Writing a letter to ask for housing can be hard. Many people find it tough to write a good request letter. A well-written letter can help you get your housing faster instead of waiting for a long time.
Want to write a letter that gets you results? These samples will help you step by step. Each letter shows you what to write for your own needs.
Sample Letters of Request for Allotment of Quarters
Here are fifteen carefully crafted letters you can use as templates when requesting quarters allotment.
1. Basic Request Letter for Government Employee
The Administrative Officer
Housing Department
Government of [State/Province]
[City, Zip Code]
[Date]
Subject: Request for Allotment of Government Quarters
Dear Sir/Madam,
I am writing to ask for government housing based on my job as a [Your Position] in the [Department Name].
I have worked in this department since [Joining Date] and I am in Grade [Pay Grade/Level]. According to the housing rules, I can get Type [Type of Quarter] quarters.
My employee details are as follows:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Current Address: [Your Present Address]
Contact Number: [Your Phone Number]
Email: [Your Email Address]
Please look at my request as soon as you can. Rent prices in the city are very high now, and it is hard for me to find a good place to live that I can afford.
Please find attached the following documents: 1. Copy of my ID card 2. Latest salary slip 3. Letter from my department head
Thank you for your consideration.
Yours faithfully,
[Your Name]
[Your Signature]
[Your Designation]
2. Family-Based Request Letter
The Housing Authority
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Family Quarters Allotment
Dear Sir/Madam,
I would like to apply for family quarters allocation as my family will be joining me next month in [City Name].
Currently, I am staying in bachelor accommodation provided by the company, which is not suitable for a family of four. My wife and two children (ages 5 and 8) will be relocating here on [Date], and we require appropriate family housing.
My employment details are:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Designation: [Your Position]
Date of Joining: [Joining Date]
Based on the company housing policy and my position, I believe I am eligible for Type [Type/Category] family quarters. My current accommodation is located at [Current Address].
I would greatly appreciate if the quarters could be allotted before my family’s arrival date to allow us time for setting up. If possible, I would prefer accommodation near the company school, as both my children will be enrolled there.
Thank you for your understanding and assistance in this matter.
Yours sincerely,
[Your Name]
[Your Signature]
[Your Contact Number]
3. Medical Grounds Request Letter
The Housing Officer
[Organization/Department Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Quarters Allotment on Medical Grounds
Dear Sir/Madam,
I am writing to request special consideration for the allotment of quarters located on the ground floor or near the hospital facility due to medical reasons.
I have been diagnosed with [Medical Condition] which makes it difficult for me to climb stairs or travel long distances. My doctor has strongly advised that I stay in accommodation that does not require climbing stairs and is preferably close to medical facilities for regular check-ups and emergency situations.
My details are as follows:
Name: [Your Full Name] Employee ID: [Your ID Number] Department: [Your Department] Current Address: [Your Present Address] Contact Details: [Phone Number and Email]
Please find attached my medical reports and a recommendation letter from Dr. [Doctor’s Name] explaining my condition and housing requirements.
I would be extremely grateful if my application could be considered on priority basis given my health situation. This would significantly improve my quality of life and help me manage my condition better while continuing to fulfill my professional responsibilities.
Thank you for your kind consideration and understanding.
Yours sincerely,
[Your Name]
[Your Signature] [Your Designation]
4. New Employee Request Letter
The Accommodation Manager
[Company Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Staff Quarters Allotment for New Employee
Dear Sir/Madam,
As a recently appointed [Your Position] at [Company/Organization Name], I am writing to request allotment of staff quarters as mentioned in my appointment letter dated [Offer Letter Date].
I will be relocating from [Your Current City] to join the organization on [Joining Date], and would require accommodation from that date. According to my offer letter, I am eligible for Type [Type of Quarter] housing as per company policy.
My details for reference:
Name: [Your Full Name] Employee ID: [If assigned already] Department: [Your Department] Position: [Your Designation] Contact Number: [Your Phone Number] Email: [Your Email Address]
I would appreciate if the quarters could be made available at least two days before my joining date to allow me time to settle in before starting work. If possible, I would prefer accommodation closer to the office premises.
Please let me know what additional documentation or information you might need from my end to process this request.
Looking forward to your positive response.
Yours sincerely,
[Your Name] [Your Signature]
5. Transfer-Based Request Letter
The Housing Welfare Officer
[Department/Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Quarters Allotment Following Transfer
Dear Sir/Madam,
This is with reference to my recent transfer order [Transfer Order Number] dated [Date] from [Previous Location] to [Current Location]. I am writing to request the allotment of staff quarters at my new posting location.
I have reported to duty at the new location on [Joining Date] and currently staying in temporary accommodation which is both costly and inconvenient for long-term stay.
My service and transfer details are as follows:
Name: [Your Full Name] Employee ID: [Your ID Number] Department: [Your Department] Designation: [Your Position] Date of Transfer Order: [Date] Date of Joining at New Location: [Date] Previous Quarters Details (if any): [Previous Quarters Address]
As per the organization’s policy for transferred employees, I am eligible for Type [Type of Quarter] accommodation. I would request that my application be considered at the earliest as I need to vacate my temporary accommodation by [Date].
Please find attached copies of my transfer order, joining report, and other relevant documents as required for processing my application.
Thank you for your prompt attention to this matter.
Yours faithfully,
[Your Name] [Your Signature] [Your Contact Details]
6. Upgrade Request Letter
The Residential Accommodation Committee
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Upgrade to Larger Quarters
Dear Sir/Madam,
I am currently residing in Type [Current Type] quarters at [Current Address] which was allotted to me on [Allotment Date]. I am writing to request an upgrade to Type [Requested Type] quarters due to changed family circumstances.
The reason for my request is that my family size has increased with the recent addition of [Reason, e.g., “birth of twins,” “elderly parents moving in,” etc.]. My current accommodation has [Number] bedrooms which is now insufficient for a family of [Number] members.
My details are as follows:
Name: [Your Full Name] Employee ID: [Your ID Number] Department: [Your Department] Designation: [Your Position] Current Quarters: [Address and Type] Date of Current Allotment: [Date] Family Size: [Number] members
I have completed [Number] years of service with the organization and as per the housing policy, I am now eligible for larger accommodation based on my years of service and current pay grade.
I would be grateful if my request could be considered favorably. I am willing to accept any available Type [Requested Type] quarters in any of the residential colonies of the organization.
Thank you for your consideration.
Yours sincerely,
[Your Name] [Your Signature] [Your Contact Information]
7. Emergency Allotment Request Letter
The Emergency Housing Cell
[Department/Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Urgent Request for Temporary Quarters Allotment
Dear Sir/Madam,
I am writing to request emergency temporary accommodation due to an unfortunate situation that has left me and my family without housing.
On [Date of Incident], our rented apartment at [Address] was severely damaged due to [Reason, e.g., “a fire,” “flooding,” “structural issues declared unsafe by authorities,” etc.]. We have been advised by [Authority Name] to vacate the premises immediately as it is unsafe for habitation.
My employment details are:
Name: [Your Full Name] Employee ID: [Your ID Number] Department: [Your Department] Designation: [Your Position] Contact Number: [Your Phone Number] Email: [Your Email Address]
Currently, we are staying at a hotel which is financially unsustainable for us beyond a few days. As per the emergency housing provision policy of our organization, employees facing such situations can be provided with temporary quarters until permanent arrangements can be made.
I have attached the following documents to support my request: 1. Police/Fire Department report of the incident 2. Notice to vacate from building authorities 3. Photos documenting the damage
We would be extremely grateful for any assistance you can provide during this difficult time. Even temporary bachelor accommodation would be helpful until a more suitable option becomes available.
Thank you for your urgent attention to this matter.
Yours sincerely,
[Your Name] [Your Signature]
8. Location-Specific Request Letter
The Quarters Allotment Officer
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Quarters Allotment in [Specific Location/Colony]
Dear Sir/Madam,
I am writing to request the allotment of staff quarters specifically in the [Name of Colony/Area] residential area. Currently, I am eligible for Type [Type] quarters as per my designation and pay grade.
My preference for this specific location is based on several practical considerations:
1. Proximity to my office at [Office Location], which would reduce my daily commute time significantly 2. Nearness to [School/College Name] where my children are studying 3. Access to medical facilities, as my [Relation, e.g., “spouse,” “parent”] requires regular medical check-ups at [Hospital/Clinic Name] which is close to this area
My details for your reference:
Name: [Your Full Name] Employee ID: [Your ID Number] Department: [Your Department] Designation: [Your Position] Current Address: [Your Present Address] Contact Number: [Your Phone Number]
I understand that location-specific requests may take longer to process due to limited availability. However, I would greatly appreciate if my application could be kept pending for the requested location rather than being allotted quarters elsewhere.
I am willing to wait for up to [Time Period] for accommodation in my preferred location before considering alternatives.
Thank you for your consideration of my request.
Yours faithfully,
[Your Name] [Your Signature]
9. Disability-Friendly Quarters Request Letter
The Welfare Officer
Housing Department
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Disability-Friendly Quarters Allotment
Dear Sir/Madam,
I am writing to request special consideration for the allotment of disability-friendly quarters suitable for a wheelchair user.
As documented in my employee records, I am a person with physical disability requiring the use of a wheelchair for mobility. My current living arrangement presents several challenges including narrow doorways, lack of ramps, and inaccessible bathroom facilities.
My details are as follows:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Disability Certificate Number: [Certificate Number]
Current Address: [Your Present Address]
Contact Details: [Phone Number and Email]
As per government guidelines and the Rights of Persons with Disabilities Act, I am eligible for specially designed accessible housing. The features I require include:
1. Wheelchair-accessible entrance with ramps 2. Wider doorways (minimum 32 inches) 3. Accessible bathroom with grab bars and roll-in shower 4. Lower kitchen counters and accessible appliances 5. Ground floor location or building with elevator access
I have attached my disability certificate and a letter from my healthcare provider detailing my specific housing requirements.
Your assistance in this matter would greatly improve my quality of life and working efficiency. I would be happy to discuss any modifications that might be needed if fully accessible quarters are not readily available.
Thank you for your understanding and support.
Yours sincerely,
[Your Name] [Your Signature] [Your Designation]
10. Newly Married Employee Request Letter
The Housing Authority [Organization Name] [Address] [City, Zip Code]
[Date]
Subject: Request for Married Accommodation Following Recent Marriage
Dear Sir/Madam,
I wish to apply for married employees’ quarters following my recent marriage on [Marriage Date].
Currently, I am residing in single officers’ accommodation at [Current Address], which is not suitable for a married couple. As per the organization’s housing policy, married employees are eligible for family quarters based on their grade and position.
My employment and personal details are:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Designation: [Your Position]
Date of Joining: [Date]
Date of Marriage: [Date]
Spouse’s Name: [Spouse’s Name]
Spouse’s Occupation: [If applicable]
I have attached the following documents for your reference: 1. Marriage certificate 2. Joint photograph 3. Spouse’s ID proof 4. Declaration form as required by the housing department
Based on my current position, I believe I am eligible for Type [Type/Category] married accommodation. I would appreciate if the allotment could be processed within [Timeframe], as my spouse will be joining me on [Date].
Thank you for your assistance in this matter.
Yours sincerely,
[Your Name] [Your Signature] [Your Contact Number]
11. Educational Needs-Based Request Letter
The Quarters Allotment Committee
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Quarters Allotment Near Educational Institution
Dear Sir/Madam,
I am writing to request special consideration for the allotment of quarters located near [Name of School/College] where my child has recently secured admission for [Course/Class].
My son/daughter [Child’s Name] has been admitted to [Institution Name] for the academic year starting [Date]. The institution is located at [Institution Address], and commuting from our current residence at [Your Current Address] would require over [Time] hours of daily travel, which would be extremely taxing for a [Age]-year-old student.
My employment details are:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Designation: [Your Position]
Current Quarters: [If applicable]
Contact Number: [Your Phone Number]
I understand that the organization has staff quarters in [Area Name] which is within 2-3 kilometers of the institution. Allotment of quarters in this area would significantly ease the burden on my child and allow them to focus better on their studies.
I have attached the admission letter from the institution and the academic calendar showing the reporting date as supporting documents.
Your favorable consideration of my request would greatly help my family and contribute to my child’s educational success.
Thank you for your understanding.
Yours faithfully,
[Your Name] [Your Signature]
12. Joint Employee Couple Request Letter
The Housing Department [Organization Name] [Address] [City, Zip Code]
[Date]
Subject: Request for Quarters Allotment for Couple Both Employed in the Organization
Dear Sir/Madam,
We are writing to request family quarters allotment as a couple both employed within the organization.
My spouse [Spouse’s Name] and I both work for [Organization Name] in different departments. Currently, we are staying in separate bachelor accommodations, which is causing considerable inconvenience and additional expenses for our family.
Our employment details are as follows:
Applicant Details:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Designation: [Your Position]
Date of Joining: [Date]
Current Accommodation: [Address]
Spouse Details:
Name: [Spouse’s Name]
Employee ID: [Spouse’s ID Number]
Department: [Spouse’s Department]
Designation: [Spouse’s Position]
Date of Joining: [Date]
Current Accommodation: [Address]
As per the organization’s housing policy for jointly employed couples, we understand that we are eligible for Type [Type] quarters based on the higher grade of either spouse. Since [Name of higher-grade spouse] is in Grade [Grade/Level], we would like to request quarters accordingly.
We would prefer accommodation in any of the following areas, listed in order of preference: 1. [Area/Colony Name 1] 2. [Area/Colony Name 2] 3. [Area/Colony Name 3]
We have attached our marriage certificate and employment verification letters from our respective departments as required by the housing policy.
We would greatly appreciate your consideration of our request and look forward to your favorable response.
Yours sincerely,
[Your Name and Signature]
[Spouse’s Name and Signature]
[Contact Details of Both]
13. Security Concerns-Based Request Letter
The Chief Security Officer
Housing Department
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Secure Quarters Allotment Due to Security Concerns
Dear Sir/Madam,
I am writing to request urgent consideration for the allotment of quarters within a secure compound due to safety concerns at my current residence.
Over the past [Time Period], there have been several security incidents in my neighborhood at [Current Address], including [brief description of incidents, e.g., “break-ins,” “harassment,” “threats related to my work,” etc.]. As an employee working in the [sensitive department/position if applicable], these security concerns have a direct impact on both my personal safety and potentially sensitive work information.
My employment details are:
Name: [Your Full Name] Employee ID: [Your ID Number] Department: [Your Department] Designation: [Your Position] Current Address: [Your Present Address] Contact Number: [Your Phone Number]
I have already filed police reports regarding these incidents (copies attached) and have also informed my department head, [Name of Department Head], who has recommended this application for secure housing (recommendation letter attached).
The organization’s gated residential colonies with 24-hour security would provide the safe environment necessary for me to continue my duties without concern for personal safety. I would be particularly grateful for consideration of quarters in [Name of Secure Colony] if available.
Thank you for your urgent attention to this matter.
Yours sincerely,
[Your Name] [Your Signature] [Your Designation]
14. Retirement Transition Request Letter
The Housing Welfare Department
[Organization Name]
[Address]
[City, Zip Code]
[Date]
Subject: Request for Extension of Quarters Allotment During Retirement Transition
Dear Sir/Madam,
I am writing regarding my upcoming retirement from service and to request an extension for occupying my currently allotted quarters during my transition to post-retirement arrangements.
I will be retiring from the position of [Your Position] in the [Your Department] on [Retirement Date] after serving the organization for [Number] years. Currently, I am residing in the staff quarters at [Quarter Address] allotted to me on [Allotment Date].
My details are as follows:
Name: [Your Full Name]
Employee ID: [Your ID Number]
Department: [Your Department]
Date of Joining Service: [Date]
Date of Retirement: [Date]
Current Quarters: [Address and Type]
As per the standard procedure, I understand that I am required to vacate the quarters within [Number] months of retirement. However, due to [specific reason, e.g., “ongoing construction of my house,” “family medical situation,” “children’s academic year completion,” etc.], I would respectfully request an extension of [Number] additional months.
During this extension period, I am willing to pay the prescribed rent as per the organization’s policy for retired employees. I have already initiated the process for my permanent housing arrangement, which I expect to complete by [Expected Date].
I have attached the following documents to support my request: 1. Copy of retirement order 2. Evidence of arrangements being made for permanent housing 3. Any medical certificates or other supporting documents
I would be very grateful for your understanding and favorable consideration of my request during this transition period.
Yours faithfully,
[Your Name] [Your Signature] [Your Contact Details post-retirement]
15. First-Time Government Employee Request Letter
The Estate Officer
Government Housing Department
[Address]
[City, Zip Code]
[Date]
Subject: Request for First-Time Allotment of Government Quarters
Dear Sir/Madam,
As a first-time government employee, I would like to apply for the allotment of government residential quarters as per my eligibility.
I joined the [Department Name] as [Your Position] on [Joining Date] and have successfully completed my probation period on [Probation Completion Date]. This is my first government job, and I am now eligible to apply for government accommodation as per service rules.
My service and personal details are as follows:
Name: [Your Full Name]
Employee ID/Government ID: [Your ID Number]
Department: [Your Department]
Designation: [Your Position]
Pay Level/Grade: [Your Pay Level]
Date of Joining Government Service: [Date]
Current Residential Address: [Your Present Address]
Contact Details: [Phone Number and Email]
Family Details: [Number of family members who will stay with you]
Based on my pay grade and position, I understand that I am eligible for Type [Type] quarters. I do not own any house or flat in this city, as required by government housing rules. I have also attached a non-ownership certificate as proof.
Since I am new to government service, I would appreciate any guidance on additional documents or procedures required for first-time applicants. I am available for any verification or interview as per department protocol.
Thank you for considering my application.
Yours faithfully,
[Your Full Name]
[Your Signature]
[Your Designation]
[Your Department]
Conclusion on Request Letters for Quarters
These sample letters can help you start your housing request. Each case needs different details. Using the right words can help you get your housing faster.
Make sure you add all your details, clearly say why you qualify, and explain any special needs you have. If you don’t get an answer soon, ask again politely. Good luck with getting your housing!