If you are writing to ask a favor of a company, then you might need to call the company secretary to identify the appropriate person. Get this person’s full name, address, phone number and title. You might need to write a different request letter to ask someone who you should write to. In this case, still follow these steps for writing a request letter.
Place your name, title, and address on the top left of the paper. Place the date below this. Put the person’s name, title, and address below this. Address the person appropriately. Start with “Dear Mr. " or “Dear Mrs. " Have 1-inch margins around the paper and use single spacing. Don’t indent, just use a double space in between paragraphs. Use an easy-to-read font such as Times New Roman or Arial, in 12-point font. End with “Sincerely,” then leave 4 lines so you can manually sign your name. Below this, type your name and title.
For example, you wouldn’t ask for a letter of recommendation from a teacher 2 days before it’s due. That is an unreasonable request. If you’d planned ahead, you’d know that such requests usually require 2 weeks to fulfill.
“Dear” is the accepted opening for this style of letter. Openings like “Hi” or “Hello” are inappropriate and unprofessional for a business letter. Use Mr. , Mrs. , and Ms. as appropriate. Never use only someone’s first name. If you’re unsure of a person’s gender, use the full name in the greeting instead of Mr. or Mrs. For example, “Dear Casey Smith. “[4] X Research source
Your introduction can only be a sentence or two. You don’t need to provide a biography, you just need to give the recipient an idea of who you are. Introducing yourself has two advantages. First, it’s polite. Remember, whoever you’re writing to probably doesn’t have to grant your request, so good manners will show that you’ve put thought and effort into contacting him or her. Second, identifying yourself will help the recipient understand who you are and better process your request. If you’ve met the person before, it might help to remind him or her. For example, you might write: “We met last week at the sports banquet. I was pleased to make your acquaintance. ”
For example, you might be requesting that a company sponsor an event you’re putting on. You could stress that the company will receive good exposure by doing this. You could say: “If you were to provide the necessary funding, we will announce your company at the event as an official sponsor. This will give you exposure to the community and identify your company with a good cause. “[9] X Research source Don’t: pressure someone with “This is extremely important. " or “It would really mean the world to me. “Do: provide specific info such as a deadline or a concrete incentive.
For example: “Thank you very much for your time in considering this request. I look forward to hearing back from you on this matter. Sincerely, John Smith. "
Read your letter at least two more times before sending. That way, you can catch any mistakes you might’ve made. Just because you’re typing your letter doesn’t mean that your spelling and grammar check will catch everything. Never rely exclusively on these programs. You still need to proofread the old fashioned way.
