Buzz
There are numerous occasions where you might draft a formal request letter, whether it's to seek financial aid, request assistance, or prompt specific actions. It's essential to maintain brevity, with your letter typically not exceeding a single page. Clearly and confidently state your intentions. How you conclude your letter varies based on its purpose and the recipient. Generally, you would close a letter differently based on whether it's for personal or professional purposes.
Procedures
Sample Conclusions for Request Letters
Sample Conclusions for Request LettersConcluding a Personal Correspondence
Choose polite language when framing your request. In a personal letter, it's customary to provide context for your request before directly stating it. Phrases like 'would you' or 'could you' convey that you don't assume the recipient will automatically fulfill your request.
- For instance, you could say, 'Would you kindly consider accompanying my sister to the fundraiser so she doesn't have to attend alone?'
Initiate a new paragraph for any supplementary requests. If there's a deadline for a response or any additional tasks associated with your request, segregate them from the primary request. This delineates that the follow-up request is secondary to the main one.
- Continuing from the previous example, a supplementary request might be, 'We'd also appreciate it if you could provide transportation to and from the event.'
Express gratitude in anticipation of the request being met. After presenting your request, express thanks to the recipient. You may also convey how much their assistance would be valued.
- For example, you might say, 'Thank you in advance for your assistance. It would mean a lot to have my sister join the fundraiser.'
Provide any additional details the recipient may require. If the request necessitates specific conditions or timing, include this information along with your expression of gratitude. You can also offer contact details if you anticipate the recipient would prefer to communicate beforehand.
- For instance, you could add, 'My sister would like to arrive at the fundraiser at least an hour early to liaise with the organizers.'
Pro Tip: If you provide additional details, consider adding a brief line saying 'thanks again!' This reinforces your appreciation for the recipient's response.
Incorporate a complimentary closing before signing off. For personal letters, a simple closing like 'Sincerely yours' is appropriate. Depending on your relationship with the recipient, you might opt for a warmer closing such as 'Love' or 'Love always.'
- After your closing, add a comma, leave a double-space, and then type your name below.
Concluding a Professional Correspondence
State your specific request in the introduction. In business, professional, or academic letters, clearly state the purpose upfront. Ideally, your specific request should be in the first sentence, eliminating the need to repeat it at the end.
- Since your request is already outlined at the beginning, there's no necessity to reiterate it at the letter's conclusion.
Express gratitude for the recipient's time and attention. Begin a new paragraph and convey appreciation for the recipient's investment of time in reading your letter and considering your request. Acknowledge that their time is valuable and express your gratitude.
- For instance, you could say, 'Thank you for dedicating time to review my request. Your consideration means a lot.'
Pro Tip: In addition to expressing gratitude for the recipient's time, you can include another apology if necessary, such as 'I apologize for any inconvenience caused.'
Inform the recipient of any deadlines. If you require a response by a specific date, provide the exact date and time. In certain circumstances, briefly explain the importance of the deadline.
- For instance, you could state, 'Apologies for the short notice, but I need a response before Monday, April 22. I have a flight booked out of town on that day and will be away for 2 weeks.'
Include contact details for any inquiries. Offer a means for the recipient to contact you promptly, particularly if a response is needed within a few days. Ensure the provided contact method is one you frequently monitor during regular business hours.
- For example, you might say, 'If you have any questions, feel free to reach me at my work number, 222-123-4567.'
Conclude with a formal and courteous closing. End your formal business request letter with a closing like 'Sincerely' or 'Respectfully.' Following your closing, add a comma, leave a double-space for your signature, and type your name below.
- If additional details are required, such as a job title or identification number, include them directly beneath your typed name.
Pointers
-
Thoroughly review and revise your letter before printing and signing it. Any mistakes could tarnish your image and potentially lead to your request being disregarded.
-
Make a duplicate of your letter and retain it for your records, at least until the issue is resolved or your request is granted.
-
If you intend to send your letter via email instead of mailing a physical copy, the format should generally remain the same. Leave space for your signature, but refrain from physically signing it (unless you possess a digital signature file).
