A letter written to request important documents should be as carefully crafted as any business letter to achieve the desired results. Before writing the letter, ask yourself who will be reading it and what, exactly, your objective in writing it is. What specific documents do you want? What are their titles and dates? The answers to these key questions will enable you to create a letter that will get you the documents you want, instead of a letter that will end up in an office shredder or buried under a pile of junk mail on someone's desk.
Focus on presentation. Use good-quality stationery to print or write your letter on. The paper and envelope should match. Make sure your computer printer is running smoothly. Clean it to avoid ink smudges. Buy a good-quality, black-ink pen to sign your letter. You want the person who reads your letter to respect and honour your document request. Your request will be taken more seriously if your letter's presentation is professional.
Format your letter in the style of a business letter, not a friendly letter. To obtain the important documents you desire, you want to convey serious intent. A friendly letter format will not do this. Include your e-mail address and telephone number in the return address section of the letter to provide the reader with multiple options for contacting you.
Describe, in the body of the letter, the important documents you wish to obtain. Keep your writing as concise as possible. Specifically refer to the titles, dates and subjects of the important documents you're requesting, if applicable. You want to make it as easy as possible for the reader to identify and locate the documents you're seeking. The faster the reader can find the documents, the faster they will be sent to you.
Check your letter thoroughly before sending it. Read it out loud. Does the content sound awkward? Can you articulate your thoughts better? Is the voice of your letter active? Make sure the tone of your letter is courteous throughout. If possible, have another person proofread your letter before sending it. Remember to sign your letter and affix the appropriate postage to the envelope before mailing it.