So, you have decided to appear for the upcoming IELTS exam. Congratulations! 

One of the most common questions you are going to come across is going to be based on your skills to write a request letter. 

This blog will focus on the intricacies of a request letter and how you can attempt the question and excel at the same. 

What is a request letter?

Before we dive into the intricacies, let us first try to understand what exactly is a request letter. 

A request letter can be any kind of formal, semi-formal and informal article you write to different people, requesting for something. Generally, a formal request letter is usually written to someone in authority or someone you do not know personally; while an informal request letter is written to someone whom you know on a personal level. However, in the cases of a request letter written to a friend or an acquaintance, it will be an informal letter.  

This can be explained better with an example: 

Assume you are trying to get the research fellowship under the guidance of your professor. You know your professor personally, but still he/she is your professor and are in a position of authority; the letter you are going to write in this case would be a semi-formal request letter. 

You are going to state the following facts in your request letter:

Introduce yourself properly
Tell them why you would be a great addition to the research project
And, discuss how you will be a great addition. 
All of these facts need to be stated in a polite manner. Politeness is the foundation of a request letter, be it a formal, informal or a semi-formal one. 

Structure 

The basic framework of your letter can be divided into four major sections. 

Section 1: The first section will consist of your greetings and salutations. This section will already be given in the question. You will be required to write it down again in your answer sheets. 

Section 2: Your opening statement and the reason you are writing to them. You can also fill in details like the date and the place from where you are writing the letter, to make it more appealing and realistic. 

Section 3: The main body of your letter can be divided into 2-3 paragraphs, explaining the main reason why you are writing the letter and stating valid points supporting the same. 

Section 4: The last section would be the closing section, wherein you are going to write your final statement and greetings in a polite manner. 

Sample request letter

Let’s say you are trying to write a letter to your local NGO, that dedicatedly serves the community, and are willing to get on board with them, you would:

Start with formal greetings and salutations that are polite in nature. 
Then move on to introduce yourself 
Now thank them for the huge contribution they have made around you that has impacted the lives of many around you. 
Explain why you could be a great addition to their team of helpers. 
Tell them what you can do and achieve if you join them 
Request them to accept you to their team. 
End the letter by finishing up with your final greetings and salutations. 
Important bullet points will be provided in your question. You will need to follow in the steps and craft out an impactful letter that is polite, respectful and concise. 

Organize your ideas based on all little details and keywords present in the question. 

Is there certain vocabulary you can use? 

Yes, there sure is! 

There are significant words and phrases that you will be required to use, or at least expected to use in order to excel at the question. 

The greetings and salutations 

Dear Sir/Ma’am/Name of the person
 
The introduction 

 Your personal information: Your name, your designation, and the likes. 
 
The information you are requesting and the purpose of your letter: 

• I am writing this letter to inquire about/ask for/talk about
• I would be grateful to know/ I would be interested to know
• I wonder if you could possibly share/ I wonder if you could possibly tell/explain 
• Could you please send me information/details about 

 
The why’s and the when’s 

It would be great/ I would appreciate it if you could send me/tell me/inform me, etc. at a specific time/as soon as possible 

The where’s 

It would be great if you could send me the information (or anything you are seeking) to my mail/fax/contact no., etc. 
 
The endings

You can conclude the letter by stating: 

• I look forward to hearing from you 
• Waiting on your prompt response 
• I look forward to your reply at your earliest convenience 
• Yours faithfully (in cases of an unknown person/ a person in authority)
• Your sincerely (in cases of a known person) 
•  Sign in your name. 

Key Points: 

• Make sure your request letter is as polite as it can be. 
• Ensure that you are not using commanding vocabulary and phrases like : I want/ Give me/ Send, etc. These words and phrases sound rude in the context of a request letter. It will ultimately leave a bad impression about you and will give you negative feedback. 
• Be aware of the position and the condition of the reader. For example, if you are writing to your professor, start by saying “I am sorry to bother you in your busy schedule”, or if you are writing to a known person, start by saying “ I hope you are doing great”/ “I hope to find you in a good state”. 
• Always, I repeat, Always make sure you are using these words: Please and Thank You. 
• Never use “do the needful” or “please, do the needful”. The please before do the needful does not make it polite. 

Follow our YouTube channel “Unlock IELTS with Richa” for more such great tips and tricks to crack your upcoming IELTS exam in an easy way. All the best!