What is a request: definition, types, features and sample

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

What is a request? In short, this is a kind of business letter. It can be sent to almost anyone, even to government agencies. Such a letter, as a rule, contains a request for the provision of any information or for clarification of something. You can request not only information, but also items, for example, samples of goods before concluding a supply contract.

Document structure

The sample request must contain all standard business paper details.

If the document is drawn up from a legal entity, then it must be on the appropriate form, with the indicated date of compilation, and also have an outgoing number.

What should I indicate? Sample Request Sample:

• To the manager or director.
• His position and name of the addressee.
• Short name of the document. For example, about providing clarification regarding (document name).
• The heart of the matter. For example: "Our enterprise has an act of permanent use of a land plot dated (date). Amendments were made to the Tax Code, according to which the procedure for calculating land tax has changed. Based on the above, I askexplain how to put into practice part of the article (number) of the Tax Code.
• Gratitude or expression of hope for further cooperation.
• Position of the one who applies, signature, full name

Rules for writing the essence of the request

Knowing why and what a request is, it is still not worth starting with a request to clarify or provide something. It is better to start with a brief description of the current situation. It is also worth explaining why the request had to be made.

If we are talking about partners, then the letter can begin with the phrase: “Based on previously reached agreements between our companies…” or “Based on the clause of the contract (number) dated (date), please….”

When making a request for information to public authorities, it is better to refer to specific paragraphs of regulations that need to be clarified or that give the right to receive information.

The main thing is that the recipient of the request should not have questions about why this or that information is requested.

No explanation is required if the request is made in a certain prescribed form. For example, when requesting a monetary valuation of land.

It is not recommended to cover several topics in one letter. If the company has questions about paying land tax and property tax, then these should be 2 separate requests.

At the end of the letter, it is recommended to indicate a convenient way to receive a response: by mail or by courier, by e-mail. If the response time is not regulated bylevel of legislation, and it is urgently needed, then you can indicate this. At the end, you can indicate that you will be extremely grateful if you can pick up the answer after 10 days.

Request for information manager

The current legislation on access to public information interprets what a request is. But that's not all. It also enables any legal entity or individual to obtain information. At the same time, the request may touch on a topic that concerns not only the applicant personally, but also other citizens. In this case, it is not necessary to explain the reasons that prompted you to write the request.

Such letters can be composed individually or collectively and transferred to the information manager in any convenient way. The text of the letter is drawn up in any form. An example of such a request may be a request for a decision of local authorities to increase transport tariffs this year, with an explanation of the reasons that forced the deputies to vote.

Request for proposals

Many legal entities often have the question of what an RFP is. This is a fairly new term that appeared in connection with the adoption of the law on the contract system. The concept means that state and municipal bodies have the right to send a request for proposals to an unlimited number of persons. What does it give? The mailing is done in order to conclude contracts to meet the needs of the state and municipalities in goods and services, or rather to get the most profitable from suppliers and contractorsoffering both in terms of quality and price. The request for proposals is placed in the unified notification system.

RFQ structure

The document must contain the following information:

• Name, full description of the subject of the purchase.
• Initial and maximum price and its rationale.
• Entry requirements for persons participating in the competition without any additional requirements for their completion, which may become a reason to restrict competition.
• Description of the rights of the customer to change the quantity of purchased products or the volume of services provided after the conclusion of the contract.
• How, within what period can an application be withdrawn.
• By what criteria will the winner be determined.
• Terms of the contract, terms, who will sign, the possibility or absence of a unilateral refusal to deal.

The organizer of the competition is not assigned the ability to cancel the procedure for conducting a request for proposals or change the conditions at the opening stage.

Request archive

It often happens that you need to request documents in the archive, about work experience or about your relationship. To get information, you should make a request, the approximate content of which may be as follows:

• The addressee is written in the header of the document.
• Name and address of the archive.
• The details of the applicant are written below.
• Name, address and contactdata.
• Request may have a subject.
• Short history of request.
• At the end of the request, you should specify the data for communication and a possible way to send a response.
• Applicant's full name, signature, date of compilation.

The request is made in free form. It should be clear from the text the relationship between the applicant and the information he is requesting. If there are details of a document, for example, a decision or an order, then you need to specify them in order to make it as easy as possible for the archive specialist to find the necessary documents.

If the applicant has previously applied to other organizations on the same issue, then this should be mentioned.

After considering the request, the archive may issue:

• an archival certificate that can be presented in court;
• an archival copy, a document that literally reproduces the text of the original document;
• archival extract;
• an information letter containing information that there are specific documents in the archive.

There are a number of papers that the archive can issue. All these documents are legally valid and can serve as evidence in any proceedings, even in court, criminal.

Using a sample request to any government agency or partners, you can exercise your rights, request the necessary information, etc.