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Letter of request for documents

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Letter of request for documents
January 13, 2019 1st Anniversary Wishes 3 comments

Request Letter for document, it plays an important role in different aspects of life, whether it's personal or professional documents. It holds important information.


[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],

I would like to make a formal written request for a duplicate copy of my university diploma. I graduated with a degree in BS Psychology in the year 1992.

The original copy of my diploma was among the belongings that were swept away by the flood that hit my hometown earlier this year. Our house was situated near a creek, making our home one of the hardest hit properties in the area. I have attached an affidavit of loss verified by the high courts attorney to support this.

I hope that you can assist me with this request. I appreciate your time and effort to get this done for me.


[Senders Name]
[Senders Title] -Optional-

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

Request a copy of an official document. Sample letter.

Further things to consider when writing request letters to schools

Request Letters

Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.

When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.

Letters to Schools

Letters to schools are letters written to institutions designed to provide learning environment and spaces to pupils and students. There are many times when you may feel the need to write to a school administration. Maybe you want to recommend a student or employee or want to apply for an academic program. Perhaps your child has a disability, and you want to make sure that he/she is receiving special education services. Whatever the issue, putting your thoughts in writing avoids confusion since it provides you and the recipient with a record of your request. It is, therefore, crucial to keep a copy of any letter you send.

All letters to schools must use the standard business letter style. Start your letter with the proper address and salutation. Introduce yourself and explain the reason for your letter clearly and concisely. Depending on the content of your letter, provide any documentation that gives the recipient reference to the case or clarifies your concerns. Keep the tone polite, respectful, and professional. Close by thanking the recipient for his/her time and with a note of anticipation of positive feedback. Sign off and proofread the final draft before sending it.

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Request for Documents

letter of request for documents

  • Use this letter to request copies of documents related to your insurance claim such as inspection reports, estimates, measurements, notes, and damage assessments. 
  • Use this letter to request a complete copy of your claim file from your insurance company.

NOTE: This letter is a sample that must be customized to fit the facts of your individual situation and claim. All bracketed and underlined portions must be completed or revised before sending.


(Name of adjuster or highest-ranking ins. co. employee you can identify)
(Name of Insurance Co.)

Re: Claim Number _____________
Date of Loss: _____________
Name of Insured: _______________________
Address of Insured Property: _________________________________________


As part of your investigation of our claim, your adjuster and people associated with or hired by your company may have inspected our property, taken notes and written or obtained reports and estimates on the damage.  We need to see those reports and estimates so we can be informed and continue cooperating with you on our claim.  Thank you in advance for your return cooperation.

Please provide complete copies of our claim file and/or all claim-related documents. For purposes of this request, "claim-related documents" means all documents that relate to the evaluation of damages, including, but not limited to, repair and replacement estimates and bids, appraisals, scopes of loss, drawings, plans, reports, third-party findings on the amount of loss, covered damages, and cost of repairs, and all other valuation, measurement, and loss adjustment calculations of the amount of loss, covered damage, and cost of repairs.

[NOTE:  If you live in California, your insurance company is legally required to comply with this request by Cal. Ins. Code section 2071 – Requirements in Case Loss Occurs]

Please send these documents to the mailing address listed below within fifteen (15) calendar days of the date of this letter. Thank you in advance for your prompt handling of this request. I look forward to receiving the above-requested documents and working with [INSURANCE COMPANY] to reach a full, fair and timely settlement.


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How to Write a Letter Requesting Important Documents

letter of request for documents


Welcome, you've arrived at an RP Emery & Associates Free Legal Document Page.

Writing well, just like speaking well is a valuable communication skill especially when it comes to business matters.

Business letters tend to be more formal and are often sent to people we don’t know. They need to convey the right tone - whether it be authority, disagreement, satisfaction or gratitude.

Whenever you write to a prospect, customer, supplier or an employee it is vital to present aprofessional document so you can make the right impression.

To get you started, we've prepared a list of standard business letter templates. You can use them freely for your own use with our compliments.

You are not permitted to reproduce these letters on any medium for public display or re-sale.

********** Document Starts Here ************



Dear ______________:


Please mail me a certified copy of the [description of document] in the matter of [party] vs. [party], File No. ________.

I have enclosed a self-addressed envelope and my cheque in the amount of ($------) to cover the cost of the certified copy.

Thank you for your prompt attention to this request.



© R. P. Emery & Associates -

********** Document Ends Here ************

I am writing to request a copy of my graduation certificate awarded in the spring commencement services. Please send me a certified copy of the plat map that encompasses 1600 South Main Street, Springfield, KS 12345, and mail it to that address. I am engaged in genealogical.

Request letter for late submission of documents

letter of request for documents

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.

Templates for Request Letters

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. Requesting Information

When you're shopping around for vendors, it's sometimes a good idea to submit a request for information in writing. The following letter can be used to request details about products or services.

2. Requesting Feedback From Customers

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. Requesting a Customer 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. Requesting an Interview

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.

5. Requesting a Raise

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.

6. Asking 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.

7. Asking 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. 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. The following suggestions will help you write an effective letter of request:

  • 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.

Consider the Reader

When you write your letter of request, put yourself in the shoes of the person who will read it. Read your draft letter over a few times to ensure it makes sense. 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 you send it out.

The purpose of this letter is to request that you respond to the enclosed Information down in writing or ifthe written documents are no longer available.

letter of request for documents
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