Request Letter Format and 12 Requesting Letter Samples

12 ready samples Copy, Word or print Checked 9 Oct 2026

A request letter politely asks a person in authority to give you something or to do something for you, such as a salary advance, a transfer or a certificate. This page explains the request letter format and gives 12 ready samples for employees, students, parents, freelancers and job seekers.

Fill in your name, company or school and other details once at the top, and every letter below updates. Then change the amounts, dates and reasons to match your case. For requests to a bank, such as a statement or cheque book, use the letters on the application to bank manager page.

Letter

Salary Advance Request Letter

For an employee who needs part of next month's salary early because of a family expense.

To
The HR Manager
Company Name
City
Date: Date
Subject: Request for salary advance
Dear Sir/Madam,

I am Your Name, working as Designation in the Department department, Employee ID Employee ID. My father needs minor surgery next week, and the hospital has asked for a deposit before admission.

I request an advance of Amount from my salary. I am happy for it to be recovered in number of months equal instalments from my monthly pay, starting next month. I have not taken any advance before.

I will be grateful if this can be approved by date needed.

Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Simple Salary Increment Request Letter

For an employee who has not had a raise for a long time and has taken on more work. Send it to your reporting manager.

To
Recipient Name
Designation of manager
Company Name
City
Date: Date
Subject: Request for review of my salary
Dear Recipient Name,

I have worked with Company Name as Designation for number of years years. My salary was last revised number of months months ago.

Since then my role has grown. I now handle new responsibility and train new joiners, and this quarter I closed key result. I have also completed course or certification on my own time.

I request you to review my salary in line with this added work. I would value a short meeting to talk about it, at a time that suits you.

Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Personal Reason Transfer Request Letter

For a private sector employee who wants to move to another office of the same company to be near family.

To
The HR Manager
Company Name
City
Date: Date
Subject: Transfer request to new city office
Dear Sir/Madam,

I am Your Name, Designation in the Department team at the City office. My parents in new city are elderly, and my mother's health has become weak in the last few months. There is no one else at home to look after them.

I request a transfer to our new city office in the same role. I understand there is an opening in my team there. I will make sure my current projects are handed over fully before I move.

Please consider my request on compassionate grounds.

Yours faithfully,
Your Name
Employee ID: Employee ID
Phone

Request Letter Format

A requesting letter format is the same as any formal letter. Here are the parts, top to bottom:

  1. Sender's address (only when you are writing from outside, for example to a college or company you do not work in).
  2. Date.
  3. Receiver: "To", the person's title (The Principal, The HR Manager), the organisation and city.
  4. Subject: start with "Request for" and name the thing, such as "Request for salary advance".
  5. Salutation: "Respected Sir/Madam" in school, "Dear Sir/Madam" or the person's name at work.
  6. Body: who you are, what you want, why you need it, and by when.
  7. Closing and signature: "Yours sincerely" or "Yours faithfully", your name, and your class, roll number or employee ID.

For the general layout, see the formal letter page. A bank statement request letter, cheque book request letter or account transfer request letter goes to your branch, and those samples are on the application to bank manager page.

Letter

Transfer Request Letter for Govt Employees

For a government employee asking for a transfer through proper channel, that is, through the immediate officer.

To
The Designation of officer
Organisation Name
City
(Through proper channel)
Date: Date
Subject: Request for transfer to new place of posting
Respected Sir/Madam,

I have been serving as Designation at present office since joining date and have completed number of years years at this posting.

My spouse is also a government employee and is posted at new place of posting. Living apart has made it very hard to care for our school-going children. I request you to transfer me to any vacant post at new place of posting or a nearby office.

Copies of my spouse's posting order and my service details are enclosed for your kind consideration.

Yours faithfully,
Your Name
Designation
Employee ID: Employee ID
Enclosure: Spouse's posting order, service details
Letter

TC Request Letter to Principal

For a parent asking the principal for a transfer certificate because the family is moving to another city.

To
The Principal
School Name
City
Date: Date
Subject: Request for transfer certificate
Respected Sir/Madam,

My ward, Your Name, is studying in Class Class, Section Section, Roll No. Roll No.. We are shifting to new city next month, and I have secured admission for my child in a school there.

Kindly let us have the TC along with the final progress report, as the new school needs both to confirm admission. All school fees up to this month have been paid, and library books have been returned. We are thankful to the teachers for their care and guidance.

Yours faithfully,
Parent's Name
Parent of Your Name
Phone: Phone
Letter

Request Letter for Bonafide Certificate from School

For a student who needs a bonafide certificate to apply for a scholarship or a bus pass.

To
The Principal
School Name
City
Date: Date
Subject: Request for bonafide certificate
Respected Sir/Madam,

I am Your Name, a student of Class Class, Section Section of this school. I am applying for a state merit scholarship, and the form needs a bonafide certificate from the school.

Kindly issue me a bonafide certificate showing my class and the current academic session. The last date for the scholarship form is last date, so I would be thankful to receive it within this week.

Thanking you,
Yours obediently,
Your Name
Class: Class, Section: Section
Roll No.: Roll No.
Letter

Degree Certificate Request Letter for Getting Certificate

For a graduate who passed out some time ago but has not yet collected the original degree certificate.

Your Name
Address
City
Date: Date
To
The Registrar
College Name
City
Subject: Request for issue of original degree certificate
Dear Sir/Madam,

I completed my course name at this college in the session session, with enrolment number enrolment number. I have not yet received my original degree certificate.

I need the certificate for document verification at my new job. I request you to issue it at the earliest. I have attached copies of my final marksheet, provisional certificate and ID proof, and I am ready to pay any fee that applies.

If it cannot be collected in person, please send it to the address above by registered post.

Yours faithfully,
Your Name
Phone
Email
Enclosure: Final marksheet, provisional certificate, ID proof
Letter

NOC Request Letter to Employer

For an employee who needs a no objection certificate from the company for a passport or for a part-time course.

To
The HR Manager
Company Name
City
Date: Date
Subject: Request for NOC to apply for passport
Dear Sir/Madam,

I am Your Name, Designation in the Department department, Employee ID Employee ID. For my passport application, I would like to submit a no objection certificate from my employer.

Please issue an NOC stating that the company has no objection to my getting a passport. It should mention my name, designation, date of joining and employee ID, and be signed by an authorised person on the company letterhead.

I need it by date needed for my appointment.

Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Email

Payment Request Letter: Pending Payment Sample (Email)

For a freelancer or small business owner whose client has not paid an invoice after the due date.

To: Recipient Email
Subject: Pending payment for invoice invoice number
Dear Recipient Name,

This is a gentle reminder that payment of Amount for invoice invoice number, dated invoice date, is still pending. The payment was due on due date.

The work covered by this invoice was delivered on time and approved by your team. I have attached the invoice again for easy reference.

Please release the payment within number of days days, or let me know if there is any issue holding it up. I am happy to share any detail your accounts team needs.

Regards,
Your Name
Organisation Name
Phone
Email

Mobile Number Change Request Letter to Employer

For an employee whose phone number has changed, so that HR, payroll and the emergency contact list are updated.

To: hr@Company Name.com
Subject: Update of mobile number, Employee ID Employee ID
Dear HR Team,

My mobile number has changed. I am writing so that my records with the company can be updated.

Old number: old mobile number

New number: Phone

Please update the new number in my employee profile, payroll records and the office emergency contact list. My old number is no longer active, so kindly use only the new one for calls and messages from today.

Thank you,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Loan Request Letter to Employer

For an employee asking the company for a staff loan, where the company policy allows one.

To
The Finance Manager
Company Name
City
Date: Date
Subject: Request for staff loan
Dear Sir/Madam,

I have been working with Company Name as Designation for number of years years. I am buying a small flat and have a shortfall of Amount for the down payment.

Under the staff loan policy, I request a loan of Amount. I propose to repay it in number of months monthly instalments deducted from my salary. If I leave the company before the loan is repaid, the balance may be adjusted against my final settlement.

Please let me know if you need any documents from my side.

Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Job Request Letter

For a fresher or job seeker writing to a company to ask about openings, even when no job is advertised.

Your Name
Address
City
Date: Date
To
The HR Manager
Company Name
City
Subject: Request for a job opportunity in field
Dear Sir/Madam,

I am writing to ask whether there is an opening for a job title in your company. I have completed qualification and have number of years years of experience in field.

In my present job I one key achievement. I am comfortable with skill 1 and skill 2, and I learn new tools quickly.

I would be glad to join your team in any suitable role. My resume is enclosed. I am available for an interview on any day that suits you.

Yours faithfully,
Your Name
Phone
Email
Enclosure: Resume

How to Write a Request Letter

  1. Put the ask up front. Name what you need in your opening paragraph, not at the end.
  2. Give one honest reason. A single clear reason is stronger than a long story.
  3. Make it easy to say yes. Offer a repayment plan for an advance, a handover plan for a transfer, or attach the documents the office will need.
  4. Add a date. If you need it by a certain day, say so politely.
  5. Be polite, not grovelling. "I request" and "please" are enough. You do not need to beg.

A request to the principal for leave goes on the leave application page, and one asking for permission goes on the permission letter page.

Tips for Writing a Request Letter

  • Keep one request in each letter, so it can be approved or sent to the right desk quickly.
  • Use "Request for" at the start of the subject line. It tells the reader at once what kind of letter this is.
  • For money requests, such as a salary advance or loan, always say how and when you will repay.
  • Check your company policy before you ask for an advance, loan or transfer. The rules and limits vary.
  • In a salary increase request letter, talk about your work and results, not your personal expenses.
  • Attach copies, never originals, of any supporting documents.
  • If you hear nothing in a week or two, send a short, polite follow-up.

Questions people ask

How do I write a request letter?

Write the date and the receiver's title and address, then a subject that starts with "Request for". In the body, say who you are, what you need, why, and by when. Close with "Yours faithfully" (or "Yours sincerely" if you addressed the person by name), then your name and details.

How do I write a salary request letter to my boss when salary is late?

Keep it calm and factual. Mention the month for which salary has not been credited, the usual credit date, and ask when you can expect it. Send it to your manager with HR in copy.

What is the difference between a request letter and an application?

In India the two words are often used for the same thing. "Application" is common in school and for leave, while "request letter" is common at work and for documents, payments and transfers. The format is the same.

Should a request letter end with Yours sincerely or Yours faithfully?

Use "Yours sincerely" when you know the person or write to them by name. Use "Yours faithfully" when you begin with "Dear Sir/Madam" to an office you do not know. Students writing to the principal usually use "Yours obediently".

Can I send a request letter by email?

Yes. Most offices accept requests by email. Put the request in the subject line, keep the email short, and attach any documents as files.

Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.

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