How to Write a Formal Request Letter: Key Rules

What is a formal request?

The purpose of a formal request is to obtain a specific outcome, such as approval for a benefit, permission, annual leave or financial support.

This type of document plays an important role in official communication and is useful in many situations—from applying to a school or for a job to requesting funding or changes to the terms of an agreement. A properly prepared request is often the first step towards achieving important personal or professional goals.

Formal request letter: essential elements

A properly structured request letter must contain several elements. These are:

• place and date – placed in the top-right corner of the page;
• sender’s details – placed in the top-left corner of the page; these should include the sender’s full name, address, telephone number and email address;
• recipient’s details – placed below the sender’s details; these include the full name of the organisation or the recipient’s job title and name, together with the organisation’s address;
• heading Request for… – placed in the centre of the page;
• main body of the request – placed below the heading; it usually begins with a formal salutation, such as Dear Sir or Madam,, followed by the specific request and its justification;
• handwritten signature – placed below the body of the letter, on the right.

Some requests require supporting documents to be attached. If so, they must be listed in the letter. The list of attachments is generally placed below the main text, on the left.

How to write a formal request letter

Writing a request letter is a detailed process. Here are the most important points to keep in mind.

Content structure

The main body of a request letter usually consists of two or three sentences. It commonly begins with a formal salutation, such as Dear Sir or Madam.

The next step is to state your specific request. You can use phrases such as I am writing to kindly request…, I would like to request…. You should then explain the reasons for your request. Suitable phrases include I am making this request because…, I would like to justify my request by explaining that…. The letter usually ends with Yours faithfully and the applicant’s handwritten signature.

Professional tone

When preparing a request letter, pay close attention to the style of the content. Make sure the entire letter sounds professional by using formal language. Avoid emotional wording, jargon and colloquialisms. The text should be neutral, factual and polite. Focus on the facts and arguments that support your request.

When drafting the letter, it is worth using simple sentences to make the text easier for the recipient to understand. Specialist terms are acceptable, but avoid using too many of them in one document.

Text formatting

When preparing a formal request, correct document formatting is almost as important as the content. A clear font, such as Times New Roman or Arial, in size 11 or 12 points is generally recommended.

Use single line spacing and leave an additional line between paragraphs. This will make the letter look neater and easier to read.

Proofreading

Before printing or sending your request, read it carefully. Check that the document contains all the necessary elements, such as the sender’s and recipient’s details, a handwritten signature and a list of attachments. Fill in any missing information.

Also consider whether the letter is too long or disorganised. Make any necessary changes, and be sure to correct all stylistic, spelling and punctuation errors.

How to write a formal request letter: an example

Below is an example of an annual leave request letter.