You may need to request documents from your school at some point of your career. These could be transcripts, past exam papers, or other records. Whatever the reason for your request, it’s important to know how to write a letter requesting these documents in a way that is both polite and professional.
What is a request letter for documents?
A request letter for documents is a letter you send to another party requesting certain documents be sent to you. This type of letter can be used for various reasons but is most commonly used for business purposes. For example, you may use a request letter for documents when you are applying for a job and need the employer to send you your transcripts or when you are dealing with a legal matter and need relevant paperwork from another party
Things to Remember when Writing a Request Letter for Documents
Before you request any documents from your school, check to see if they are available online first. Many schools now keep digital records of students’ transcripts and other important documents. If the documents you need are unavailable online, you will need to write a letter requesting them.
When writing your letter, there are a few more things to keep in mind:
Include your full Name, address, phone number, and email address. This will ensure that the school has all the information to contact you.
Be specific about the type of document or documents you are requesting. This will help the school locate your records more quickly.
Be sure to thank the school in advance for their assistance.
Sample Request Letter for Documents
Here is sample letter you can use when writing your letter:
Dear [Name of School],
I am writing to request [type of document] from my time at [Name of school]. I attended the school from [date] to [date]. My student ID number is [ID number].
If possible, I would appreciate it if these documents could be sent to me electronically at [email address]. If that is not possible, I will provide a mailing address below. Thank you in advance for your help with this matter.
Requesting documents from your school can seem like a daunting task. But by following these tips provided here, you can be sure to write a professional and polite letter that will get you the results you need.
Peyton Bagley is an English teacher and letter writer from the United States of America. She has been teaching for over 15 years and loves helping her students improve their writing skills. Peyton has also worked as a freelance writer and editor for several years. In her free time, she enjoys spending time with her family, reading, and hiking.