A CAREER BRIDGE FROM EUROPE TO FUTURE
How You Can Write a Request Letter
As the name implies, request letters are usually sent to ask someone for information, goods, or services. Like all business letters, the request letter should include the following elements:
1. Date
2. Name and address of person you are writing to
3. Subject line (what is the purpose of your letter?)
4. Salutation (i.e. “Dear Mr. / Ms. Smith:”)
5. Body of letter (your message)
6. Complimentary closing (i.e. “Thank you for considering my request and ‘sincerely’.”)
7. Signature line (remember to sign your letter!)
8. Your name, faculty, study program and contact information
9. List of enclosures (if any)
In a request letter sent to a person or University, you should try to state your request in the first sentence. You should explain who you are and why you are writing to him/her/them in the first place. In the body of the letter you should:
1.Explain exactly what you are asking them to do.
2.Include necessary background information.
3.Briefly describe the project or your problem that you are working on.
4.Give your faculty name and number, study program, personal address and your personal telephone number for future contact.
5.Keep the letter short and to the point. Letters should be concise, factual, and focused. Try to never exceed one page or you will be in risk of losing your reader. A typical letter page will hold 300 to 350 words.
6.Focus on the recipient’s needs. While writing the letter, focus on the information requirements of your audience, the intended addressee. Imagine the intended recipient seated across a desk while you are explaining the subject of the letter. What essential information does that person need to know through this communication?
7.Summarize your request in the first or second sentence.
8.Use simple and appropriate language. Your letter should use simple, straightforward language for clarity and precision. Use short sentences and don’t let your paragraphs exceed four sentences.
9.Re-read and revise the letter. Do a first draft of the letter and then carefully review and revise it. Put yourself in the place of the addressee. Imagine yourself receiving the letter. How would you react to it? Would it answer all of your questions? Does it deal with all of the key issues? Are the language and tone appropriate? Sometimes reading your letter out loud can be helpful.
10.Check spelling and grammar. A letter is a direct reflection of the person sending it, and by extension, the University that person works for. When the final content of the letter is settled, make sure that you run it through a spelling and grammar checker. Sending a letter with obvious spelling and grammar mistakes looks sloppy and unprofessional. You may also want to ask a friend to proofread your letter.
Here is an example request letter (Page margins; top: 2.5 x bottom: 2.5 x left: 2.5 x right: 2.5 cm:
As the name implies, request letters are usually sent to ask someone for information, goods, or services. Like all business letters, the request letter should include the following elements:
1. Date
2. Name and address of person you are writing to
3. Subject line (what is the purpose of your letter?)
4. Salutation (i.e. “Dear Mr. / Ms. Smith:”)
5. Body of letter (your message)
6. Complimentary closing (i.e. “Thank you for considering my request and ‘sincerely’.”)
7. Signature line (remember to sign your letter!)
8. Your name, faculty, study program and contact information
9. List of enclosures (if any)
In a request letter sent to a person or University, you should try to state your request in the first sentence. You should explain who you are and why you are writing to him/her/them in the first place. In the body of the letter you should:
1.Explain exactly what you are asking them to do.
2.Include necessary background information.
3.Briefly describe the project or your problem that you are working on.
4.Give your faculty name and number, study program, personal address and your personal telephone number for future contact.
5.Keep the letter short and to the point. Letters should be concise, factual, and focused. Try to never exceed one page or you will be in risk of losing your reader. A typical letter page will hold 300 to 350 words.
6.Focus on the recipient’s needs. While writing the letter, focus on the information requirements of your audience, the intended addressee. Imagine the intended recipient seated across a desk while you are explaining the subject of the letter. What essential information does that person need to know through this communication?
7.Summarize your request in the first or second sentence.
8.Use simple and appropriate language. Your letter should use simple, straightforward language for clarity and precision. Use short sentences and don’t let your paragraphs exceed four sentences.
9.Re-read and revise the letter. Do a first draft of the letter and then carefully review and revise it. Put yourself in the place of the addressee. Imagine yourself receiving the letter. How would you react to it? Would it answer all of your questions? Does it deal with all of the key issues? Are the language and tone appropriate? Sometimes reading your letter out loud can be helpful.
10.Check spelling and grammar. A letter is a direct reflection of the person sending it, and by extension, the University that person works for. When the final content of the letter is settled, make sure that you run it through a spelling and grammar checker. Sending a letter with obvious spelling and grammar mistakes looks sloppy and unprofessional. You may also want to ask a friend to proofread your letter.
Here is an example request letter (Page margins; top: 2.5 x bottom: 2.5 x left: 2.5 x right: 2.5 cm:
Information & Knowledge
01 How Can You Write a Request Letter
02 CV Preperation
03 Student Guide Book
04 Information About Student Certificates
05 Course Codes
06 Calculation of Average Point for Transcript
07 Writing a Reflective Essay
01 How Can You Write a Request Letter
02 CV Preperation
03 Student Guide Book
04 Information About Student Certificates
05 Course Codes
06 Calculation of Average Point for Transcript
07 Writing a Reflective Essay
