Most of us will need to ask for important papers at some point. Whether you need school records, medical files, or business documents, knowing how to ask clearly can make all the difference. A well-written request letter shows you mean business and helps you get what you need without delays.
Ready to learn how to write request letters that get results? Below you’ll find 15 examples that cover many situations you might face. Each one follows a proven format that works time and again. Keep reading to discover exactly how to ask for any document with confidence and clarity.
Sample Letters of Request for Documents
Here are fifteen carefully crafted request letters you can use as templates when you need to ask for documents from various organizations.
1. Request for Academic Transcripts
May 15, 2025
Office of the Registrar
Greenfield University
500 College Drive
Greenfield, CA 94301
Subject: Request for Official Academic Transcripts
Dear Registrar’s Office,
This letter serves as my formal request for two copies of my official academic transcripts for the years 2018-2022 when I attended Greenfield University as a Business Administration student (Student ID: GU20180456).
The transcripts are needed for my graduate school application at Pacific State University, with an application deadline of June 30, 2025. Please include all coursework, grades, and degree confirmation.
You can mail the sealed transcripts to:
Taylor Johnson
123 Maple Avenue
Apt 4B
San Francisco, CA 94110
A payment of $25 for the transcript fees has been submitted through the university portal (Transaction ID: TR78901234).
Thank you for your assistance with this matter.
Sincerely,
Taylor Johnson
Email: tjohnson@email.com
Phone: (415) 555-0123
2. Request for Medical Records
April 5, 2025
Medical Records Department
Sunrise Medical Center
1500 Health Avenue
Chicago, IL 60601
Subject: Patient Medical Records Request
Dear Medical Records Department,
Please accept this letter as my official request for a complete copy of my medical records from Sunrise Medical Center, where I received treatment from January 2023 to March 2025.
The specific documents I need include:
– All doctor visit notes – Lab test results – Imaging reports (X-rays and MRI from February 2024) – Medication history – Treatment plans
These records are needed for my upcoming consultation with a specialist at Northwestern Medical Group scheduled for April 25, 2025.
My patient details are as follows:
Full Name: Morgan Rivera
Date of Birth: 09/15/1985
Patient ID: SMC-10567893
Please let me know if you need additional information to process this request. You can send the records electronically to my patient portal or mail physical copies to:
Morgan Rivera
789 Lakeview Drive
Chicago, IL 60610
Thank you for your help with this matter.
Respectfully,
Morgan Rivera
Phone: (312) 555-7890
Email: mrivera@email.com
3. Request for Employment Verification
April 10, 2025
Human Resources Department
Axiom Solutions, Inc.
350 Corporate Plaza
Boston, MA 02110
Subject: Employment Verification Document Request
Dear HR Department,
I hope this letter finds you well. I am writing to request an employment verification letter confirming my work history with Axiom Solutions, Inc.
I have been employed as a Senior Project Manager with your company since March 15, 2021. The verification letter should include my job title, dates of employment, and current salary information.
This document is needed for my mortgage application with First National Bank. The bank requires this documentation by April 25, 2025, to proceed with my home loan approval process.
Please email the letter to me at the address below or send it to:
Jordan Barnes
45 Commonwealth Avenue
Apt 12
Boston, MA 02116
Thank you for your prompt attention to this request. Your assistance is greatly appreciated.
Best regards,
Jordan Barnes
Employee ID: AX-5432
Department: Technology Solutions
Email: jbarnes@email.com
Phone: (617) 555-4321
4. Request for Tax Documents
March 28, 2025
Internal Revenue Service
Tax Records Department
P.O. Box 9941
Austin, TX 78701
Subject: Request for Copy of Tax Return Transcript
Dear Tax Records Department,
This letter is to request a tax return transcript for the tax years 2023 and 2024. These documents are needed for a home refinancing application I am currently pursuing.
My identifying information is as follows:
Full Name: Alex Patel
Social Security Number: XXX-XX-7890
Current Address: 567 Cedar Street, Austin, TX 78704
Previous Address (if relevant): 890 Pine Avenue, Austin, TX 78705
Phone Number: (512) 555-6789
I understand there might be processing time involved, but I would appreciate receiving these documents by April 20, 2025, if possible. The lending institution requires these documents to complete my refinancing application.
Please mail the tax return transcripts to my current address listed above. If you need additional information or documentation to fulfill this request, please contact me at the phone number or address provided.
Thank you for your assistance with this matter.
Sincerely,
Alex Patel
Email: apatel@email.com
5. Request for Birth Certificate Copy
April 2, 2025
Vital Records Office
Department of Health
200 Government Center
Miami, FL 33125
Subject: Request for Certified Copy of Birth Certificate
Dear Vital Records Office,
I am writing to request a certified copy of my birth certificate. This document is needed for a passport application I am preparing to submit next month.
My birth details are as follows:
Full Name on Birth Certificate: Casey Jordan Smith
Date of Birth: November 12, 1990
Place of Birth: Jackson Memorial Hospital, Miami, FL
Father’s Full Name: Michael James Smith
Mother’s Full Maiden Name: Patricia Ann Johnson
I have enclosed the following items: – Completed application form – Copy of my current driver’s license – Money order for $30 (fee for certified copy) – Self-addressed stamped envelope
Please mail the certified copy to:
Casey Smith
678 Sunset Boulevard
Apt 303
Miami, FL 33130
If you need additional information, please contact me at (305) 555-8765 or csmith@email.com. Thank you for your assistance.
Respectfully,
Casey Smith
6. Request for Insurance Policy Documents
April 8, 2025
Customer Service Department
Reliable Life Insurance Company
800 Insurance Plaza
Denver, CO 80202
Subject: Request for Copy of Insurance Policy Documents
Dear Customer Service Representative,
This letter serves as my formal request for a complete copy of my current life insurance policy documents. I need these for my financial planning review scheduled later this month.
My policy details are:
Policy Number: RL-789456123
Policyholder Name: Riley Morgan
Date of Policy Initiation: May 15, 2022
Specifically, I need the following documents: – Policy declaration page – Schedule of benefits – Terms and conditions – Riders or amendments (if any) – Current cash value statement
Please send these documents to my mailing address:
Riley Morgan
432 Mountain View Road
Denver, CO 80210
Or electronically to my email: rmorgan@email.com
Thank you for your help with this request. If you need additional information to process this request, please contact me at (720) 555-9876.
Kind regards,
Riley Morgan
7. Request for Property Deed
April 12, 2025
County Recorder’s Office
Harris County Administration Building
1001 County Records Lane
Houston, TX 77002
Subject: Request for Certified Copy of Property Deed
Dear County Recorder,
I am writing to request a certified copy of the property deed for my residence. This document is needed for refinancing purposes with my current lender.
The property details are as follows:
Property Address: 234 Oakwood Drive, Houston, TX 77005
Current Owner(s): Avery and Cameron Williams
Approximate Date of Purchase: June 10, 2019
Property ID or Parcel Number: HC-98765-43210
I have enclosed a check for $25 to cover the fee for a certified copy as stated on your website. If the amount is incorrect, please contact me so I can provide the correct payment.
Please mail the certified copy to:
Avery Williams
234 Oakwood Drive
Houston, TX 77005
Thank you for your assistance with this matter. If you require additional information, please contact me at (832) 555-3456 or awilliams@email.com.
Sincerely,
Avery Williams
8. Request for Vehicle Title Copy
April 15, 2025
Department of Motor Vehicles
Title and Registration Division
555 Government Center
Phoenix, AZ 85001
Subject: Request for Duplicate Vehicle Title
Dear DMV Title Division,
I am writing to request a duplicate vehicle title as my original title has been damaged beyond legibility due to water damage.
The vehicle and owner information are as follows:
Vehicle Make and Model: 2020 Toyota Camry
Vehicle Identification Number (VIN): JTDKB3FU6B1384756
License Plate Number: AZ-ABC1234
Registered Owner: Jamie Taylor
Current Registration Expiration: September 2025
I have completed the required Application for Duplicate Title (Form MVD-34) and included it with this letter. Also enclosed is: – Copy of my Arizona driver’s license – Check for $12 for the duplicate title fee – Copy of current vehicle registration
Please mail the duplicate title to my current address:
Jamie Taylor
456 Desert Bloom Street
Phoenix, AZ 85020
If you need additional information, please contact me at (602) 555-7890 or jtaylor@email.com. Thank you for your assistance with this matter.
Respectfully,
Jamie Taylor
9. Request for Financial Statements
April 6, 2025
Customer Service Department
First Federal Bank
300 Banking Plaza
Seattle, WA 98101
Subject: Request for Bank Statements
Dear Customer Service Representative,
I hope this letter finds you well. I am writing to request copies of my bank statements for my checking account for the period of January 1, 2024, through December 31, 2024.
My account details are as follows:
Account Holder: Drew Parker
Account Number: XXXX-XXXX-7890
Account Type: Premium Checking
Branch Location: Downtown Seattle Branch
These statements are needed for tax preparation purposes. If possible, I would prefer to receive these documents electronically through my secure online banking portal or via email at dparker@email.com.
If electronic delivery is not possible, please mail physical copies to:
Drew Parker
789 Rainier Avenue
Seattle, WA 98115
Thank you for your assistance with this request. If you need additional verification or have questions, please contact me at (206) 555-2345.
Kind regards,
Drew Parker
10. Request for Marriage Certificate
April 3, 2025
Vital Records Department
County Clerk’s Office
400 County Administration Building
Philadelphia, PA 19107
Subject: Request for Certified Copy of Marriage Certificate
Dear Vital Records Department,
I am writing to request a certified copy of my marriage certificate. This document is needed for a name change application with the Social Security Administration.
The marriage details are as follows:
Names of Spouses: Quinn Adams and Jordan Lee
Date of Marriage: June 15, 2023
Place of Marriage: City Hall, Philadelphia, PA
Certificate Number (if known): PA-2023-56789
I have enclosed the following: – Completed application form for vital records – Copy of my valid Pennsylvania driver’s license – Money order for $35 (fee for certified copy) – Self-addressed stamped envelope
Please mail the certified copy to:
Quinn Adams-Lee
567 Liberty Avenue
Apt 12B
Philadelphia, PA 19103
If you need additional information or documentation, please contact me at (215) 555-9012 or qadamslee@email.com.
Thank you for your assistance with this request.
Sincerely,
Quinn Adams-Lee
11. Request for Business License Copy
April 9, 2025
Business Licensing Division
City of Portland
1120 SW 5th Avenue
Portland, OR 97204
Subject: Request for Copy of Business License
Dear Licensing Division,
I am writing to request a certified copy of my current business license. The original document was damaged during a recent office relocation, and I need a replacement copy for display at my business premises as required by local regulations.
The business details are as follows:
Business Name: Green Leaf Cafe
Business License Number: BL-2023-45678
Business Address: 345 Pine Street, Portland, OR 97205
Owner Name: Taylor Morgan
License Issue Date: March 15, 2025
License Expiration Date: March 14, 2026
I have enclosed a check for $25 to cover the replacement fee as listed on the city website. If additional fees apply, please let me know.
Please mail the certified copy to my business address listed above. If you need additional information or verification, please contact me at (503) 555-3456 or tmorgan@greenleafcafe.com.
Thank you for your assistance with this matter.
Best regards,
Taylor Morgan
Owner, Green Leaf Cafe
12. Request for Citizenship Certificate Copy
April 14, 2025
U.S. Citizenship and Immigration Services
Document Services Branch
P.O. Box 648010
Lee’s Summit, MO 64064
Subject: Request for Replacement Certificate of Naturalization
Dear USCIS Document Services,
I am writing to request a replacement of my Certificate of Naturalization (Form N-550), which was lost during a recent move. This document is needed for employment verification with my new employer.
My information is as follows:
Full Name: Sasha Kim
A-Number: A123-456-789
Date of Birth: March 25, 1985
Certificate Number (if known): 32987654
Date and Place of Naturalization: July 4, 2018, Los Angeles, CA
I have completed Form N-565 (Application for Replacement Naturalization/Citizenship Document) and included it with this letter. Also enclosed are: – Copy of my driver’s license – Copy of my Social Security card – Two passport-style photos – Money order for the filing fee of $555
Please mail the replacement certificate to:
Sasha Kim
678 Willow Street
Apt 3C
Kansas City, MO 64111
If you need additional information or documentation, please contact me at (816) 555-7890 or skim@email.com.
Thank you for your attention to this matter.
Respectfully,
Sasha Kim
13. Request for School Records
April 1, 2025
School Records Office
Washington High School
2500 Education Drive
Washington, DC 20001
Subject: Request for Student Records
Dear Records Officer,
I am writing to request a complete copy of my son’s academic records from Washington High School. These records are needed for his transfer to Lincoln Academy for the upcoming academic year.
Student details:
Student Name: Noah Johnson
Date of Birth: September 5, 2008
Student ID Number: WHS-345678
Years of Attendance: 2022-2025 (grades 9-11)
The specific documents needed include: – Official transcripts with courses and grades – Standardized test scores – Attendance records – Immunization records – Special education records (if applicable)
As the parent and legal guardian of Noah Johnson, I have enclosed a signed authorization form and a copy of my ID for verification purposes.
Please send the requested documents to:
Robin Johnson
456 Constitution Avenue
Washington, DC 20003
Or electronically to: rjohnson@email.com
Thank you for your assistance with this request. Lincoln Academy needs these records by May 15, 2025, for proper placement. If you need additional information, please contact me at (202) 555-6789.
Sincerely,
Robin Johnson
Parent/Guardian
14. Request for Pension Plan Documents
April 7, 2025
Benefits Administration Department
National Manufacturing Company
700 Industrial Parkway
Detroit, MI 48201
Subject: Request for Pension Plan Documents
Dear Benefits Administrator,
I am writing to request copies of my pension plan documents and current benefit statement. These documents are needed for my retirement planning session with my financial advisor next month.
My employment and pension details are:
Employee Name: Terry Williams
Employee ID: NMC-78901
Date of Hire: March 10, 1995
Department: Production Engineering
Plan Name/Number: National Manufacturing Retirement Plan / #NM-401
Specifically, I am requesting: – Summary Plan Description (SPD) – Most recent Annual Funding Notice – My current benefit statement showing accrued benefits – Projection of benefits at my planned retirement date (July 2026)
Please send these documents to my home address:
Terry Williams
890 Lakeside Drive
Troy, MI 48084
Or electronically to: twilliams@email.com
Thank you for your assistance with this request. If you need additional information or verification, please contact me at (248) 555-3456.
Kind regards,
Terry Williams
15. Request for Utility Service History
April 13, 2025
Customer Records Department
City Power and Water
600 Utility Plaza
Atlanta, GA 30303
Subject: Request for Utility Service History Documentation
Dear Customer Records Department,
I hope this letter finds you well. I am writing to request documentation of my utility service history for the past two years (April 2023 to April 2025) at my current residence. This information is needed for a rental application at a new property.
My account details are:
Account Holder: Jesse Martinez
Account Number: CPW-123456-78
Service Address: 789 Peachtree Street, Apt 5D, Atlanta, GA 30308
Phone Number: (404) 555-8901
Specifically, I need documentation showing: – Consistency of payment – Payment amounts and dates – Confirmation of good standing
A simple letter confirming my service history and payment record would be sufficient. Please note that time is of the essence as my rental application deadline is April 25, 2025.
Please send this documentation to:
Jesse Martinez
789 Peachtree Street
Apt 5D
Atlanta, GA 30308
Or via email to: jmartinez@email.com
If you need additional information or verification, please contact me at the phone number listed above.
Thank you for your prompt attention to this matter.
Sincerely,
Jesse Martinez
Wrap-up: Sample Request Letters
The right request letter can make all the difference when you need important documents. Each letter should clearly state what you need, why you need it, and how it should be sent to you. Adding your contact information helps if there are questions about your request.
Keep your tone respectful but direct. State deadlines clearly if you have them. Follow up if needed after sending your letter. With these sample letters as your guide, you can confidently request any document you need from schools, government offices, businesses, or other organizations.