Request Letter for Duplicate Official Document or Contract
[Here briefly describe on sample Request Letter for Duplicate Official Document or Contract. The objective of writing this letter is to request a duplicate copy of your important document that was lost due to some reason. It is essential that you should give the appropriate reason to the concerned authority while asking for a duplicate copy of your document. You can make changes as per your requirements.]
Date: DD/MM/YY (Date on which letter is written)
Sub: Letter for Duplicate Official Document
I would like to bring to your kind attention that the property documents of (Document type) have been destroyed due to (Show your actual cause and situation). We would need the duplicate copy of the same for taxation purpose. (Describe in your words).
I would be very grateful to you if you could get the needful done on priority basis and issue us the copy of the documents. (Explain all about the situation). They are required on an urgent basis by the taxation department. I am enclosing all the documents for verification purpose with this letter for your consideration. (Cordially describe your requirements). Your help in this regard will be highly appreciated.
Contact info. and signature…
Sub: Requesting for a duplicate copy of property documents
I would like to bring to your kind consideration that the property documents of (constructions/project type), (Address) has been destroyed due to a short circuit which results into a fire at our plant in (City/Headoffice name). (Describe the actual problem and situation). The documents were kept safely in the locker, but due to this fire, everything got destroyed. (Describe in your words). I am attaching the photographs taken after the incident for your reference. (Show your proff).
I would be really thankful to you if you could take prompt action in this regard and provide us with the duplicate copy of the documents as we need to do some statutory obligations and that documents are required for the same on urgent basis. (Cordially describe your requirements).
Letter to Police Officer to Check Thefts in Locality
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Request a Copy of an Official Document • Example Letters, Guides and Samples
Before writing this letter, you may want to make a telephone inquiry about fees or other documents that should accompany it. Include in the letter as much relevant information as you can to help your reader find the document.
How to write this request letter:
- Ask for the document and inform the reader where to send it.
- If applicable, indicate that you have enclosed the required documents or fees.
- Thank the reader.
Example Letter #1
I am writing to request a copy of my graduation certificate awarded in the spring commencement services. Unfortunately, I lost the original when my briefcase was stolen from my car. I am enclosing a copy of the police report to support my claim, along with a certified check for $27.50 to cover the replacement fee. My name and other identifying information are included in the report. Please send the certificate to the address below. Thank you for your assistance.
Example Letter #2
Please send me a certified copy of the plat map that encompasses 1600 South Main Street, Springfield, KS 12345, and mail it to that address. I have enclosed $15.00 to cover the copying charges and $2.50 for shipping. Thank you for your prompt attention.
Example Letter #3
I am engaged in genealogical research and need a long copy of my great grandmother's birth certificate. Her birth was registered in Chesham in England on June 20, 1865. Her name was Ellen Margaret Brown or Emma Margaret Brown. I do not know her parents' names. Is this sufficient information to locate her birth certificate?
I have enclosed the standard fee plus postage. If there are any further costs to be defrayed, please contact me at the above address. Thank you very much for your help.
Example Letter #4
Please send me a copy of each of my children's immunization records. Their names are Eric and Susan Doe. Eric was born on October 30, 2017, and Susan was born on January 14, 2018.
Our new address is 1600 Main Street, Springfield, Kansas 12345. Thank you for your assistance.
Write Your Letter Step-by-Step
1 Ask for the document and inform the reader where to send it.
Sample Sentences for Step 1
- I have lost my original marriage certificate. My name is John Doe and my wife's maiden name was Jane Smith. We were married June 1, 1957, in Springfield. Will you please send me a copy of our certificate to our home address shown below?
- My name is John Doe, and I graduated in December, 1989. Will you please send an official copy of my academic transcript to my employer? I have enclosed a return envelope for your convenience.
- I request your assistance in obtaining a copy of my divorce decree. My name is Jane Smith and my ex-husband's name is John Doe. We were divorced on June 1, 1985, in Lincoln County. Please send it to the following address:
- In order to make a claim against my father's life insurance policy, my mother needs to send a copy of my father's death certificate to the insurance company.
- I am applying for a passport, but I don't have a copy of my birth certificate. I was born on September 16, 1967, in Springfield, Kansas to John and Jane Doe. Will you please send the certificate to the following address:
- I appreciate the kindness you have shown during the course of my illness. Because of the gravity of my situation, I am sure you can understand my practical desire to seek a second opinion. Will you please send a copy of my medical records to Dr. John Doe at the address below?
Sample Phrases for Step 1
- am applying for
- appreciate your cooperation
- cannot find my original
- could you send it directly to
- could you please provide a
- don't have a copy of
- has been lost
- has been mislaid
- have lost the original of
- help me to obtain a copy of
- kindly send a copy to
- kindly send me a copy of
- need to show a copy of
- need a certified copy of
- need your assistance in
- need four copies of
- need to provide a
- not permitted to photocopy
- please send it to
- send an official copy of
- to the following address
- my identification number is
2 If applicable, indicate that you have enclosed the required documents or fees.
Sample Sentences for Step 2
- Enclosed is a money order for $16.00 to cover the costs of the document.
- I am enclosing a check for $5.50 to cover the cost of the certificate.
- I have enclosed the forms required for the release of my father's death certificate.
- The check for $10.00 is to cover the processing fees.
- I am sending the $7.45 you requested to release the document.
Sample Phrases for Step 2
- a check in the amount of
- a money order for
- a check for
- an international postal coupon
- as arranged over the telephone
- for twenty-four hour service
- for airmail charges
- for the required amount
- have enclosed a
- matter is urgent
- notarized copies of
- the required documents
- the cost of express delivery
- the additional amount of
- to cover processing fees
- to cover the costs of
- trust that this will be satisfactory
- understand that there is no charge for
3 Thank the reader.
Sample Sentences for Step 3
- Thank you for your assistance.
- I appreciate your cooperation.
- If I have not supplied enough information, please let me know. Thank you.
- Thank you for your help.
- I appreciate your help.
- I eagerly await your prompt reply.
Sample Phrases for Step 3
- am eagerly awaiting
- appreciate your assistance
- can call me at
- if this is not clear
- look forward to
- matter of some urgency
- need further information
- please let me know if
- receiving the documents
- thank you for your help
- thank you for your assistance
- would appreciate
- your prompt reply
- your expediting this
Recommended letter-writing resources.
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Business Letter Format Tips
Request letter for duplicate official document.
The Purpose of these easy formats for issuing duplicate copy of your important document that was lost due to any reason. It is necessary that you should give the genuine reason to the issuing authority. You can make changes as per your need.
Hi, this letter is for the administration of the university. I am Mr. Daniel Colony; I have been a former student of Oxford University. It is my request to you to issue me duplicate graduation certificate. I graduated from this prestigious and estimated university in 2017. I was already doing job now and did not need much of my graduation certificate. I remember that I handed it over to my friend one day and he took it with him. I have tried to contact him now and he has told me that he is out of country right now and he has no idea where he has put it. I am thinking of moving to another company in search of better option but unfortunately, they require graduation certificate. I am in a lot of trouble right now. Recently it is my request to you to please issue me duplicate document as soon as possible. Thanking you in anticipation.
Request for Issuing Duplicate Official Letter
Respected Concern Authority,
I am Edward Frankenstein and I am a researcher by profession. I have done multiple researches on variety of topics. I have covered stem cells, cardiac arrest and nanotechnology. My research experience is very vast but recently I performed one of the research from your institute. They gave me official research certificate, which was nonetheless trophy to me but unfortunately, I was travelling to another state when my documents were nowhere to be found. I have tried to contact the airport management but no success in that case. It is my request to your respective institute to kindly issue me duplicate research certificate. This research certificate is very important for my resume and as well, helps in my background experience in my related field. Please contact me on above e-mail address for further details. I would be grateful to you.
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Home » Letters » Request Letters » Request Letter for Copy of Document – Sample Letter Requesting Duplicate Copy of Documents
Request Letter for Copy of Document – Sample Letter Requesting Duplicate Copy of Documents
To, The ___________ (Human Resources Manager/Supervisor/Concerned Authority), ______________ (Name of the Company), ______________ (Address)
Date: __ /__ /____ (Date)
Subject: Request for copy of document
I would respectfully inform that my name is _____________ (Name) and I am working in _____________ (Department) of your _______________ (School/ College/ Institution/ Company – Mention).
Respected, I am writing this letter to request you to kindly issue a duplicate copy of ________________ (Mention Document Name – Job Letter/Salary Slip/Form 16/Experience letter/ Letter of Recommendation) which was issued in my name from your end. As my original document got ________________ (Original Misplaced/ Original Lost/ Original Damaged).
I request you to kindly look into this matter and do the needful at the earliest.
Yours Truly/Thankfully, __________________ (Name), __________________ (Contact Number)
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Hey thanks for the format.. was helpful.
For personal purpose, I needed the first letter format. Thanks for providing.
For a student like me writing simple letters also becomes very tough. Thanks for the sample. I'm learning slowly one by one.
It was helpful. Thanks a lot 💜
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- Before you write this letter, consider making a phone call. Get information about fees and other documents you need to send along with this letter. Give detailed information in the letter. It will help your reader to find the material.
- Tell the reader what document they need to send. Also, tell them where they have to send it.
- If it applies to you, get the reader's attention to the fees or documents, you have sent with the letter.
- End your letter by thanking your reader.
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to make a formal written request for a duplicate copy of my university diploma. I graduated with a degree in BS Psychology in the year 1992. The original copy of my diploma was among the belongings that were swept away by the flood that hit my hometown earlier this year. Our house was situated near a creek, making our home one of the hardest hit properties in the area. I have attached an affidavit of loss verified by the high courts attorney to support this. I hope that you can assist me with this request. I appreciate your time and effort to get this done for me.
Sincerely, [Senders Name] [Senders Title] -Optional-
[Enclosures: number] - Optional - cc: [Name of copy recipient] - Optional -
Request a copy of an official document. Sample letter.
Further things to consider when writing request letters to schools
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request. When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Schools
Letters to schools are letters written to institutions designed to provide learning environment and spaces to pupils and students. There are many times when you may feel the need to write to a school administration. Maybe you want to recommend a student or employee or want to apply for an academic program. Perhaps your child has a disability, and you want to make sure that he/she is receiving special education services. Whatever the issue, putting your thoughts in writing avoids confusion since it provides you and the recipient with a record of your request. It is, therefore, crucial to keep a copy of any letter you send. All letters to schools must use the standard business letter style. Start your letter with the proper address and salutation. Introduce yourself and explain the reason for your letter clearly and concisely. Depending on the content of your letter, provide any documentation that gives the recipient reference to the case or clarifies your concerns. Keep the tone polite, respectful, and professional. Close by thanking the recipient for his/her time and with a note of anticipation of positive feedback. Sign off and proofread the final draft before sending it.
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