Request a Copy of an Official Document • Letter Templates and Guides

How to write this letter:

1Ask for the document and inform the reader where to send it.
2If applicable, indicate that you have enclosed the required documents or fees.
3Thank the reader.


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.

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


Ask for the document and inform the reader where to send it.

Example Sentences for Step 1

Example Phrases for Step 1