How to Request Official Documents: 13 Letter Templates & Examples
Letter #1: Request for Academic Transcript
I am writing to request an official copy of my academic transcript from [School Name]. I attended your institution from [Start Date] to [End Date] and graduated with a [Degree]. I need this transcript for [Purpose].
Please let me know the required fee and the processing time. You can send the transcript to [Your Address]. Thank you for your assistance.
Letter #2: Request for Medical Records
I am writing to request a copy of my medical records from [Healthcare Provider Name/Hospital Name]. I was a patient there from [Start Date] to [End Date]. I need these records for [Purpose].
Please include all relevant documents, such as doctor's notes, test results, and treatment plans. I understand there may be a fee for this service, and I am happy to pay it. You can send the records to [Your Address].
Letter #3: Request for Employment Verification
I am writing to request verification of my employment at [Company Name]. I was employed there from [Start Date] to [End Date] as a [Job Title]. I need this verification for [Purpose].
Please provide the following information in your response: dates of employment, job title, and salary information (if applicable). You can send the verification to [Your Address] or [Email Address]. Thank you for your cooperation.
Letter #4: Request for Replacement Graduation Certificate
I am requesting a replacement for my graduation certificate, awarded in [Month Year]. The original was lost due to theft (police report enclosed). My name and details are in the report. I have enclosed a certified check for $[Amount] to cover the fee. Please send the replacement to [Address].
Letter #5: Request for Certified Plat Map Copy
Please send a certified copy of the plat map for 1600 South Main Street, Springfield, KS 12345, to the same address. I have enclosed $[Amount] for copying and shipping fees. Thank you for your prompt attention.
Letter #6: Request for Great Grandmother's Birth Certificate
I am conducting genealogical research and need a long copy of my great grandmother's birth certificate. Her name was Ellen/Emma Margaret Brown, born June 20, 1865, in Chesham, England. I have enclosed the standard fee and postage, and will cover any additional costs. Please contact me at [Address] if needed.
Letter #7: Request for Children's Immunization Records
Please send copies of immunization records for my children, Eric Doe (born October 30, 2017) and Susan Doe (born January 14, 2018), to our new address: 1600 Main Street, Springfield, Kansas 12345.
Letter #8: Request for Marriage Certificate Copy
I am requesting a copy of my marriage certificate. I was married to [Spouse's Name] on [Date] in [Location]. Please let me know the required fee and processing time.
Letter #9: Request for Birth Certificate Copy
I am requesting a copy of my birth certificate. My full name is [Full Name], and I was born on [Date] in [Location]. Please let me know the required fee and processing time.
Letter #10: Request for Divorce Decree Copy
I need a copy of my divorce decree from my previous marriage to [Ex-Spouse's Name]. The divorce was finalized on [Date] in [Location]. Please inform me of the required documents and fees.
Letter #11: Request for Property Deed Copy
I am requesting a copy of the property deed for [Property Address]. I am the current owner of the property. Please let me know the required fee and processing time.
Letter #12: Request for Driver's License Reinstatement Documents
My driver's license was suspended on [Date]. I have completed all the requirements for reinstatement and need a copy of the official letter confirming this. Please advise on the necessary steps to obtain this document.
Letter #13: Request for Military Service Records
I am a veteran and need a copy of my military service records. I served in [Branch of Military] from [Start Date] to [End Date]. Please inform me of the process for obtaining these records.
Expert Tips
- Be specific: Clearly state the exact document you need.
- Include details: Provide all relevant information like names, dates, and identification numbers.
- Specify the type of copy: Indicate whether you need a certified or plain copy.
- Offer payment: State your willingness to pay any required fees.
- Provide contact information: Include your address, email, or phone number for a response.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own request letter effectively:
Sample Sentences
- I have lost my original marriage certificate. My name is John Doe and my wife's maiden name was Jane Smith. We were married June 1, 1957, in Springfield. Will you please send me a copy of our certificate to our home address shown below?
- My name is John Doe, and I graduated in December, 1989. Will you please send an official copy of my academic transcript to my employer? I have enclosed a return envelope for your convenience.
- I request your assistance in obtaining a copy of my divorce decree. My name is Jane Smith and my ex-husband's name is John Doe. We were divorced on June 1, 1985, in Lincoln County. Please send it to the following address:
- In order to make a claim against my father's life insurance policy, my mother needs to send a copy of my father's death certificate to the insurance company.
- I am applying for a passport, but I don't have a copy of my birth certificate. I was born on September 16, 1967, in Springfield, Kansas to John and Jane Doe. Will you please send the certificate to the following address:
- I appreciate the kindness you have shown during the course of my illness. Because of the gravity of my situation, I am sure you can understand my practical desire to seek a second opinion. Will you please send a copy of my medical records to Dr. John Doe at the address below?
Key Phrases
- am applying for
- appreciate your cooperation
- cannot find my original
- could you send it directly to
- could you please provide a
- don't have a copy of
- has been lost
- has been mislaid
- have lost the original of
- help me to obtain a copy of
- kindly send a copy to
- kindly send me a copy of
- need to show a copy of
- need a certified copy of
- need your assistance in
- need four copies of
- need to provide a
- not permitted to photocopy
- please send it to
- send an official copy of
- to the following address
- my identification number is
Sample Sentences
- Enclosed is a money order for $16.00 to cover the costs of the document.
- I am enclosing a check for $5.50 to cover the cost of the certificate.
- I have enclosed the forms required for the release of my father's death certificate.
- The check for $10.00 is to cover the processing fees.
- I am sending the $7.45 you requested to release the document.
Key Phrases
- a check in the amount of
- a money order for
- a check for
- an international postal coupon
- as arranged over the telephone
- for twenty-four hour service
- for airmail charges
- for the required amount
- have enclosed a
- matter is urgent
- notarized copies of
- the required documents
- the cost of express delivery
- the additional amount of
- to cover processing fees
- to cover the costs of
- trust that this will be satisfactory
- understand that there is no charge for
Sample Sentences
- Thank you for your assistance.
- I appreciate your cooperation.
- If I have not supplied enough information, please let me know. Thank you.
- Thank you for your help.
- I appreciate your help.
- I eagerly await your prompt reply.
Key Phrases
- am eagerly awaiting
- appreciate your cooperation
- appreciate your assistance
- can call me at
- if this is not clear
- look forward to
- matter of some urgency
- need further information
- please let me know if
- receiving the documents
- thank you for your help
- thank you for your assistance
- would appreciate
- your prompt reply
- your expediting this
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