Permission Letter To Conduct Research: How To Draft It Right!

In this article, I’ll share my insights and provide you with a step-by-step guide, including customizable templates , to craft your own effective permission letter for research.

Key Takeaways Understand the purpose and importance of a permission letter for research. Learn the essential components to include in your letter. Get a step-by-step guide to writing a compelling permission letter. Benefit from a customizable template to streamline your writing process. Discover practical tips from my personal experience to enhance your letter.

Understanding the Importance of a Permission Letter for Research

A permission letter for research is a crucial document that formally requests authorization to conduct a study in specific locations or collect data from a particular group.

It serves as a formal agreement between the researcher and the authority or individuals involved, ensuring that the research is conducted ethically and legally.

Step-by-Step Guide to Writing Your Permission Letter

Step 1: start with contact information and date.

Always begin your letter by stating your contact information at the top, followed by the date. This should include your name, address, phone number, and email address.

Step 2: Address the Recipient Properly

Address the recipient by their proper title and name. If you’re unsure, a general “To Whom It May Concern” can suffice, but personalized greetings are always more impactful.

Step 3: Introduce Yourself and Your Affiliation

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Introduce yourself, your position, and your affiliation. This sets the context and establishes your credibility.

Step 4: Clearly State the Purpose of Your Letter

Be clear and concise about your intent to seek permission for research. Mention the research topic and why the specific site or group is essential for your study.

Step 5: Provide Details of Your Research

Explain the scope of your research, the methodology you’ll use, and the expected duration. Transparency is key to gaining trust and approval.

Step 6: Assure Ethical Compliance

Highlight your commitment to ethical standards, including how you’ll ensure participant confidentiality and data protection.

Step 7: Request for Approval

Politely request permission to proceed with your research, expressing your willingness to comply with any required protocols or guidelines.

Step 8: Include Contact Information for Follow-up

Offer your contact information again, encouraging the recipient to reach out with any questions or requests for further details.

Step 9: Close with a Professional Salutation

End your letter with a professional closing, such as “Sincerely,” followed by your name and signature.

Template for a Permission Letter To Conduct Research

[Your Name] [Your Address] [City, State, Zip Code] [Phone Number] [Email Address] [Date]

[Recipient’s Name or Title] [Organization’s Name] [Address] [City, State, Zip Code]

Dear [Recipient’s Name or Title],

I am writing to request permission to conduct research at [location/site/group], as part of my [research project/study] on [topic]. My name is [Your Name], and I am a [Your Position] at [Your Institution or Organization].

The purpose of my research is to [briefly state the objective]. I believe that [location/site/group] is essential for my study because [reason]. The research will involve [describe the methodology], and I anticipate it will take approximately [duration] to complete.

I assure you that all research activities will adhere to the highest ethical standards. Participant confidentiality and data protection will be strictly maintained throughout the research process.

Your approval to conduct this research would be greatly appreciated. I am more than willing to adhere to any specific protocols or requirements you may have. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions or need further information.

Thank you for considering my request. I look forward to your positive response.

[Your Name] [Your Signature, if sending a hard copy]

Personal Tips from My Experience

  • Personalize Your Letter:  Tailoring the letter to the recipient shows respect and attention to detail.
  • Be Concise but Thorough:  Provide enough detail to inform but not so much that it overwhelms the reader.
  • Follow-Up:  Don’t hesitate to follow up if you haven’t received a response within a reasonable time frame.
  • Show Appreciation:  Always express gratitude for the recipient’s time and consideration.

I hope this guide helps you craft an effective permission letter for your research. I’d love to hear about your experiences or any additional tips you might have. Please share your thoughts and questions in the comments below!

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Frequently Asked Questions (FAQs)

A middle-aged Hispanic woman in business casual attire

Q: What is a permission letter to conduct research?

Answer : A permission letter to conduct research is a formal request to obtain permission from an organization or individual to conduct research on a particular topic. This type of letter is commonly used by students, researchers, and scholars who require permission to carry out their research.

Q: Why is a permission letter to conduct research important?

Answer : A permission letter to conduct research is important because it shows that the researcher has obtained the necessary permissions to conduct their research. It also provides a clear understanding of the scope and nature of the research and how it will be conducted, which can help to prevent misunderstandings or legal issues.

Q: Who should I address my permission letter to?

Answer : You should address your permission letter to the individual or organization that has the authority to grant permission for your research. This could be the head of the organization, a department manager, or an individual who is responsible for the area that you wish to conduct research in.

Q: What should I include in my permission letter to conduct research?

Answer : Your permission letter to conduct research should include an introduction that outlines your research topic and objectives, an explanation of why you need permission, an overview of your research methodology, details on the timeline and logistics of your research, and a formal closing that thanks the recipient for their time and consideration.

Q: How do I ensure that my permission letter to conduct research is effective?

Answer : To ensure that your permission letter to conduct research is effective, make sure that it is clear, concise, and polite. Provide detailed information about your research and the nature of your request, and address any potential concerns or objections that the recipient may have. Finally, proofread your letter carefully to ensure that it is free from errors and typos.

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research request letter sample

Permission Letter To Conduct Research

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Recipient's Name]



Subject: Request for Permission to Conduct Research

Dear [Recipient's Name],

I hope this letter finds you in good health and high spirits. My name is [Your Name], and I am a [your academic/professional background or affiliation] with a keen interest in [briefly describe your area of interest or expertise]. I am writing to request your kind permission to conduct research at [Institution/Organization name] as a part of my [mention degree program, if applicable] research project.

The purpose of my research is to [briefly explain the main objectives of your research and its potential benefits or contributions to the field]. The study will involve [describe the research methodology, such as surveys, interviews, observations, experiments, etc.] and is expected to be conducted from [start date] to [end date], though the duration may vary depending on the scope of the research.

I have chosen [Institution/Organization name] as the ideal setting for my research due to [explain why the chosen location is suitable for your research, such as access to resources, expertise, or relevant data]. I assure you that the research will be conducted with the utmost professionalism, adhering to all ethical guidelines and ensuring the privacy and confidentiality of all participants and collected data.

The data collected during the research will be used solely for academic purposes and may be included in my thesis/dissertation or other academic publications. I am committed to sharing the findings with the institution and am open to providing a summary of the results upon completion of the research.

Before proceeding with the research, I kindly request your formal permission to conduct this study at [Institution/Organization name]. Additionally, if there are any specific guidelines, procedures, or forms required by the institution for granting research permissions, please do let me know, and I will be glad to comply with all necessary requirements.

Thank you for considering my request. I am eager to receive your approval to commence my research at [Institution/Organization name]. If you have any questions or require further information, please feel free to contact me via email at [Your Email Address] or by phone at [Your Phone Number].

I look forward to your favorable response, and I sincerely appreciate your time and consideration.

Yours sincerely,

[Your Signature, if submitting a printed copy]

research request letter sample

Research Permission Request Letter

Research Permission Request Letter in Word, Google Docs

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Educator Resources

National Archives Logo

Conducting Research

Here is a sample letter for guiding your own request to the National Archives and Records Administration. Remember, the more specific your request, the better.

[Return Address] [Date]

Dear Archivist:

I am a student participating in National History Day. My topic is Amelia Earhart. According to entry 237.2 in the Guide to Federal Records at the National Archives , textual records related to this topic exist in the Records of the Aeronautics Branch and the Bureau of Air Commerce, 1922-38, of the Federal Aviation Administration.

I would like more information about these records. I know that the textual records in this group occupy over 1,500 cubic feet of space and that a finding aid entitled Preliminary Inventory of the Records of the Civil Aeronautics Administration NC6 (1962) exists. Unfortunately, I do not have access to this publication. Could you look at it for me and describe the records that exist pertaining to Amelia Earhart? I also need to know how much the National Archives charges for photocopies. When I determine which records will be useful for my project, I will be back in touch.

Thank you for your attention to this request.

[Your name]

National History Day Student

Now it is your turn:

Dear Archivist at the National Archives:

I am a student participating in National History Day. My topic is _________________. According to entry number __ ( cite number ) ____in the ______________ ( cite reference source ) ___________, records related to this topic exist in the Records of the _______ ( cite name of record group ) _______.

[ If your search for information led you to a specific item, cite the item and ask for information about obtaining a copy. If your search for information led you to a series of records that contain or may contain information of interest to you, ask for a search of those records for documentation pertaining to your topic. The more specific your request the better the chances of locating documentation useful to you. For example, instead of asking for records about the U.S. Navy during World War II, ask for the log of a specific ship (including ship name or hull number) for a specific date span. Rather than requesting records documenting the nation's Westward Expansion, ask for maps of the Oregon Trail, architectural drawings of Fort Laramie, photographs or drawings from the Hayden expedition, etc. ]

[ If your search for information produced no helpful results then phrase a request for documentation that is as specific as possible. Specific requests read like the following: I would like a VHS videotape copy of motion picture footage of the lift-off and splashdown of Apollo 13; I would like copies of photographs of the Yalta Conference during World War II; I would like copies of maps of the battlefield at Gettysburg; I would like audiocassette copies of sound recordings of the oral arguments before the Supreme Court in Roe v. Wade, October 11, 1972; I would like copies of nautical charts and soil erosion maps of the area surrounding Point Lookout, MD, for a specific date span; I would like copies of documentation pertaining to the awarding of the Congressional Medal of Honor to Sgt. Alvin York in World War I; or I would like copies of aerial photographs of Salt Lake City, UT around 1940. ]

[Your Name]


You can send your letter to the addresses you found during Activities 1, 2, 3, 4,or 5. If you don't have a specific address, the general address for reference requests is National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001, or you can e-mail it to [email protected] .

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  • Request Letters

How to Compose a Professional & Persuasive Request Letter

Last Updated: April 13, 2023 Fact Checked

Letter of Request Template

Writing a draft, finalizing the letter, preparing to write.

This article was co-authored by Melessa Sargent and by wikiHow staff writer, Dev Murphy, MA . Melessa Sargent is the President of Scriptwriters Network, a non-profit organization that brings in entertainment professionals to teach the art and business of script writing for TV, features and new media. The Network serves its members by providing educational programming, developing access and opportunity through alliances with industry professionals, and furthering the cause and quality of writing in the entertainment industry. Under Melessa's leadership, SWN has won numbers awards including the Los Angeles Award from 2014 through 2021, and the Innovation & Excellence award in 2020. There are 7 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 678,791 times.

Letters of request can serve many purposes, and at some point, you’ll likely have to write one. Whether it's to ask for a charitable contribution, a chance to make up a missed exam, a meeting with an expert in your field, or a document you need for a report you're writing, the style for writing these letters remains the same. If you need to write a request letter and don’t know where to begin, check out our handy guide below to make your letter more professional and persuasive.

Things You Should Know

  • Type your letter of request in a single-spaced legible font, like Times New Roman, and maintain an extra space between paragraphs.
  • Introduce yourself in the first paragraph, and briefly address why you are writing.
  • Describe your request more fully in the body of the letter, maintaining a respectful tone throughout. Be thorough but concise when you make your request.
  • Close your letter by letting the recipient know when you need your request fulfilled by (if there is a deadline) and thanking them for their consideration. Sign off politely.

research request letter sample

  • You may also include a subject line after the recipient's address, but this is optional.
  • Some people prefer to receive hard copies of your letter, but in some instances, sending your letter of request as an email may be acceptable. In this case, you won’t need to include the full address of the recipient, but still include your contact info.

Step 2 Start the letter with a salutation.

  • If you know the person you are writing to, you can use their first name, e.g. "Dear Tim." Otherwise, use the person's last name and the proper title, (eg. Dr., Mr., Ms. or Mrs.).
  • If you don’t know the name of the person you are writing to, use a salutation like "Dear Sir or Madam," or "To Whom It May Concern."

Step 3 Write an introductory paragraph.

  • If you have had any previous interaction with the recipient of your letter, the opening paragraph is also a good place to remind them of the nature of your association or the contact you've had in the past.
  • For example: "I am a student in your drama 101 class," "I'm the president of the Boston Citizens Charity Fund, an organization you've generously donated to for the last 10 years," or "I contacted you last month about the possibility of a class trip to your amusement park."
  • Establishing a connection may promote feelings of affinity with you that might increase the chances of your request being granted.

Step 4 Write a body paragraph.

  • Be thorough but brief when asking for what you want . Clearly explain what it is you are requesting and why the matter is worthy of consideration, but don't share your life story.
  • Leave the reader with no doubt as to what you want. For example: "I'm hoping you'll consider repeating your generous contribution this year," or "I'd like to respectfully request an opportunity to resubmit this paper."
  • Be factual, but be courteous, and keep emotions in check. For instance, opt for "I was very disappointed when I saw my grade. I would appreciate the opportunity to retake the exam" over "I'm so mad about this grade and I want a do-over!"

Step 5 Write a concluding paragraph.

  • For example, if you’re writing to request information or a meeting with someone that must occur before a certain date to be of any use to you, politely make that clear in the conclusion.
  • Even if your recipient ultimately does not grant your request, the fact that they have taken the time to read your letter and consider your wishes is worthy of thanks.

Step 6 Close the letter...

  • If you’re sending a physical letter, leave 4 lines of empty space between the closing and your typed name. In this space, sign your name with a pen.
  • If you’re enclosing any materials with your letter, insert this information after your closing, e.g. "Enclosures: 2."

Step 1 Set the letter aside for a few days before sending it.

  • Try not to write your letter of request at the last minute. However, if you don’t have the time to let the letter incubate for a few days, enlist a friend to read it over for you before sending it off. They’re likely to catch errors you may have missed.

Step 2 Edit

  • A good way to assess your writing is to read your letter out loud. This will help you to notice any missing words and generally get a sense of whether the language flows well and strikes the appropriate tone.
  • Try reading your letter backwards. This will help you catch grammatical or spelling errors you may have skimmed over while reading straight through. [7] X Research source

Step 3 Proofread the final draft.

  • It's a good idea to have someone else read your letter for this purpose as well. It’s much easier to overlook your own errors. [8] X Research source

Step 4 Send your letter.

  • If you’re struggling to begin brainstorming , get 3 blank pieces of paper and label them "why I am writing this letter," "the purpose of this letter," and "other thoughts."
  • Without worrying too much about details, take a few minutes and list your thoughts about the letter on these 3 pieces of paper.

Step 2 Consider your audience.

  • For example, what is this person's position, and how can they be of help? Will this person be making a final decision about your request, or making a decision about whether or not to pass your request on to a higher authority?
  • It's also a good idea to consider the recipient's knowledge of the topic you’re writing about. If your reader is not well-versed in the topic you are writing about, this will necessitate a different type of writing (i.e., use of simpler language and the inclusion of more background information) than if your recipient is already an expert on the matter.

Step 3 Make an outline.

  • Consider the main points you want to make and the secondary points you’ll use to support those points. Make sure your ideas are organized in a way that will make sense to your reader.

Community Q&A

Tom De Backer

  • Make your request confidently and persuasively, but don't make demands. Don't try to manipulate your reader with emotional appeals, threats, or unrealistic promises. These types of appeals are more likely to offend your reader than persuade them. Thanks Helpful 0 Not Helpful 2

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About This Article

Melessa Sargent

To write a letter of request, start by greeting the recipient with “Dear,” followed by the person’s last name and title, or “To Whom It May Concern.” Then, briefly explain who you are and why you’re writing in the 1st paragraph. Next, provide additional context and details about your request in the 2nd paragraph. After that, use the 3rd paragraph to note any time constraints, and express your appreciation for their consideration. Finally, close with something like “Sincerely” or “Respectfully,” and your signature. For more information, including how to format your letter so it looks professional, read on! Did this summary help you? Yes No

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Request Letter for Research Work from University Students

Request Letter for Research Work from University Students

[Below briefly describe on sample Request Letter for Research Work from University Students. You can follow this sample letter of data collection for research work in college and university by the authorities of college and university. You can also follow these sample recommendation application for information collection about the special students for research projects of university students. You can make changes as per your requirements.]


Concern Authority…

Job Designation…

Company/Institute name…

Office Address…

Sub: Application for Data Collection from University Students

I am conducting a research study to look at (research topic, e.g., “Level of implementation of Green Supply Chain Management Practices in various Organizations”] as part of my (university study/course project) and need the views of experienced “Supply Chain/Procurement/Production/Quality” managers. (Describe in your own words).

For this purpose I require your help for getting responses of relevant persons from your contacts. (Cordially Describe your requirements). Thanks a lot for your co-operation.

Thanks and Regards,

Your name…

Student I.D.

Department Name…

University name…

Another format,

Hope you are doing well. I am (Your name) from (University name) of (Subject and Department name). I am a 3rd-year student doing Bachelors (Degree name) in (Department name). I am currently taking a course on Non-Profit/Voluntary Organizations in which we are supposed to pick one NGO and analyze it on various dimensions. (Describe in your own words).

I hereby want to take your consent if you are willing to spend an hour two with me in which I try and learn about your organization. (Explain the actual cause and situation). Please find attached the template of questions that will make the foundation of our discussion. If you agree, I will pay a visit to your organization and learn about it. Hoping to hear from you. (Describe your requirements). Warm Regards,

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  • Data Collection Application Letter Request From University

"I am writing to request access to data and resources from [University Name] for various academic and research purposes. As a dedicated student in [Your Department/Major] at [Your University], I am committed to the responsible and ethical use of the data I am seeking access to. Whether it is for a research project, academic study, or historical research, my objective is to leverage the valuable resources available at [University Name] to enhance the quality and depth of my work. I understand and respect the importance of data security, confidentiality, and compliance with university policies, and I am prepared to adhere to all necessary agreements and requirements. Your support in facilitating my access to these resources will be invaluable to the success of my academic and research endeavors."

Template Research Data Collection Request

[Your Name] [Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Date]

[University Name] [Office or Department Name] [University Address] [City, State, ZIP Code]

Dear [Recipient's Name or Department],

I hope this letter finds you well. I am writing to request permission to collect data from [University Name] for my research project titled "[Your Research Project Title]." As a [Your Department/Major] student at [Your University], I am interested in conducting this research to [Briefly Explain Your Research Objectives and Purpose].

I understand that [University Name] holds valuable data that can significantly contribute to the success of my research. I am committed to maintaining the highest standards of confidentiality, data protection, and research ethics. I will strictly adhere to all university policies and guidelines regarding data collection and usage.

I kindly request access to the following data sources:

[Specify Data Source 1] [Specify Data Source 2] [Specify Data Source 3] I assure you that the data collected will be used solely for academic research purposes, and I will provide the university with a copy of my research findings upon completion.

I am willing to sign any necessary confidentiality agreements and adhere to any additional requirements set by [University Name] to ensure the responsible and ethical use of the data. If approved, I will be grateful for your assistance in facilitating my access to the requested data.

Thank you for considering my request. I would be happy to meet in person to discuss this further or provide any additional information needed. Please feel free to contact me at [Your Email Address] or [Your Phone Number].

[Your Name]

Template Data Access Request for Academic Project

I am writing to request access to specific data from [University Name] for my academic project in the field of [Your Academic Field]. My project, titled "[Your Academic Project Title]," requires access to relevant data to enhance its depth and quality.

I am a dedicated student at [Your University] and have been guided by my professors to explore [University Name]'s resources. The data I am seeking access to will be used solely for academic purposes and will be handled with the utmost care and responsibility.

The data I require for my project includes:

[Specify Data Source 1] [Specify Data Source 2] [Specify Data Source 3] I am fully aware of the university's policies regarding data access and confidentiality and am committed to adhering to them. I am open to signing any necessary agreements or fulfilling any additional requirements as needed.

I kindly request your assistance in granting me access to the specified data sources. Your support will greatly contribute to the success of my academic project.

If you require any additional information or have questions, please feel free to contact me at [Your Email Address] or [Your Phone Number].

Thank you for considering my request. I look forward to your positive response.

Template Request for University Survey Data

I am writing to formally request access to survey data collected by [University Name] for my academic research project. I am a [Your Department/Major] student at [Your University], and my project, titled "[Your Research Project Title]," aims to [Briefly Explain Your Research Objectives and Purpose].

I believe that the survey data collected by [University Name] can provide valuable insights for my research. I assure you that I will handle this data with the utmost care, ensuring that it is used exclusively for academic research purposes and in compliance with all relevant university policies and ethical guidelines.

I kindly request access to the following survey data:

[Specify Survey 1] [Specify Survey 2] [Specify Survey 3] I am willing to sign any required agreements and adhere to additional guidelines or requirements stipulated by [University Name] to ensure responsible data usage.

Your support in granting me access to this data will significantly contribute to the success of my research. I am available for any meetings or discussions you may require, and I can be reached at [Your Email Address] or [Your Phone Number].

Template Request for Historical University Data

[University Name] [University Archives or Data Department] [University Address] [City, State, ZIP Code]

I am writing to request access to historical data and archives maintained by [University Name]. As an aspiring historian and student of [Your Major/Department] at [Your University], I am embarking on a research project focusing on the history of [Your Research Focus].

I believe that [University Name] holds a wealth of historical records, documents, and archives that can significantly contribute to my research. I assure you that I will handle this historical data with the utmost care, respecting its historical value and ensuring its responsible use.

I kindly request access to the following historical data:

[Specify Historical Data Source 1] [Specify Historical Data Source 2] [Specify Historical Data Source 3] I am willing to comply with any necessary agreements, terms, and conditions specified by [University Name] for accessing and using historical data.

Your support in granting me access to these historical resources will greatly enhance the quality and depth of my research. I am open to any discussions or meetings you deem necessary, and I can be reached at [Your Email Address] or [Your Phone Number].

We are delighted to extend our professional proofreading and writing services to cater to all your business and professional requirements, absolutely free of charge. Should you need any email, letter, or application templates, please do not hesitate to reach out to us at Kindly leave a comment stating your request, and we will ensure to provide the necessary template at the earliest.

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Writing persuasive request letters: tips and samples

Svetlana Cheusheva

If your job involves business correspondence, then you certainly write request letters , occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.

Shared Email Templates

As to request for money letters , all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.

Time-saving tip ! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then, you will be able to send personalized custom-tailored business emails with a mouse click!

All it takes is the Shared Email Templates add-in that you can see on the right. Once you have it in your Outlook, you won't have to type the same phrases over and over again.

Just double click the template and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!

Don't hesitate to check it out right now; a free version is available for download on Microsoft AppStore .

Well, back to writing business letters, further on in the article you will find:

Business letter format

A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.

You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.

  • Date . Type a date a few lines below the letterhead or return address. The standard is 2-3 lines (one to four lines are acceptable).
  • Re: Invoice # 000987
  • Re: Your letter dated 4/1/2014
  • On-Arrival Notices (optional) . If you want to include a notation on private or confidential correspondence, type it below the reference line in uppercase, if appropriate. For example, PERSONAL or CONFIDENTIAL.
  • Attention Line (optional). Type the name of the person whom you're trying to reach. If you wrote the person's name in the Inside Address, skip the Attention Line.
  • Dear Dr. Brown:
  • Dear Ms. Smith,

If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:

  • Dear Sir or Madam
  • To Whom it May Concern
  • Body . This is the main part of your letter, usually consisting of 2 - 5 paragraphs, with a blank line between each paragraph. In the first paragraph, write a friendly opening and then state your main point. In the next few paragraphs, provided background information and supporting details. Finally, write the closing paragraph where you restate the purpose of the letter and request some action, if applicable. See tips on writing persuasive business letters for more details.
  • Respectfully yours (very formal)
  • Sincerely or Kind regards or Yours truly (most useful closings in business letters)
  • Best regards, Cordially yours (slightly more personal and friendly)
  • Signature. As a rule, a signature comes four blank lines after the Complimentary Close. Type your name below a signature and add a title, if needed.
  • Enclosures: 2
  • Enclosures (2)

Sample Donation Letter

10 tips to write persuasive request letters

Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.

  • Know your addressee . Before you start composing you request letter, ask yourself these questions. Who is my reader and how exactly can they help me? Are they decision makers or will they just pass along my request to a senior officer? Both the style and contents of your request letter will depend on the reader's position.
  • Do not be verbose . Be clear, brief and to the point. A rule of a thumb is this - don't use two words when one would suffice. Just remember the famous quote by Mark Twain - "I didn't have time to write a short letter, so I wrote a long one instead". A person in his position could afford that, and… he was not requesting anything : )

Here's a very poor example of a cover letter: " In every regard, my qualifications appear to be consistent with the desires expressed by your advertisement and based on the voice of your company's blogs, I really think that I was meant to be a [Position] in your company."

And this is a good one: " I have good skills and experience in [Your area of expertise] and I would be most grateful if you consider me for any suitable position."

  • Add call to action . Put action in your request letters wherever is possible. The easiest way is to use action verbs and the active voice rather than passive.
  • Convince but do not demand . Do not treat your addressees as if they owe you something. Instead, catch the reader's attention by mentioning common ground and emphasize the benefits of acting.
  • Do not be burdensome . Give readers all the information needed and tell what exactly you want them to do. Simplify the job for the person to respond - include contact information, direct phone numbers, give links or attach files, whatever is appropriate
  • Write in a friendly way and appeal to the reader's feelings . Though you are writing a business letter, don't be superfluously businesslike. Friendly letters make friends, so write your request letters in a friendly way as if you are talking to your real friend or an old acquaintance. We are all humans, and it may be a good idea to appeal to humanity, generosity, or sympathy of your correspondent.
  • Remain polite and professional . Even if you are writing an order cancellation request or complaint letter, remain polite and courteous, simply state the issue(s), provide all relevant information and be sure to avoid threats and calumny.
  • Mind your grammar ! Rephrasing a well-known saying - "grammar counts for first impressions". Poor grammar like poor manners may spoil everything, so be sure to proofread all business letters you send.
  • Review before sending . When you have finished composing the letter, read it aloud. If your key point is not crystal clear, write it over. It's better to invest some time in re-writing and get a response, than make it fast and have your letter thrown away in a bin straight away.

Samples of request letters

Below you will find a few examples of request letters for different occasions.

Sample letter of recommendation request

Dear Mr. Brown:

I hope you are doing well. I have warm memories of your remarkable leadership and support for teachers during my employment at XYZ High School.

Presently, I am applying to XYZ school district and am required to submit three letters of recommendation. I am writing to ask if you would write a letter of recommendation on my behalf.

I would like to provide you with some background information that may assist you, should you decide to write this letter <your background information>.

Request for information

Thank you for submitting your resume in response to the <position> we advertised. In addition to your resume, we also need three references and a list of past employers for the past three years, along with their phone numbers.

Our policy is to thoroughly review the background of each candidate in order to select the most suitable person for this job.

Request for character reference

<Applicant> has applied with our company for a position in our <department>. He / she has given your name as a character reference. Would you be kind enough to provide us with your written evaluation of this person.

Donation request

I am sending this to you as a fellow member of our community. I'm sure that you value living in such a quiet and peaceful neighborhood, just like I do.

You know, sometimes in order to keep one's community quiet and peaceful one has to take action. As you may know, our local Community Committee has been meeting over the past two months to try to find ways to reduce the break-in rate in our area. Last week they released their recommendations on how best to combat that problem.

Their primary recommendation calls for increased police and security patrols to supplement the local Neighborhood Watch program. Unfortunately, the needed amount is not included in this year's municipal budget allocation.

Therefore, as a concerned member of this community I have decided that my business will donate $ for every $ raised in the community to cover the additional security costs. I urge you to join me today in supporting this worthy cause for our common good.

To make your donation today you can drop in to either one of our two stores and deposit your donation in the boxes provided near the front cashes. If you can't make it to the store, please send a check or money order, made out to "XYZ" and mail it to the address listed above.

Requesting a favor

I am writing you to ask you for a favor that I hope you could do for me.

In less than three months I will be taking the <Examination>, with the hope to enter the <University or College>, where they have the best graduate school program for the course that I am interested in.

The school places an extremely high emphasis on a student's success in the exam, which is why I feel extremely pressured to get an above average score on the Graduate Record Examination.

Because you recently graduated with a degree in <science>, you are naturally the first person I thought of when considering who I could approach to assist me. I am not asking for too much time, I would really appreciate any pointers you could give me and a few lessons on the <sections>, which I feel are my weakest points.

Request for product return / replacement

On <date> I placed an order for the <product>, received it on <date>. I have discovered that the purchased product has the following problem: <add details>

Since the product you delivered is not of satisfactory quality <is not fit for the purpose>, I am entitled to have it <repaired / replaced> and I would request that you confirm that you will do this within the next seven days. I also require you to confirm whether you will arrange for the <item> to be collected or will reimburse me for the cost of returning it.

And this is all for today. Hopefully, this information will help you compose properly formatted business letter in general and persuasive request letters in particular, and always get the desired response. Thank you for reading!

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Drafting an effective reference request email


Jump to section

What’s a reference?

The importance of choosing the right references, who should i ask to be a reference, how to ask for a reference by email, how to write a reference request email, reference request email examples, references are the secret to job hunting success.

Picture this: you’re putting together an application for your dream job, fine-tuning your resume and proofreading your cover letter. Before you send your documents off to the hiring manager, you know it’s time to ask some people if they’ll be your references.

But you aren’t sure who would be the best reference, and if you do, you might not know how to ask if they’re willing to vouch for you. Fortunately, the people you’re thinking of asking likely know you and your skills well from past experiences, meaning they’d be happy to help you take the next step in your career path. 

And sending a polite, well-worded reference request email is the launching pad you need to line up a list of references that will make a favorable impression on potential employers. Let’s explore how to write one that empowers you to land the next job you want.


A reference is a person or contact you share with a potential employer who can speak to your professional experience.

Anyone can talk up their own accomplishments, but your references provide proof that what you say about yourself on your resume is true. In addition to confirming the information in your resume, your reference can also offer insight into your past performance and predict your ability to take on the new role.

Their word becomes a powerful endorsement, assuring your prospective employer that they’re making the right decision in extending a job offer — or persuading them to go with another candidate. 

When should I ask someone to be a reference?

The best time to ask someone to be a professional reference is when you don’t need one.

Acting as a reference is a serious role for many people. Most of your options — including your current or former boss — won’t appreciate a last-minute call or reference letter request. It’s best to arrange your references as soon as you start your job search so everyone has plenty of time to decide what to say and prepare for questions.


Survey data from global staffing firm Accountemps suggests that one in three candidates are removed from consideration following reference checks . Such an evaluation almost always includes information about your previous employment, experience in past roles, and more. And a strong reference might be what you need to tip the scales in your favor against other strong applicants.

Employers want to get as much information from your references as possible. Because it’s a hiring manager’s job to offer the job to the strongest candidate , you need a reference who can attest to the stellar person and employee you are.

The hiring process is all about giving potential employers a chance to get to know you better. Positive comments from a good reference can help you stand out and improve your chances of locking down your desired position. Your reference can help you land the job by enthusiastically discussing your:

  • Growth potential
  • Skills and experience
  • Qualifications
  • Personality

Typically, a potential employer would like to hear from a boss or immediate supervisor at your most recent place of work. In some cases, they might also appreciate hearing from someone you worked cross-functionally with. They trust these types of references to paint a reliable and compelling picture of you as an applicant because they can speak to your current skills, work ethic , and character. However, if your current job doesn’t know you’re leaving and you aren’t ready to tell them, you also have other options.

Trusted co-workers and happy past clients can also describe what it’s like to work with you. These are also great options if you didn’t have the best experience at your last job and aren’t sure if management will be honest or objective. Whatever the case may be, you want to ask someone who thinks highly of you and steer clear of those with negative impressions.

If you’ve just completed your education, you likely don’t have many professional references. To fill this gap, consider seeking an academic or character reference from a professor you worked well with, someone who’s mentored you in your chosen field, or a person you’ve done volunteer work with. 

Wondering how to ask a professor to be a reference by email? Treat them just as you would a professional colleague — kindly and courteously.


Asking for a reference involves more than just making your request known — your message must be clear, courteous, and consider the other person’s needs. 

Here are eight tips for asking someone to be your reference via email:

  • Choose someone you believe will respond favorably to the request: If you’re asking someone you didn’t work with very closely, the probably won’t be the strongest reference. Make sure your list of potential referees includes people who can truly vouch for your work ethic.
  • Use a clear, simple subject line and be direct in the email’s body: Don’t cloud the request with unnecessary information.
  • Always ask the person for permission before you add them to your list of references: Surprise phone calls and emails reflect poorly on you and may negatively affect your relationship with your potential reference.
  • Make sure they’re a good reference: If they can’t right now (or don’t want to), always give them the option to decline your request.
  • Provide your reference with all the information they need:  Send them an updated resume, the company’s name, and the job description of the role you’re applying for. This is especially important if it’s been a while since you last worked together, and they need an update on where you are now.
  • Include your contact information in the reference request email: Your potential reference might have questions or need additional information before agreeing.
  • Notify your reference whenever you share your list of references with an employer: This way, they know to expect a phone call or email asking for a reference.
  • Express your gratitude: Don’t forget to send a thank-you email for the reference’s contributions each time you kickstart a new round of job searching.

Now that you know what to say, it’s time to write that email. Here are a few solid tips for formatting each section:

  • Subject line: Keep this part simple. Consider something like “Reference request: [your name]” or “Would you provide me with a reference?” You can be a tad more informal if you know the referee well.
  • Opening line: Use the opening line of your email to soften your request by letting the recipient know you value their opinion. And if you need to remind them who you are, this is the perfect place to do so.
  • Email body: Use this space to clearly articulate your request for a reference and provide some details about the new company and role.
  • Conclusion : Let your potential reference know when someone might get in touch with them, ask their permission to include them as a reference, and thank them for taking the time to read your email.


As you’ll see in the following reference email examples, it’s best to keep your message short, sweet, and to the point — this is respectful of the recipient’s time. With that in mind, here are a couple of reference email templates.

These concise yet effective reference request email templates can help you shake off writer’s block and craft the perfect message. Feel free to change as much or as little as you’d like.

Asking a colleague or manager

Dear [recipient’s name],

I hope you’re well!

I’m currently seeking employment for my next role and am writing to ask if you’d be comfortable providing a reference for me. Having worked with you for several years at [company], I believe you can provide potential employers with information about my skills and character that will improve my chances of being awarded the job.

I’ve attached my current resume. Please let me know if you need any additional information about my qualifications and, if you’re willing, what contact information I should provide for you. If this isn’t a good time, or if you aren’t comfortable providing a reference, please let me know. Thank you so much for your consideration.

Kind regards, [Your name]

[Your contact information]

Asking a teacher or mentor

Dear [teacher or mentor’s name]

I hope all is well. 

I am a former student from your [subject] class at [institution] in [time frame]. I was recently asked to provide academic references for [job or internship opportunity] and wanted to reach out to see if you’d be willing to contribute. I thought you’d be a fitting person to ask, as I truly enjoyed my time in your class and the material I had the opportunity to study, and I learned a great deal from you.

The deadline to turn in references is [deadline].

Please let me know whether you’d be willing to provide a reference. If you need any additional details from me, I’m happy to provide them.

Thank you in advance for your time.

Best, [Your name]

A good reference is someone who can vouch for your competency and character. Because references have the power to make or break your job search, you need to be sure you ask the right people in the right way, giving them all the information they need to provide a stellar report to your prospective employer.

With a little confidence and guidance from a reference request email template or two, you can put together a great list of references that will give you the boost you need to finally land your dream job .

Ace your job search

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Home » Letters » Approval Letters » Approval Letter for Research – Sample Letter for Approval of Research

Approval Letter for Research – Sample Letter for Approval of Research

research request letter sample

Table of Contents:

  • Sample Letter

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter for approval of research.

(Sender’s details) ____________ ____________ ____________

Date: __/__/____ (Date)

(Receiver’s details) ____________ ____________ ____________

Subject: Approval of research

Dear Sir/madam

This is with reference to your letter dated __/__/____ (Date) regarding approval for research. I am glad to announce that you have been granted permission to research the topic of ________ (mention topic).

As a ________ (graduate/masters/scholar/any other) student, we have high hopes from you. We noticed that your dream of studying ________ (mention topic with details). This research will provide you with interesting facts and we hope you continue doing research using ____________ (surveys/questionnaire/any other) method.

Your efforts are appreciated. We are happy to cooperate with you and we wish you luck and success in the future. Kindly contact me on _______________ for any further questions.

Sincerely, ___________

Live Preview

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

  • Start Typing: Enter your letter content in the "Letter Input" textarea.
  • Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

  • Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
  • Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

  • Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
  • Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

  • Print Letter: Click the "Print Letter" button after composing your letter.
  • Print Preview: A new browser window will open showing your letter formatted for printing.
  • Print: Use the print dialog in the browser to complete printing.
  • It's appropriate to address the recipient as "Sir/Madam" or "Dear Sir/Madam" to maintain a formal tone.
  • The subject line should clearly indicate the purpose of the letter, such as "Approval of Research" or "Research Approval Letter."
  • Yes, expressing gratitude for the approval and acknowledging the recipient's efforts is important in maintaining a positive and polite tone.
  • Yes, offering support and assistance demonstrates your willingness to collaborate and ensure the success of the research project.
  • It's advisable to provide an email address or phone number where the recipient can reach out for any additional questions or clarifications regarding the research approval.

By lettersdadmin

Related post, request letter for issuance of approval letter for delivery – sample letter for delivery approval.

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