contains a request, it is necessary to write the pronoun "You" with a capital letter. The use of a different spelling is a clear sign of disrespect or at least carelessness of the compiler, which is completely inappropriate in such a message. Correct example:"Please donate."
In the main part of the request letter, either too little or too much specifics. The essence of the Fund's work should be described in more detail, but at the same time, the reader should be given the opportunity to independently choose the amount of the donation. There is no apparent need to indicate a specific date for receiving a response: its mention must either be substantiated or excluded from the body of the letter. Correct example: « In connection with your interest in the problem, we sincerely ask you to make a feasible donation to our Foundation, which since 2009 has been collecting information on the number of populations of hedgehogs in the Moscow region and the conditions for their existence, as well as developing projects for the resettlement of disadvantaged animals to more comfortable places. You can make a transfer to our current account 1234567890 or, by contacting our representative, choose any other convenient way to help the hedgehogs. If it is not difficult for you, please answer the letter no later than August 25 of this year: already in early September we are launching a large-scale and expensive project, in which you can also participate.
Missing in the above letter of request and conclusion. Correct example: We hope for your understanding and sympathy. We are always ready to answer any questions and take into account the available comments. Healthy and happy hedgehogs are the future of our ecology!”.
In the message asking for a donation, there is no final courtesy formula. This, like most other blunders, indicates either the inability of the sender to compose a business letter (how then can he be trusted with money?), Or his obvious disrespect for the addressee. Correct example:

Thanks in advance for your assistance!

Deputy First Chairman of the Foundation

L. M. PETROV

Sample letter of request

Although request letters are written in free form, it will be useful for the compiler, especially for those who have not previously had such experience, to familiarize themselves with samples of the most common messages.

About allocating money

If you need to apply for help or assistance from an investor, sponsor or lender, you should issue a letter asking for funds.

About the delivery of goods

Sometimes it is necessary to ask the supplier to shift the delivery time of the goods in one direction or another or place an order for a new batch as soon as possible.

About deferred payment

About rent reduction

If the landlord decided to raise the rent, or some time after the contract was signed, the tenant realized that he could spend less, you can try to remedy the situation by sending a letter to the other party asking them to reduce the rent.

About the discount

Not always the seller of a product or service himself offers regular or especially profitable customers participation in the discount program. To achieve justice, while maintaining an excellent relationship between the parties, it will help to send a letter asking for a discount.

About payment of debt

From time to time, even the most decent borrower or client forgets about the next installment or the obligation to pay for the purchase. A letter asking for payment of the debt will help to gently point out to him inappropriate behavior.

About assistance in resolving the issue

If the issue is not in the purely financial sphere and a citizen or organization needs comprehensive assistance, they can get out of the situation by compiling and sending letters to several influential recipients asking for assistance in resolving the issue.

Features of sending a request letter

There are several guidelines for sending official messages asking for help or assistance:

It is better to use not electronic, but paper versions of the document sent by courier or registered mail via Russian Post. Such an approach will show not only the special interest of the sender, but also his willingness to go in order to get a response to certain expenses, which will certainly create a positive impression on the recipient.
In some cases, it makes sense to write a letter by hand(of course, in a well-read and eye-pleasing handwriting) and on good paper. It is unlikely that this method is suitable for mass mailings, but it will definitely help to interest a specific addressee.
Letters must be registered in the journal of outgoing documents of the sending organization, and upon receipt - in the journal of incoming documents of the recipient. If the correspondence is between individuals, there is no need to register messages.

Summing up

A letter asking for help should be written correctly and as briefly as possible. To draw up a document, it is better to use a letterhead, and if this is not possible, at least pick up attractive fonts. It is better to send a finished letter by courier or by mail.

The message must contain a preamble, a few kind words addressed to the recipient, the rationale and essence of the request. At the end, you should use the traditional courtesy formulas: “Thank you in advance” or “Respectfully”. It is recommended to certify the document with the signature of the manager and the seal or stamp of the organization, and in case of sending by e-mail - with scanned images of the signature and seal imprint or digital signature.

What if you need to urgently receive important documents, request up-to-date information, or seek help from a company or an official? Compose a letter of request according to all the rules of business correspondence and get a positive response.

From the article you will learn:

How is a business request letter different from other types of letters?

Business correspondence is the most important part of the system of documentary communications. Letters are her most massive documents. There are many types of official correspondence. All of it is a form of written dialogue that contributes to the solution of the most important issues of the activities of organizations. Its genre-thematic range is distinguished by a wide variety.

A letter of request is one of the most common types of business correspondence. The need to write such appeals can be caused by various reasons, and it is not possible to list them all. However, there are a number of features that make it possible to distinguish this letter among the general array of service documentation.

A formal request letter can be a tactful request or a diplomatic demand on a current issue. It serves to achieve the specific goal of the author and is necessary to encourage the addressee to take the actions that are necessary for the compiler of the letter of request.

There are especially many situations when it becomes necessary to write a letter of request in management activities. The reason can be either a simple situation that does not require enhanced argumentation and detailed explanations, or a problem, without explaining the essence of which it is impossible to get a positive answer. In the second case, the author will need not only to state his request, but also to substantiate it, explain to the recipient why it is necessary to act in one way or another.

Templates and standards that exist in office work make it easier to write a formal letter of request. Any business appeal must comply with the rules of business correspondence. Correspondence is, first of all, the face of the sending company. Its design requires attention to detail and compliance with the rules of business etiquette. In order to write a letter of request on behalf of the organization, you will need a letterhead with all the necessary details. The appeal is certified by the signature of an authorized official and the seal of the company.

How to write a formal request letter?

A business letter of request is drawn up according to all the rules of official correspondence. In order to eventually get a positive answer, when writing an appeal, you should follow a certain algorithm. It will allow structuring the content of the letter, conveying the main thoughts to the addressee, clearly and clearly state the essence of the problem.

Determine who exactly you are talking to?

It is better to contact the addressee personally. Following the generally accepted rules of business etiquette, use the address by name and patronymic. This will help show respect. In addition, a personal request imposes a certain responsibility on the official who received the letter. Even in the case when you need to write a letter of request for a group of people, it is better to personalize the appeal.

Why are you addressing this particular recipient?

It is recommended to explain in advance to the addressee why you contacted him. You can compliment him and note his business or personal qualities, past achievements that matter in the context of your appeal. Such a technique will encourage you to consider the letter with a request more carefully and find an opportunity to satisfy it. It is important to be sincere and not cross the line between compliment and flattery.

How can you justify your request?

Think over the arguments in advance and line them up in the text letters according to the scheme strong - medium - strongest. Interest the addressee, reveal to him the potential benefits associated with the fulfillment of your desire. Voice a problem that is relevant to him and show how it can be solved to your interests. Describe the significance of the problem and let the recipient know that solving it can be beneficial for both of you.

What information should be provided to the addressee?

Describe the problem as concisely and as clearly as possible. Avoid ambiguity and be as specific as possible about the desired result: specify the exact price, date, percentage, etc. A letter of request requires the addressee to make a management decision. To do this, he needs accurate information: how much, what, when and at what price. These details must be formulated precisely, leaving no room for innuendo. Otherwise, the initiative may pass to the recipient, the request will be formally granted, but the originator will not get what he wanted.

What conclusions can be drawn?

After the request is made, it must be modified and repeated again, focusing the addressee's attention on the potential benefits. At the same time, the possible benefit does not always have to be material.

The most common types of business letters are letters of request and letters of inquiry. Letters of request are compiled in order to initiate certain actions of the addressee that are necessary for the author of the letter. Letters of inquiry - for obtaining any information of an official nature or documents. In what situations are they made? How to correctly state the essence of the request or request?

In the system of documentary communications, business letters are the most common documents, and among business letters, the most common type are letters of request and letters of inquiry. How to compose and arrange them correctly? This is important for all secretaries to know.

Letters of request are compiled in order to initiate certain actions of the addressee that are necessary for the author of the letter. In management activities, a huge number of situations give rise to such letters. This may be a relatively simple situation in which it is not required to present information that is complex in terms of events, give any arguments, or convince the addressee. In such cases, it is better to start a letter of request directly with a statement of the request itself, for example:

We kindly ask you to send the calendar plan of holding seminars for the 1st half of 2006. We ask you to consider the issue of providing the Association of Fruit and Vegetable Farms with a preferential loan in the amount of 600 million rubles. for the purchase of citrus fruits from the Import-Export company for sale in Moscow and other cities of Russia.

However, not all situations in management activities are so simple. Most of the situations require substantiation or, in other words, an explanation, in connection with what, why, for what purpose the letter is being compiled when drafting letters of request. As a rule, justification is necessary in order to influence the addressee, to convince him to act in a very specific way, as the author of the letter would like or need. If the request letter contains a justification, then most often it precedes the statement of the request, for example (the sign // shows the border between parts of the text of the letter):

Due to the fact that the official duties of the employees of the Administration are related to trips around the territory of the district, // we kindly ask you to allocate funds for the purchase of two new Volga official cars for the needs of the Administration. In connection with the expansion of the range of our products // we ask you to provide us with information about new technological and design developments of refrigerators and freezers "Stinol".

Russian is one of the languages with a relatively free word order. In any of the above texts, we can swap parts of the sentence without much damage to the meaning, for example:

We kindly ask you to allocate funds for the purchase of two new Volga official cars for the needs of the Administration // due to the fact that the official duties of the Administration employees are associated with trips around the territory of the district. We ask you to provide information about new technological and design developments of refrigerators and freezers "Stinol" // in connection with the expansion of the range of our products.

Phrases in which the main idea of the letter is first stated, 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 prefers stylistically neutral linguistic means, therefore phrases are more correct in which an explanation is first given, a justification is given, and then the essence of the matter is stated. When composing a letter of request, try to ensure that the rationale and the final part (request) are grammatically one sentence. Even in cases where the rationale contains references to regulatory documents, facts, events are stated, do not single out the rationale in a separate sentence, otherwise you will have to use phrases like: “In connection with the foregoing, we ask ...”, “Considering the foregoing, 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 drawn up in even more complex managerial situations. Schematically, this situation can be represented as follows:

A letter written in such a situation will be easier to understand 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 the sign //):

According to the data we have, at the Kursk and Belgorod sugar refineries, which are the main suppliers of sugar to Moscow and the Moscow region, scheduled maintenance work should be carried out during March-April of this year, the schedules for which have not been agreed upon. // Due to the fact that sugar production and its supply to consumers will significantly decrease during the period of preventive maintenance, // 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 plants.

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

We ask you to provide information about ..., We ask you to provide information about ..., We are asking you for ..., We ask you to conduct ..., etc.

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

I ask you to consider the issue of ..., I ask you to provide information about ..., etc.

One letter may contain several requests (preferably on one issue). In this case, the main request is first formulated, and then the rest, while the following language turns are used:

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

For example:

Due to the insignificant consumption of gas by boiler plant No. 4 (less than 3.5 million cubic meters per year), we ask you to exclude this enterprise from the group of gas consumers with mandatory reserve fuel (fuel oil) for the heating season 2005–2006. At the same time, we ask for software “ Mosgorkhleboprodukt” jointly with JSC “Mosenergo” to consider the possibility of joining plant No. 4 in the heating season of 2006–2007 to the district heating system.

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

In accordance with paragraph 10 of the Decree of the Government of the Russian Federation of May 20, 1994 No. 498 “On certain measures to implement the legislation on the insolvency (bankruptcy) of enterprises”, we ask you to provide us with data on the size of the state’s share in the authorized capital of OAO Moscow Bakery No. 18, located at: st. Nikitinskaya, 45 If the block of shares of this enterprise is sold, please inform the date and method of sale.

In commercial activities, the text of the request, as a rule, indicates: 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 services; price and other information. The commercial request uses the following expressions:

We ask you to inform about the possibility of supply… Please make an offer for the supply… Please provide detailed information about… etc.

For example:

Please inform about the possibility of supplying AS-200 air conditioners in the amount of 150 pcs. during February - March 2005, as well as inform the terms of payment and terms of delivery.

The response of the correspondent organization to a letter of request or request is a letter of response, which may be an agreement or a refusal. In commercial activities, the response to the request is issued as a commercial letter, which confirms the receipt of the request, provides information about the product of interest to the buyer. The response to the request may also be a commercial offer (offer). Letters of request and letters of inquiry are drawn up in accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements. When compiling and processing requests and requests, the following details are used: addressee, title to the text (if the text of the letter is more than 4-5 lines), text, signature, note about the performer. All business letters are issued on special forms - letterheads.

Business correspondence is an integral part of the life of almost every person. It is in this form that it is most convenient to contact the authorities, colleagues, and various organizations. A letter of request is one of the most common types of this kind of communication, because each company may need the opinion of an expert in any field, assistance from various financial or administrative structures. This article will discuss how exactly you need to write a letter of request, as well as an example of this type of appeal.

Letter structure

Of course, the content and structure of a business letter depends on who writes it and to whom it is addressed. So, for example, the head of an organization, referring to his subordinates or long-term partners, can write a shorter letter, but in order to enlist the support of higher organizations or ask for help from various specialists, you often need to write a more lengthy request. It is necessary to interest the addressee and convince him to support you. Let's start with the longer version.

Introduction

First of all, you need to compose a “header” of the letter, in which you indicate the name of your organization and its details, as well as information about who you are sending the letter to. It can be as a specific person (for example, the head of a company) or a group (employees of a department of your company or your partners). This is followed by a greeting: if you are addressing a specific person, you must address by name: “Dear Ivan Petrovich!”. If you write to the team, then the appeal “Dear colleagues!”, “Dear employees of the department!” Is possible.

Reason and purpose of the request

First you need to justify why you are contacting this particular person. Accordingly, you can start the letter with the following phrases:

You are an outstanding expert in…
You have always been involved in the affairs of our organization ...
Your department is leading...
You can solve the most complex issues in the field of ...
Over the years, positive experience has been accumulated between…

due to the fact that…
in order to resolve the situation...
for business development...
For best results in...
to resolve conflicts...

Statement of request

Finally, you must actually state your request. The text itself should be concise, but contain a complete description of what exactly you need so that the addressee does not have any questions. Also, the request must be specific, that is, if you are asking for a service, you need to indicate the exact cost or quantity, desired dates, etc.

It is advisable to start the request with the following words:

Please help us resolve this issue...
I am asking you to...
Please inform/send/report to me...
I ask for your consent to…

Then you can write what benefit the addressee will receive if your request is answered positively or explain the importance and necessity of resolving your issue.

Letter example:

Dari Dobro LLC Center for Assistance to Large and Low-Income Families

to CEO

JSC "Chitaina" Ivanov A. G.

Dear Alexander Gennadievich,

Your company always takes part in the affairs of our organization, and has been helping in various promotions for several years. Due to the fact that on August 20, 2016 we are holding an event aimed at helping families prepare their children for school, we hope for your help. All children have the right to a happy childhood, and poor families, like no one else, need participation and support.

We ask you to take part in our "Get your child to school" campaign and consider allocating school supplies for it. We need stationery for 50 children from low-income families.

Of course, if you agree to help us, we, in turn, promise you to advertise your company's products at our action. Let's bring joy to children together!

Sincerely,

Director of the organization Vasilyeva N.I.