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.

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,

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.

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,

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.

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,

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,

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,

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,

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,

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,

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,

Guidelines : Refusing

Refusing Information

Guidelines and Alternate Phrases

• Begin on a neutral or positive note.
• We received your letter asking about the nature of our bidding process.
• Thank you for your letter inquiring about our legal difficulties with Norman Raymond International.
• Explain why you cannot send the requested information.
• The information has not been compiled at this time.
• The information is not in a readily accessible form that would be appropriate for mailing outside the organization.
• Because some of the information is rather sensitive to our clients, we do not want to jeopardize client relationships by sending these documents outside our firm.
• We used to provide these maps to our customers, but the cost of mailing over 150,000 copies annually has become prohibitive. We hope you understand.
• Decline to provide the information in a courteous, positive tone.
• Offer to meet the requester’s needs in another way.
• Please write us again if we can help you in another way.
• Perhaps we can help you the next time.
• Thank you for writing. Let us know if we can provide anything further in the way of specification sheets.
• Let us know if we have overlooked another piece of information that may help you with your study.
• Is there some other way we can assist you?

Example 1: Sample letters for refusing the basic information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Warren:

I have received your November l letter requesting financial statements for the Zeeler Company; we especially appreciate your complimentary remarks about the future of our new Dallas division.

Because Zeeler Company is a wholly owned subsidiary of Buford Manufacturing Corporation, Zeeler does not publish financial information outside the company. Cash requirements for Zeeler are supplied by the parent company. I am, therefore, enclosing a copy of Buford Manufacturing Corporation’s Annual Report for 19–, which I hope will be of some help to you.

Please call me at 666-9983 if you need any additional information on the other two companies you are researching.

Sincerely,

Example 2: Letters for refusing the basic information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Wharton:

We’re so pleased to hear from you after having read The Wall Street Journal story on BYMED. The staff writer did such a fine job in extolling our virtues and growth pattern that we were caught unprepared for such a response from its readership.

I’m sorry to say we do not have completed brochures containing all the appropriate information on our radiators and heaters for the automotive market. As The Wall Street Journal story detailed, our total sales have increased 82 percent in the past six months, and current projections are that sales will indeed continue that growth pattern and profitability.

In lieu of a slick sales brochure, I have enclosed a specifications sheet, which I hope will answer some of your questions. We also hope, after reviewing the enclosed information, you will agree BYMED represents an excellent investment opportunity.

Cordially,

Example 3: Information Refusing Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Martin:

Your March 2 letter to Mr. John Trudeau has been referred to me because of the sensitivity of the Marietta issues.

Unfortunately, we don’t agree with your interpretation of the Section 6 clause of our November 10 contract. We do not think we are required by law to furnish you with the proposal information developed over a period of time at a great expense to Vitco Inc. After careful consideration, I’m sure you will understand our position.

If you have other questions to which we may be able to provide answers, please write again.

Sincerely,

Example 4: Example Letter of Refusing

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Gage:

Thank you for your interest in the Modeso Company’s alliance with Apex Industries. However, as the merger process is not yet complete, we are unable to authorize release of any materials concerning our bidding processes.

The merger is scheduled to be completed within the next two months. After that time we will be working on creating a new bidding procedures handbook that will reflect the needs of our new organization. If you would like to request information at that time, we will be happy to help you in any way we can.

Sincerely,

Example 5: Refusing Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Kauri:

Thank you for your enthusiasm concerning the design of the new B416 Trans Unit. As this design has not yet been patented, however, we are unable to release any drawings or spec sheets concerning its interior machinery. We trust you will understand our inability to allow you access until we receive our patent confirmation.

We are however, mailing you a promotional brochure that does answer many of the general questions you had concerning the B416 and its potential to drastically change the market’s current trends. We hope this information will aide you in your research.

Please let us know if we can provide you with any other assistance.

Sincerely,

Guidelines : Providing

Providing Information

Guidelines and Alternate Phrases

Thank the reader for the inquiry.

• We are glad to learn of your interest in our products.
• Thank you for letting us know of your specific needs. We are happy, of course, to supply you with the information you need.
• Thank you for your interest in our bidding procedures.
• We were pleased to receive your letter asking for information about local distributors.
• Mention immediately the information you are providing.
• We are pleased to enclose….
• We are mailing you separately….
• Shortly, you will be receiving….
• Today I have mailed….
• Mention anything you can’t send and explain why.
• Such information is confidential and, therefore, not available for distribution.
• We regret we cannot also include the list of stockholders participating in this venture, but the information is quite confidential, as you might understand.
• We regret we simply do not have the available staff to research the kind of information you need.
• Although we would like to provide this information to all our vendors, the cost is quite prohibitive.
• The other information, I’m afraid, is simply not available to me. I’m sorry.
• Offer to help the requester in some other way. What information can you provide? Can you refer the requester to someone else who may be able to help?
• I’m forwarding your request to Joe Bitten, hoping he may be able to answer your last two questions.
• In an attempt to give you at least a partial answer, I’ve enclosed….
• Express appreciation and invite further inquiries if that is appropriate.
• Let us know if this doesn’t answer your questions fully. Thank you for asking.
• Thank you for giving us the opportunity to provide the information upon which you can make a decision. We hope to hear from you again soon.
• I hope this helps. Thank you for your letter and feel free to write again.

Example 1: Sample Letter for Providing Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Thatcher:

Thank you for your response to our recent Trends newsletter. As you requested on our response card, we are enclosing your free copy of “Hot Tips for Cold Investors.”

We noted your answers to the other card queries about your specific investment interests. As new offerings are made, we’ll contact you again with items in those areas.

We appreciate the opportunity to assist you in your financial decisions and hope you’ll contact any of our staff again when you need further information.

Sincerely,

Example 2: Letter for Providing Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Whitmeyer:

I have attached copies of the certificates requested by the Port of Houston Authority:

• Insured endorsements
• OCP policy with a $500,000 limit
• Notices of cancellation

The job will last approximately 90 days and will involve earthwork and some underground storm work to provide proper sloping and drainage of the site. The site is approximately 3500 feet from the ship channel and involves no in-water or on-water exposure.

We have a very limited time (until May 1) to get the approved bonds and certificates to the Port Authority; therefore, I will appreciate your help in delivering them as soon as possible. We have come to expect your fine servicing of our accounts.

Thank you,

Example 3: Business Letter for Providing Basic Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jones:

Some of the materials you recently requested had to be retrieved from our archives, and if you could see our archives, you’d know that’s no easy task!

We are pleased to enclose the old product pricing policies you needed. However, we have been unable to locate the specifications on the AW-1893 engine. I’ve noted your request on my calendar and will ask my assistant, when she returns from vacation, if she can give me further clues as to where we might locate that information. If you don’t hear from me again, please understand the information is simply too old to still be in our possession.

Best wishes with your research. Let us know if we can help in other ways.

Sincerely,

Example 4: Providing Information Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Keyes:

We are pleased to provide you with a complimentary copy of the music sheets for “Canyon Trilogy.” It is exciting to see a music instructor such as yourself offer courses not only in jazz band and orchestra, but also in our country’s Native American instruments. We are sure the students will enjoy the new musical medium you are introducing them to.

If you decide to order performance copies, please call us at (800) 934-9997 and our customer service department will be happy to take your order. Or, your school secretary may fax your request to (319) 934-5868.

Thank you for you interest.

Regards,

Example 5: Letter of Providing Information

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Dr. Kimble:

We have received your request for information concerning our company’s current business transactions in Hong Kong. We are pleased that you would consider us a model of ethical business procedures and are sending you a copy of our latest in-house newsletter, which covers precisely the information you specified in your letter.

We wish you luck in your upcoming business ventures.

Yours Truly,