Sample letter providing information

Sample letter providing information DEFAULT

Guidelines : Providing

Providing Information

Guidelines and Alternate Phrases

Thank the reader for the inquiry.

  • We are glad to learn of your interest in our products.
  • Thank you for letting us know of your specific needs. We are happy, of course, to supply you with the information you need.
  • Thank you for your interest in our bidding procedures.
  • We were pleased to receive your letter asking for information about local distributors.
  • Mention immediately the information you are providing.
  • We are pleased to enclose….
  • We are mailing you separately….
  • Shortly, you will be receiving….
  • Today I have mailed….
  • Mention anything you can’t send and explain why.
  • Such information is confidential and, therefore, not available for distribution.
  • We regret we cannot also include the list of stockholders participating in this venture, but the information is quite confidential, as you might understand.
  • We regret we simply do not have the available staff to research the kind of information you need.
  • Although we would like to provide this information to all our vendors, the cost is quite prohibitive.
  • The other information, I’m afraid, is simply not available to me. I’m sorry.
  • Offer to help the requester in some other way. What information can you provide? Can you refer the requester to someone else who may be able to help?
  • I’m forwarding your request to Joe Bitten, hoping he may be able to answer your last two questions.
  • In an attempt to give you at least a partial answer, I’ve enclosed….
  • Express appreciation and invite further inquiries if that is appropriate.
  • Let us know if this doesn’t answer your questions fully. Thank you for asking.
  • Thank you for giving us the opportunity to provide the information upon which you can make a decision. We hope to hear from you again soon.
  • I hope this helps. Thank you for your letter and feel free to write again.

Company Name or Letterhead
City, State Zip


City, State Zip

Dear Mrs. Thatcher:

Thank you for your response to our recent Trends newsletter. As you requested on our response card, we are enclosing your free copy of “Hot Tips for Cold Investors.”

We noted your answers to the other card queries about your specific investment interests. As new offerings are made, we’ll contact you again with items in those areas.

We appreciate the opportunity to assist you in your financial decisions and hope you’ll contact any of our staff again when you need further information.


Company Name or Letterhead
City, State Zip


City, State Zip

Dear Mr. Whitmeyer:

I have attached copies of the certificates requested by the Port of Houston Authority:

• Insured endorsements
• OCP policy with a $500,000 limit
• Notices of cancellation

The job will last approximately 90 days and will involve earthwork and some underground storm work to provide proper sloping and drainage of the site. The site is approximately 3500 feet from the ship channel and involves no in-water or on-water exposure.

We have a very limited time (until May 1) to get the approved bonds and certificates to the Port Authority; therefore, I will appreciate your help in delivering them as soon as possible. We have come to expect your fine servicing of our accounts.

Thank you,

Company Name or Letterhead
City, State Zip


City, State Zip

Dear Ms. Jones:

Some of the materials you recently requested had to be retrieved from our archives, and if you could see our archives, you’d know that’s no easy task!

We are pleased to enclose the old product pricing policies you needed. However, we have been unable to locate the specifications on the AW-1893 engine. I’ve noted your request on my calendar and will ask my assistant, when she returns from vacation, if she can give me further clues as to where we might locate that information. If you don’t hear from me again, please understand the information is simply too old to still be in our possession.

Best wishes with your research. Let us know if we can help in other ways.


Company Name or Letterhead
City, State, Zip


City, State, Zip

Dear Ms. Keyes:

We are pleased to provide you with a complimentary copy of the music sheets for “Canyon Trilogy.” It is exciting to see a music instructor such as yourself offer courses not only in jazz band and orchestra, but also in our country’s Native American instruments. We are sure the students will enjoy the new musical medium you are introducing them to.

If you decide to order performance copies, please call us at (800) 934-9997 and our customer service department will be happy to take your order. Or, your school secretary may fax your request to (319) 934-5868.

Thank you for you interest.


Company Name or Letterhead
City, State, Zip


City, State, Zip

Dear Dr. Kimble:

We have received your request for information concerning our company’s current business transactions in Hong Kong. We are pleased that you would consider us a model of ethical business procedures and are sending you a copy of our latest in-house newsletter, which covers precisely the information you specified in your letter.

We wish you luck in your upcoming business ventures.

Yours Truly,


Sample Professional Letter Formats

Letter of Interest Format

A letter of interest, also known as a prospecting letter or inquiry letter, is sent to companies that may be hiring but haven't listed a specific job opening to apply for.

Your letter of interest should contain information on why the company interests you and why your skills and experience would be an asset to the company. The letter should follow this format:

Your Contact Information


Company Contact Information


Body of Letter
Your first paragraph should mention what you have to offer the company. Explain why you would be an excellent new hire. The second and third paragraphs should provide examples of how you have used your strengths in prior roles. The last paragraph of the letter should include a request to meet with the company to discuss employment opportunities.


Be sure to include your contact information in your signature (email address, phone, mailing address) if you are sending an email message, so it's easy for the reader to get in touch with you. For a printed letter, include your full name and sign above it.

Include Your Resume
Send a copy of your resume with your letter of interest so the employer can review your complete work history, educational background, and qualifications.

Review Examples and Get a Template
Review examples of professionally written letters of interest, and download a free template to use to create your own correspondence.

  1. Apm fuse
  2. Paul mitchell buy
  3. Skull & co switch

Sample Letter of Request and Reasons for Writing One

Viewing a sample letter of request can help you write a similar letter. A letter of request sample demonstrates the best request letter format, content and tone. A sample letter is a good template for writing your own letter of request. In this article, we explain what sample letters of request are and how to use them, before explaining how to write a letter of request and providing some sample letters of request.

What is a sample letter of request?

A sample letter of request is an example of this letter type. It contains fictional names and scenarios, but its content is similar to a real letter of request. This content follows the correct format and tone. A sample letter of request demonstrates what a good letter of request looks like.

What is the format of a request letter?

A requesting letter follows the standard business letter format. That is:

  • Sender's name and contact details, unless shown on a letterhead
  • Date of writing
  • Recipient's name and contact details
  • Greeting
  • Purpose of the letter
  • Body of the letter
  • Professional closing
  • Signature
  • Sender's name printed

Related:Business Letter Format: Template, Example and Tips

How do you write a formal letter of request?

Write a formal letter of request whenever you want a professional or business to do something for you using these steps:

1. Write contact details and date

All business letters start with the full name and contact details of the sender and recipient and the date of writing. The sender's name and contact details may appear on a letterhead or get printed in the top left of the page. The date follows, then the recipient's name and contact details. Take a new line for each piece of information. Request letters may include the following contact details:

  • Professional title
  • Home or business street address
  • City or suburb, abbreviated state or territory and postcode
  • Best contact number
  • Professional email address

Related:How To Address a Letter

2. Open with a professional greeting

Writing a professional greeting, followed by a comma, is a friendly way to start your request letter. The word ‘Dear', followed by your recipient's title and surname suits most letters of request. If your recipient is someone you know well, you may address them by their first name. Try to address your recipient by their name, as it makes your letter feel more personal. However, if your recipient is unknown, you may use a generic address such as ‘Sir/Madam' or ‘To whom it may concern.'

Related:How To Start a Letter: Professional Tips and Examples

3. State your purpose for writing

Stating your purpose for writing before your letter's body prepares your recipient for your request. They can decide to keep reading now or file your letter and read it later. Leave a single space, then write ‘Re:' (short for regarding) followed by three to five words summarising your request. For example, you might write ‘Re: Request for raffle prizes'.

4. Summarise your reason for writing

The first part of your letter's body should summarise your reason for writing, expanding on the brief description you gave in the line above. Explain what you are asking for and the reason it's important to you or your employer. Focus on being persuasive to encourage your recipient to read on.

5. Explain your request in more detail

Detail your request so your recipient understands fully what you're asking for and how they should respond to your request. Use plain English to make your request very clear. If your request is complex, you may break this section into two paragraphs for clarity.

6. Conclude with thanks and a call to action

Close your letter by thanking your recipient for their time and considering your request. Include a call to action, such as contacting you for more information. If you intend to contact the recipient, let them know to expect your call or email.

7. Close your letter

Close your letter with a friendly phrase reflecting your relationship with your recipient, followed by a comma. ‘Yours sincerely' and ‘Yours faithfully' suit requests to unfamiliar recipients. If you know your recipient well, you might use ‘Best wishes' or ‘Cheers'. Leave three or four blank lines for your signature, then type your full name. You may also include your job title on a new line.

Related:How To End a Letter

8. Note any enclosures

You may enclose documents providing relevant information. For example, if you are requesting a donation for your charity, you might enclose a brochure about your organisation and its work. Listing enclosures at the bottom of your letter lets your recipient know what you've included at a glance. At the bottom of your letter, write ‘Enclosures', followed by a colon. If you have a single enclosure, note it beside the colon. If you have many enclosures, note them in a bullet-point list.

Tips on how to write a letter of request

Keep the following tips in mind when writing your letter of request:

  • Be concise: Your recipient is more likely to read your letter if it is brief and to the point.
  • Be polite: Maintaining a courteous tone improves your chances of a favourable outcome.
  • Make responding easy: The easier you make fulfilling your request, the more likely it is that you'll get the response you want. For example, you might include a stamped, self-addressed envelope if you want your recipient to send you a hard-copy document.

Sample letters of request

Here are 50 sample letters of requests and letter of request topics:

Request for prizes sample

Here is an example of a letter prizes for a school trivia night:

Carol Williams
President of Parents and Citizens Association for Ryde Public School
0418 340 239
[email protected]
34 Denistone Road
Ryde NSW 2112

1 February 2022

Andrew Richardson
Sit and Chat Café
397 Main Street
Ryde NSW 2112

Dear Mr Richardson,

Re: Prizes for upcoming trivia night

I am writing to ask whether your café may like to donate a voucher for the local primary school's upcoming trivia night scheduled for 30 March. We hope to raise enough money at the trivia night to purchase new recorders for our school's music program. We will give prizes to the top three teams and include other items in a silent auction.

Any donation would be gratefully received. It may be as small as coffee and cake for two or as generous as a $100 dining voucher that a family could use for lunch. In exchange for your generosity, we would place an advertisement for your business on our answer sheets. If you could provide a poster, we would also happily hang this in our school hall on our trivia night.

Thank you for your time reading this letter and considering our request. If you'd like to donate or need more information, you can call or email me using the contact details above. I look forward to hearing from you soon.

Kind regards

Carol Williams

Request for media coverage

Here is an example of a letter requesting media coverage of a salon opening:

Dale Arthur
Owner of Cuts by Dale
0402 340 120
[email protected]
23 Surfers Parade
Toowoomba Qld 4350

1 April 2022

Sarah Henderson
The Toowoomba Gazette
34 Main Street
Toowoomba Qld 4350

Dear Ms Henderson,

Re: Media coverage of salon opening

I am writing to ask for media coverage of my upcoming salon opening in Toowoomba. I have salons in Brisbane and the Gold Coast, and can't wait to open my latest branch on 1 May. I think Toowoomba residents would love to know about my salon's high-end experience and hair, beauty and cosmetic services.

I'd love you to visit my salon on opening day and learn more. You can interview me and my employees and take advantage of a complimentary hair or beauty treatment. This will let you write a feature article on the Cuts by Dale difference using your firsthand experience.

Thank you for your considering my proposal and I hope to see you on opening day. I have enclosed a brochure so you can familiarise yourself with our services. If you'd like a treatment, please call me on the number above so I can book your appointment at a time that's convenient for you. I look forward to hearing from you soon.

Yours faithfully

Dale Arthur

Enclosures: Salon brochure

50 sample letter of request topics

You could also write professional letters requesting the following:

  • Copy of an official document
  • Information about a business topic
  • Change in agreement or contract
  • Change in working conditions
  • Change in an upcoming shift
  • Annual or maternity leave
  • Transfer to another department or location
  • Change to official records
  • Promotion
  • Pay increase
  • Reduced duties
  • Additional shifts
  • Response to a survey
  • Interview for research
  • Donation
  • Sponsorship
  • Endorsement or testimonial
  • Personal letter of recommendation
  • Character reference
  • Business assistance
  • Authorisation to take action
  • Explanation for action taken
  • Investment capital
  • Additional funding
  • Business loan
  • Scholarship
  • Grant
  • Correction of an error
  • Product discount
  • Complimentary product
  • Refund or repair of product
  • Employment
  • Apprenticeship or traineeship
  • Volunteer experience
  • Confirmation of documents or payment received
  • A quote or cost estimate
  • Payment for outstanding invoices
  • Permission to use someone else's research or images
  • Missing documents from an application
  • Additional information
  • Professional advice
  • Project extension
  • Cancellation of a membership or subscription
  • Review of account
  • Feedback from customers or employees
  • Transcript of conversation
  • Speaking engagement at a seminar or conference
  • Appearance at a business event
Writing Letters: formal \u0026 informal English

Letter providing information to a client about their account


  1. If a customer asks for an acknowledgment of the payment, write this letter to ease the client's mind. Send this note, if you think it's important to recognize the amount.
  2. Tell the customer that you have received the payment.
  3. Explain the account's status. State the terms of future credit.
  4. Express confidence in the client. Tell him/her that you wish to continue this business relationship.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Regarding your query this afternoon, I've looked at the records for account #34986XV and found that after applying the payment of $450, your remaining balance is $950. Your loan rate is fixed at 21%.

Thank you for your payment and inquiry into your account standing. We enjoy having you as a customer and hope you have a wonderful day.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter providing information to a client about their account.

Further things to consider when writing acknowledgment letters to clients

Further things to consider when writing acknowledgment letters to clients

Acknowledgment Letters

Acknowledgment letters are letters written to confirm that one has received a formal document or a letter itself. These letters serve as the receipt and should be sent as soon as the document has been received. In business, such letters play an important role as they indicate that you value the opinion of the sender, which can help in building good will and trust. Some of the instances when acknowledgment letters should be written include responding to a request for a donation, confirming a receipt of orders, or acknowledging a receipt of a package. They may also be written to confirm an appointment, respond to an inquiry about a service, or provide information to clients about their accounts.

Acknowledgment letters should be written in a polite and truthful tone. Make the letters simple and short and avoid adding irrelevant details. Appreciate the reader's request and mention how your company handles such requests. Express your gratitude towards the reader for taking an interest in your company. Be professional and maintain transparency with the reader. For complaints, state what you are going to do about the issue and how long it will take for the issue to be resolved.

Letters to Clients

Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.

Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.

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Letter information sample providing

If you're having trouble deciding how to ask for something in writing, reviewing a sample request letter is a great way to get ideas and inspiration. Instead of staring at a blank screen trying to figure out how to get started, take a look at the sample letters below.

8 Request Letter Templates

The example letters of request below are provided in a printable format so that you can easily customize the text for your own purposes. Simply click the image and the letter will open as a PDF that you can edit, save and print. If you need help downloading the letters, check out these helpful tips for working with Adobe printables.

Related Articles

1. Supplier Request for Materials or Information

When you're shopping for products or services from vendors, it's sometimes a good idea to submit a request for information in writing. The following sample letter of request for materials or information needed can be used to ask suppliers to send details about products, services, or materials needed.

2. Customer Feedback Request

With so many businesses asking customers to complete satisfaction surveys, you may find that you get better results if you send a formal letter when asking customers to provide feedback. Use this sample document as a starting point for your request.

3. Ask Customers to Write a Review

With consumers relying so heavily on reviews to make purchase decisions, it's a good idea to encourage your satisfied customers to share their positive experiences online. Sending a letter is a respectful way to make this type of request that may inspire action. Use this template for guidance.

4. Sample Request Letter for Documents

If you need to request a copy of a document, such as a signed lease agreement, warranty, or other type of contract, it's a good idea to send a formal letter of request. Use this template to help you get started.

5. Interview Request Letter

If you are interested in learning about possible employment opportunities with a company, submitting a written request for an interview, along with you resume, can be a good way to get started. The letter below provides an example.

6. Pay Raise Request Letter

If you're ready to request a pay increase formally, it's a good idea to submit your request to your boss in writing. Use this sample letter as a starting point, being sure to customize key points to your specific situation.

7. Letter to Ask for Donations

If you need to ask for donations, use one of these sample letters asking for donations as a starting point. You'll find versions appropriate for different kinds of donation requests, including requests for specific projects, general donations, sponsorships and more.

8. Request for a Letter of Recommendation

If you need to ask someone to write a letter of recommending you for a job, scholarship, award, or membership in an organization, use this template for a letter of recommendation request. It provides a great way to get started, though of course, you'll need to customize it to your specific request.

General Tips for Writing a Letter of Request

You can increase the chances of the recipient of your letter agreeing to what you ask them to do by following a few simple steps for writing business letters. The following suggestions will help you write an effective letter of request:

  • Use an appropriate business letter format.
  • Keep it simple. In the first paragraph, tell the recipient why you are writing.
  • If appropriate, provide the recipient with pertinent information to help them remember who you are. For example, if you are writing to a former professor, explain what class you were in and the year. In the case of writing to a former supervisor, remind the person when you worked with them. These details help readers place where they know you from.
  • Briefly explain what it is you want the reader to do. If there is a deadline involved, share that information as well.
  • Give the reader all the information they need to comply with your request.
  • Include any supporting documentation the recipient may need.
  • List your contact information, including full name, mailing address, phone number and e-mail address in the body of the letter. Ask the reader to contact you if they have any questions or concerns about your request.
  • Thank the person for his or her consideration.
  • Bring the letter to its conclusion by using an appropriate closing for professional correspondence.

Consider the Reader

When you write your letter of request, put yourself in the shoes of the person who will read it. This is important whether you're sending a letter of request to a supplier, customer, employee, or other individual. Proofread a draft of your letter to ensure it is free of errors and makes sense as written. Double check that the reader won't need any further information to decide whether they can say yes to your request. Make any changes necessary before sending the letter.

© 2021 LoveToKnow Media. All rights reserved.

Financial Assistance Letter - Sample Letter Requesting Financial Assistance for Education


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