How to write a request

Request letters are notoriously tricky. It’s hard enough having to come up and ask for something, but having to put it in writing makes it all the more difficult. But it’s one of those things you just can’t avoid. Whether you’re a high school student or a well-heeled CEO, you’ll have to write a request at some point, and often for important stakes.

There are different reasons for writing request letters, but the bulk of them are for informational material, job interviews, pay raises, and recommendation letters. This guide will focus on these four types. Let’s start with a few general rules.

Structuring your letter

A request letter contains four basic elements: an introduction, a request, a purpose, and a confirmation. However, unlike most formal letters, requests are ideally much shorter and straight to the point. If possible, your first two or three sentences should say it all—your reader should be able to take action halfway through the letter.

Introduction. Before anything else, introduce yourself. Your reader will want to know who they’re talking to and why you deserve their time. Just provide your name, your year or position, and the school or company you’re representing. One sentence should be enough, unless you think additional information will help your cause.

Request. The request itself should be in the first paragraph, right after your introduction. Avoid imperative tenses such as “Please provide…” or “Kindly consider...” While they still sound polite, they have an informal tone to them that can turn off some readers. Instead, take a more formal approach such as “I would like to request an interview schedule.” Again, keep this part short and sweet—if you need to provide more information, consider using an attachment.

Purpose. This is where you justify your request. Say you need it for a college application, or mention that you have served the company long enough to deserve that promotion. Take care not to oversell yourself or sound too desperate. Just state the facts and get on to the next part.

Confirmation. Here you will provide any information that will help them process your request. Give them your contact details and offer your assistance. If you intend to do a follow-up, mention the day and time so they know when to expect your call.

Requesting an interview

Interview requests are trickier simply because your request is heavier. Basically, you are asking them to spare an hour off their busy day to talk to you. These letters are all about self-marketing: you want to convince them that you’re worth their time. Describe your background, specializations, professional goals, and anything that can make you seem more qualified. If you were referred by another party, give them due credit by naming them as well.

These letters are usually in full block (all text flushed to the left) or semi-block (date and signature to the right, paragraphs indented). Don’t enclose your resume or any other attachments, unless they ask you to. Most companies will ask for it when they’ve read your letter and decided to grant the interview.

Requesting a promotion or pay raise

If you feel it’s time to step up the ladder, you’ll want to write a request for promotion. These requests have to be very brief and professional. Like the interview request, they involve some self-selling, but unlike the former, it’s more about your professional record than your credentials. Don’t mention your university degree or extra-curricular activities; focus instead on your years of service and your accomplishments within the company.

Each company has its own rules on letter formatting. Take the time to read the company guidelines and write according to the rules. If you’re not sure, stick to full-block—it’s considered standard for most corporate letters.

Requesting information

You may need an information request to get public records, receive informational brochures, or access confidential or restricted records. In this case, you’ll need to justify your cause. It doesn’t have to be a lengthy explanation, but it does have to be clear. Avoid vague phrases like “personal project” or “school assignment”—give a short but detailed description of your project and explain how the information will help. Provide your complete contact information so they can get back to you. Follow-ups are usually not necessary.

Some offices accept phone requests, which may be more convenient for both parties. Save yourself the trouble by calling them up before even you start writing. While you’re at it, ask for other useful information such as customary fees and required letter formats.

Requesting a recommendation letter

Recommendation letters are often required for job and college applications. If your reader is someone you’re regularly in touch with, a verbal request may be enough. However, credible sources are usually more professional—a college professor, your school principal, a former boss. If it’s been a while, you may want to remind him or her how you know each other. Make sure to provide any information that might come in handy, such as the years you worked together or significant projects you both worked on. Busy professionals may appreciate an outline or draft, which makes their work easier.

Mention that you’ll be making follow-up calls to provide any additional information. Give them your contact details so they can contact you sooner if necessary. They may want to meet you personally to discuss your request, so be prepared to oblige.