If you are writing to request a favor from a firm, you may need to contact the corporate secretary to locate the relevant individual. Obtain this individual's full name, address, phone number, and title. You may need to create a separate request letter to inquire who you should write to. For example, if you want to know who handles requests for information about employees, write a letter to the human resources department.
You can also search for the right person by their job title. This will make it easier for them to find your letter since they will already have an idea of what it is you need.
Finally, you can send your letter through your local office or customer service team. These individuals may not have access to all areas of the company file, so they may not be able to help you directly. But they may know how to point you in the right direction.
When sending out letters it is important to write on official company letterhead. This shows that you are making the request as a representative of the company which adds weight to your message. Make sure that the letter is addressed to a real person. If you aren't sure who to send it to, then send it to everyone involved with making decisions about employee benefits. This will increase your chances of getting a response.
General Guidelines for Writing a Request Letter
Follow the 8 steps below to ask for a favor formally through email:
What is the proper method to request a favor and obtain what you desire?
A corporate letter begins with the envelope, which is an important aspect of delivering your message to the correct person at the organization. When addressing a letter to a specific person, include the individual's title and complete name on the first line, followed by the firm name and postal address on the next three lines. Make sure that the name and address are written in block letters, without italics or other typefaces.
After the name and address of the recipient comes the actual message itself. The beginning of the letter should be formal, and after providing some basic information about yourself, it's time to send your message to the person who is in charge of making decisions at the company you're writing to. Mention what you want them to know about yourself and your business relationship, and finish by giving contact details if they want to talk further.
To make your letter more personal, you can add a sentence mentioning a recent event or activity of the recipient. For example, you could say "I noticed on Facebook that [name] recently visited your page." Personal messages will help the recipient understand you better and give him/her the opportunity to get to know you. You should also write a short note about why you're sending them this letter. Explain what you want from the company and how you think that person can help you achieve that goal.
At the end of the letter, you need to provide contact details so that the recipient can get back to you directly.
5 Ways to Request a Favor More efficiently (and Less Inconveniently), Be forthright. I have a request of you. Make a complement. You're asking this specific individual for a purpose. Don't be a slacker. It's one thing to be asked for a favor. Provide an opt-out option. No matter how well you plan your requests for favors, not everyone will always be willing to assist you. Be Prepared to Respond. If you don't get a response to your favor request, it's important to keep trying until it's done.
If you're writing to someone at a company, the first line should be the firm's name. Follow "ATTN:" or "c/o" with the individual's name in the next line. If the letter is not addressed to a specific person or company, the opening line should simply be their name. No preface is needed.
For example: "Dear Employees, Please find attached our latest report on employee benefits."
If you need to send a document to multiple people inside an organization, use the C/O (care of) feature by adding the recipient's names and addresses to the envelope along with their job titles. The post office will then deliver the message to each addressee.
For example: "Dear employees John Smith and Mary Jones: Here is the information about the company trip to San Francisco."
If the company name is known but the exact name of the individual you are writing to isn't, you can still use the C/O system. For example: "Dear employees who may be responsible for providing travel support for the upcoming conference: Here is the information about the company trip to San Francisco."
In any case, include as much detail as possible about the recipient so that they can respond easily. You should also follow up if necessary after sending out letters to make sure that they received them.