Request Samples or Information About Products or Services • Example Letters, Guides and Samples

Write Your Letter Step-by-Step

1 Make your request, explaining, if appropriate, how you plan to us the product or information.

Sample Sentences for Step 1

• Mr. Doe has asked that we prepare a presentation for a client on the durability of the new shingles. Please send me the Springfield research reports.
• Your November program on evaluating fishing tackle was very informative. Please send me the October catalog mentioned in the program.
• I am enclosing a letter from Mr. Doe authorizing the release of the moonscape documents. Please send them to our downtown office as soon as possible.
• After meeting with your representative, I am especially interested in the opportunity to work out of my home. Please send me further information on how I can set up my own business.
• Please send me a sample of the skin cream that you were demonstrating at the Doe's residence last night.
• I would appreciate receiving your latest data on the life expectancy of smokers over 50 years of age.
• Our investment club is compiling information to help us in future stock purchases. Please send us the most recent copy of your investor's handbook.
• We are considering buying your multimedia equipment to replace our old slide presentation. Could you send us a brochure to help us make a decision?
• Being new to the state, I am not acquainted with the outdoor opportunities that this area offers. Could you give me the name and telephone number of someone who could supply such information?
• I am planning to purchase several pieces of garden equipment this year. Please send me the special equipment pamphlet shown on page 56 of your spring catalog.
• Please send me the latest bus schedule for northern Springfield.
• Our group will be visiting the city in March. Could you please send me a theater guide for that time?
• Please send me the most recent list of employment opportunities with your firm.
• I am doing some comparison shopping before buying a new mixer. Would you please answer the questions on the enclosed, self-addressed card and return it?
• Could you help me find the answers to the following questions about my automobile insurance policy, No. 1234?
• Could you please send us a catalog of your latest models? We would like to review it before a sales representative calls.

Sample Phrases for Step 1

• advance information on
• am doing research on
• am working on a project for
• am preparing an article on
• am planning to purchase
• am interested in
• anticipate ordering several
• are very interested in
• are considering buying
• are interested in changing over to
• are compiling information on
• are seeking a new supplier for
• could you let me have
• could you help me find
• could you please provide
• doing some comparison shopping
• enjoyed your program on
• further information on
• has suggested that you might
• have some questions about
• if you could forward it to us
• intend to update our
• most recent schedule
• need to replace our
• need to find another supplier
• need the information in order to
• plan to share the information with
• recent research reports on
• response will help us to
• some information about
• the most recent copy of
• the new developments in
• the latest data
• to decide on our next purchase
• want to buy a
• will be visiting the
• would like to review information on
• would appreciate receiving
• your latest catalog

2 Describe where or how to send the goods.

Sample Sentences for Step 2

• Please send the samples to my attention, 1600 Main Street, Springfield, Kansas 12345. I will need the merchandise by June 1.
• My address for all correspondence follows:
  John Doe
  1600 Main Street
  Springfield, Kansas 12345
• Please let me know by May 15 whether you will be able to supply me with the samples. My telephone number is 555-5555, or you may send a FAX at 555-5555.
• We would appreciate receiving the information within two weeks.
• I have enclosed a stamped, self-addressed envelope for your convenience.
• Please return the data in the self-addressed envelope.
• For your convenience I have enclosed a self-addressed envelope.

Sample Phrases for Step 2

• as soon as possible
• if there is any problem
• immediate attention to
• for your convenience
• need the information by
• need to make a decision by
• our deadline is
• please let me know by
• please call me at
• please notify me if
• please send the
• receiving the information within
• the matter is rather urgent
• self-addressed, stamped envelope
• to the following address
• to me at the above address
• whether you will be able to
• will be making a decision on
• would appreciate receiving
• would appreciate your sending it

3 Express appreciation and, if appropriate, offer to pay costs involved.

Sample Sentences for Step 3

• I look forward to receiving the catalog soon.
• I really appreciate any information you can give me
• We are grateful for your generosity.
• Thank you very much for your prompt attention to this request.
• Our group will be delighted to receive this information
• We are pleased to consider the options that you suggest.
• This information will be a great asset in our planning.
• If a payment is required, I will respond promptly with a check.
• I will be happy to reimburse any costs incurred if you will include an invoice.
• I am enclosing a check for $4.00 to cover the cost of the photocopies.
• I will be happy to return the kindness whenever I can.
• We are anxious to reciprocate your kindness. In the meantime, please accept our sincere thanks.

Sample Phrases for Step 3

• any information you can give me
• appreciate your assistance
• appreciate your trouble
• appreciate the service you provide
• are grateful for
• are eagerly awaiting
• are certain that
• exploring our options
• finding out more about
• learning more about
• look forward to
• receiving the information
• thank you for
• trying out your product
• will be a great asset to
• will be of great value to
• will be delighted to receive
• will be pleased to
• your prompt attention to
• your help in this regard
• a stamped, self-addressed envelope
• am enclosing a check for
• am willing to return
• an international postal coupon
• any costs incurred
• are anxious to reciprocate
• charge it to the accounting department
• cover any costs involved
• enclose an invoice
• have enclosed a
• if you charge for
• if payment is required
• if there is a charge for
• please send it COD
• please let me know what
• please bill me for
• to cover the cost of
• trust that this will cover your costs
• will be happy to reimburse
• will be happy to pay for
• will pay promptly