Request Samples or Information About Products or Services • Letter Templates and Guidelines

How to write this letter:

1	Make your request, explaining, if appropriate, how you plan to us the product or information.
2	Describe where or how to send the goods.
3	Express appreciation and, if appropriate, offer to pay costs involved.

Guidelines

Since such requests are impositions on a person's time and resources, be especially courteous and tactful. Comments showing confidence in the reader or satisfaction with products may be helpful. Don't ask for more than common sense would dictate.

English Letters

Spanish Letters

Example Letter #1

I recently attended the National Doe Conference and enjoyed your lecture on time management. Would you mind sending me copy of the bibliography that you referred to at the end of your presentation? Your ideas are a perfect match for goals that my staff and I have to maximize our office efficiency.

Please send the information directly to my office address:

John Doe

1600 Main Street

Springfield, Kansas 12345

Thank you for your time. I look forward to hearing from you soon.

Example Letter #2

Last fall I bought a used, eight horse power Doe tiller that came with a twelve ton log splitter, and I want to maintain it in peak operating condition. Would you be kind enough to send me the operating and maintenance manual for the 1986 model?

Please send the manual to the following address.

John Doe

1600 Main Street

Springfield, Kansas 12345

I will be happy to pay for any costs. Please include an invoice.

Thank you. I appreciate your help.

Example Letter #3

I discovered an old audio tape you recorded years ago and loved it. Could you please send me information about other recordings you have made? I've enclosed a self-addressed envelope for your convenience. My address is:

John Doe

1600 Main Street

Springfield, Kansas 12345

Thank you for responding. I look forward to hearing from you.

Example Letter #4

I am intrigued by your offer to subscribe to your new magazine. I make it a policy, however, never to subscribe to a magazine sight-unseen. Would you be willing to send me a sample copy of the magazine for me to preview? Please send it to Jane Doe, 1600 Main Street, Springfield, KS 12345. If there is a charge for the sample magazine, please also enclose a bill. Thank you for your assistance. I look forward to receiving the sample magazine soon.

Write Your Letter Step-by-Step

1

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

Example 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.

Example 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.

Example 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.

Example Phrases for Step 2

3

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

Example 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.

Example 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

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