Request Letter for Official Document

Request Letter for Official Document

[An official document contract request letter is written to request for a contract that has been damaged or cannot be traced. Below briefly describe on sample Request Letter for Official Document. It is a letter to explain to the relevant authority the reason the request and how the copy will be useful to the writer. This letter is documented to keep a record of a business deal or employment that one had with a relevant party. Such a letter is used to make a polite request for a replacement for the original document. You can make changes as per your requirements.]

From,

Sender/Your name…

Job designation/Address and contact info…

Date: DD/MM/YY (the date on which letter is written)

To,

Receiver/Authority Name…

Job designation and department name…

Sub: Request for Official Document

Dear (Sir/name),

My name is (name)and I worked with your company (name) as the (Job position). I would like to bring to your kind attention that I have lost important work contract documents issued by your company reference number (*****). (Describe in your words). Please find scanned copies attached herewith for your reference.

There was an (Actual cause…) incident in my house on (date) which destroyed most of my official documents. 9Describe actual problem and situation). I hereby write to request for a duplicate of this contract letter. I hope to start the proceedings of the claim for damaged items. (Explain your requirements). Please do the needful to get this done on a priority basis.

Kindly contact me through email (*****) if you have any other questions regarding this matter. I trust that the relevant replacement of the document will enable me to keep a record of my work in your company. (Cordially describe your greetings and expectation). Please do the needful and send me the documents to my home address (****). I hope for your prompt response to this matter.

Thank you in advance.

Yours Faithfully,

Your name…

Job designation/Address and contact info…

 

Another Format, (Email format)

TO: Receiver mail address, name.dgh@mail.com

From: Sender mail address, name.dfx@mail.com

Sub: Request for Official Document

Dear (Sir/name),

I write to bring to your kind attention that the business contract to deliver services to our company (ABC Corporation) was destroyed in a fire breakout (Occurrence type) that took place in our offices on (date). (Describe in your words). The investigation conducted indicated that there was a power malfunction that resulted in the fire.

We wish to request a copy of the original contract. Kindly receive the scanned copies attached herewith for your reference. (Describe actual problem and situation). The document was stored in a locked safe that succumbed to the fire. Everything in the cabinet was destroyed including the contract document. (Explain your requirements).

The company wishes to make the last payment for your services. Unfortunately, this transaction cannot be completed without a copy of the original document. Please handle this matter promptly so that we can proceed with making payment for the services you have delivered to our company in (date). Cordially describe your greetings and expectation). We look forward to hearing from you about this contract request letter.

Warm Regards,

Your name…

Job designation/Address and contact info…