[tab name=’Guidelines’]

Guidelines : Requesting

Requesting Information

Guidelines and Alternate Phrases

• Focus immediately on the information you need. Don’t make your request a by-the-way item toward the end of the memo or letter.
• Be specific about what you need, including dates, amounts, names, approval signatures, or appropriate format of the information.
• I specifically wanted information about the two books that dealt with pets, advertised in the May issue of your magazine.
• I’ve enclosed a letter from Ms. White authorizing release of the documents to me.
• Please send me the product pamphlet pictured on page 22 of your general catalog dated September 19–.
• Tell why you need the information if the reason is not obvious. Occasionally, when readers don’t understand the necessity for some action or information, they “pick and choose” what data they think you need rather than respond with what you want.
• Our investment club in my local subdivision is compiling research on companies within your industry to guide us in future stock purchases.
• This information will in no way jeopardize our current orders with your company. We simply want to know what new items you plan to offer next quarter.
• This information is strictly for our own internal use.
• Emphasize due dates. Phrases such as “at your earliest convenience” may be intended as a courtesy, but they invite procrastination; if you have a due date in mind, say so. Be careful to avoid the double-due-date effect–that is, if you are requesting information you, in turn, will incorporate into your own work and then supply to someone else, don’t state both dates. Such an explanation lets the reader know the “grace” period built in for yourself. The two dates, therefore, become leeway (in the reader’s mind) for getting the information to you. For special emphasis put the due date in a paragraph by itself. Avoid a demanding tone if the reader’s response is optional.
• Could you have the updated summary to us by May 6?
• Would you let us have your reply as soon as possible?
• Thank you for any information you can forward to us immediately.
• We’ll appreciate your helping us meet our July 7 deadline if at all possible.
• We plan to make our decision the first week of October. We hope to have your information by that date.
• Supply any further forms, information, return envelopes, contact names and numbers, or approvals/releases so the reader can respond quickly and easily.
• If it’s more convenient for you, please feel free to call me collect at 713-955-9525.
• We’ve provided all the necessary forms to make your response more convenient.
• If you have questions about the information we need, call 123-3455 and ask for Jack Smith, who has a list of our project requirements.
• I’ve included all the necessary release papers and permission forms ready for your signature.
• Anticipate the reader’s steps in preparing the information. The more questions you can answer before they’re asked, the sooner you’ll get your information.
• Thank the reader.

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[tab name=’Example 1′]

Example 1: Sample Letter for Requesting Company Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Please mail one copy of the report entitled “The Economic Value of Ocean Resources” to me at the following address:

Herman Sweetwater
12345 Riverside Blvd.
Houston, TX 77070

Enclosed is a check for $1.50 to cover the cost of duplication as mentioned in your letter of June 5.

Yours truly,
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[tab name=’Example 2′]

Example 2: Business Letter for Requesting Company Information

Memorandum

TO:

FROM:

DATE:

SUBJECT: Charge-offs–Information on the Responsible Person

So we might route our correspondence with regard to charge-offs to the correct individual at your branch, we would like you to fill out the attached sheet and return it to our office by March 31, 19–.

It has been our understanding the charge-off coordinator handled all aspects of charge-off accounts. In our dealings with the various branches over the past six months, however, we have discovered some of the duties pertaining to charge-offs have been delegated to other personnel. Your supplying the names of the individuals who handle this duty will help both your office and ours receive correspondence and direct phone inquiries more quickly.
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[tab name=’Example 3′]

Example 3: Letter for Requesting Company Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bill:

The homeowner’s policy #34998HT45 we are servicing for you is due for renewal. In order for us to provide proper coverage, we need your help in completing and returning to us the enclosed questionnaire. (A stamped return envelope is provided.)

We need to have your questionnaire returned by May 5.

This information will enable us to “custom fit” your policy to your specific home and needs. Thanks for your help.

Sincerely,
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[tab name=’Example 4′]

Example 4:Example Letter of Requesting Company Information

Memorandum

TO:

FROM:

DATE:

SUBJECT: Budget Preparation for 19– Requested Information and Timetables

Spring is the time of year for baseball, true love, and budget preparations. Yes, budget preparations. And to avoid the last-minute crunch, we are beginning immediately.

The budgeting section will be forwarding a newly revised form accompanied by complete instructions for you to develop departmental data. Please observe the following timetable in preparing and submitting your information:

Review in Review in Ready for
District Office General Office Authorized Approval

Personnel 5/17 5/28 6/14
Vehicle 6/7 6/21 7/12
Operations 7/26 8/2 8/20
Capital Projects 8/6 8/13 9/1

These dates are designed to give each of you ample time to evaluate needs and still allow us time to consolidate the overall budget in our office.

Now, let’s get to the specifics: Please provide a concise justification for all requested items and staff. Capital budget items requiring engineering estimates should be submitted to R. W. Bimble by May 1. T. C. Willis, Director of Training, will provide to all managers by May 1 information on tuition and related expenses for all schools, seminars, and conventions.

With good organization and planning, we can meet the deadlines for final budget approval with accurate, complete information–maybe even in time to watch a few baseball games.
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[tab name=’Example 5′]

Example 5: Requesting Company Information Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lietke:

I visited your site on March 2 and again on March 8, but I’ve been unable to determine where your gas meter is to be located.

Would you please send me a site plan with the gas meter location marked? If the location is to be at the property line, there will be no charge for this installation. Once the location is established, it will take us about three weeks to complete the service-line installation–subject to weather conditions, of course.

Also, please provide me with a list of the gas-burning equipment (cooking, hot water, and heating) and the BTU input for each so we can determine the correct meter size.

We’ll be happy to provide this service for you as soon as we receive the site plan and your list of equipment.

Sincerely,
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[tab name=’Example 6′]

Example 6: Letter of Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Shotwell:

Thank you for your inquiry about your current bill. Before we can answer your questions, we need further information from you. We have enclosed a postcard listing the appropriate information we’ll need to verify that our records are correct.

Your cooperation in completing the card and dropping it back in the mail will help us answer your inquiry as quickly as possible.

Sincerely,
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[tab name=’Example 7′]

Example 7: Requesting Letter for Company Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jennings:

We will need this basic information before we can submit your bond request to Universal General:

• Completed “Contractor’s Questionnaire”
• Financial statement on A-l Horizontal Drilling
• Descriptions of your operations, equipment, and personnel

Thank you for allowing us to serve you.

Sincerely,
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[tab name=’Example 8′]

Example 8: Requesting Basic Information from Company Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Matthews:

I would appreciate your sending me more information about the ABGF Institute Seminar scheduled about March 1 in the Chicago area. Specifically, I need to know the registration procedures and the cost of tuition.

We received your mail-out announcing the seminar two weeks ago and are very much interested in sending several members of our sales staff.

It certainly appears you have lined up a most impressive program and an outstanding group of speakers.

Thank you for the above information; we look forward to participating in this program.

Sincerely,
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[tab name=’Example 9′]

Example 9: Letter of Requesting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hightower:

We are in the process of reviewing and evaluating all our outstanding agreements with vendors and their representatives. Would you please give us the following information by April 6?

1. A list of the manufacturer representative agreements in your territory
2. Actual sales credited
3. Actual commission paid to each representative

We hope this request won’t be perceived as just “more paperwork.” Please keep in mind this is a necessary step in being able to control all our costs and report them accurately.

Thank you for helping us.

Sincerely,
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[tab name=’Example 10′]

Example 10: Requesting Information Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Drujon:

The staff of Briton Magazine is currently involved in preparing its Annual Directory Issue to be published in October. This survey presents vital information on nearly 2,000 major companies in the U.S. and abroad.

We, therefore, need some information from you. Our annual always includes a special feature that lists remuneration, age, years of service, and education of the chief executives of these companies. Would you please verify the information we have on you by completing (anonymously, of course) the enclosed questionnaire and returning it to us by July 1?

We greatly appreciate the cooperation your company has given us in the past. We think these statistics are vital to all of us who are financial planners. Thank you for your assistance.

Sincerely,
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[tab name=’Example 11′]

Example 11: Information Requesting Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Lamear:

May I ask a favor? Can you give me the name of an individual to whom I should write about contract rights to construct residential housing for the Navy?

From other sources, my understanding is that I should contact:

Commanding Officer
Northern Division
Navy Facilities Engineering Command
Philadelphia, PA 19112

However, I would much prefer writing to a specific individual who could take us out of the general paper shuffle.

Thank you for any help you can offer.

Sincerely,
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