An official document contract request letter is written to request for a contract that has been damaged or cannot be traced. This letter is written by an individual, an institution or a company that has lost an official contract document to the relevant party that initially gave the contract.
An official document contract request is an official notification that you have lost the original contract document. It is a letter to explain to the relevant authority the reason the request and how the copy will be useful to the writer.
This letter is documented to keep a record of a business deal or employment that one had with a relevant party. Such a letter is used to make a polite request for a replacement for the original document.
Tips for writing an official document contract request
- Refer the letter to the appropriate authority
- Explain the reason for the request precisely
- Describe how the copy of the document will help
- Refer to the previous working or business relationship
- Provide proof of the official contract document that you are requesting
- Inform the relevant party of the urgency with which the documents are needed
- Keep the content and tone of the letter formal
- Be brief and relevant
- Provide contact where you can be reached
- Use a business format style of writing
Official Document/Contract Request Letter Templates
Have you lost important contract documents and you wish to request a replacement? Have a look at the contract request letter template and sample letters that you can use to write an official request.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
My name is ____________ and I worked with your company ____________ as the ____________. I would like to bring to your kind attention that I have lost important work contract documents issued by your company reference number ____________. Please find scanned copies attached herewith for your reference.
There was a ____________ incident in my house on ____________ which destroyed most of my official documents. I hereby write to request for a duplicate of this contract letter. I hope to start the proceedings of the claim for damaged items. Please do the needful to get this done on a priority basis.
Kindly contact me through email ____________ if you have any other question regarding this matter. I trust that the relevant replacement of the document will enable me to keep a record of my work in your company.
Please do the needful and send me the documents to my home address ____________. I hope for your prompt response in this matter.
Thank you in advance.
Yours Faithfully,
__________
(__________________)
From,
________________
________________
Date (Date on which letter is written)
To,
_____________
_____________
Sub:____________________________________
Dear ________________,
I would like to bring to your kind attention that the property documents of __________________ have been destroyed due to ____________________. We would need the duplicate copy of the same for taxation purpose.
I would be very grateful to you if you could get the needful done on a priority basis and issue us a copy of the documents. They are required on an urgent basis by the taxation department. I am enclosing all the documents for verification purposes with this letter for your consideration. Your help in this regard will be highly appreciated.
Thanking you,
Yours sincerely,
______________
Official Document/Contract Request Letter Sample
When official documents go missing, it is important to request a copy of the original document for replacing. Here is a contract request letter that will guide you through writing a professional request letter.
From,
Bridgett Jones,
13 Mountainview Street
Germantown, MD 20874
United States
Date:____________ (Date on which letter is written)
To,
Ivory Richard,
Freewave Corporation
47 Delaware Dr.
Shelton, CT 06484
United States
Sub; A contract request letter
Dear Mr. Richard,
I hereby write to request for a copy of my job contract at your company Freewave Corporation as the assistant accountant. The original document was destroyed from a flood that damaged most of my valuable documents at my house on 20th February 2020. The contract was stored safely in a cabinet before this disaster happened.
I wish to request for a copy of this original contract. Kindly find the attached photographs of the document after the incident for your reference. I wish to file a claim for insurance of items lost during this disaster. Kindly send me a copy of the contract to enable me to file this claim.
Please regard this matter with urgency and send me the document at your earliest to my email jonesb@gmail.com. I look forward to receiving a copy of the contract.
Thank you.
Yours Truly,
__________
Bridgett Jones
Official Document/Contract Request Letter Email Formats
Have you lost an important contract document and you have no idea where to start. Check out a contract request letter in an email format that you can customize to meet your needs.
Dear Ms. Booker,
I write to bring to your kind attention that the business contract to deliver services to our company Hinense Corporation was destroyed in a fire breakout that took place in our offices on 21st January 2020. The investigation conducted indicated that there was a power malfunction that resulted in the fire.
We wish to request a copy of the original contract. Kindly receive the scanned copies attached herewith for your reference. The document was stored in a locked safe that succumbed to the fire. Everything in the cabinet was destroyed including the contract document.
The company wishes to make the last payment for your services. Unfortunately, this transaction cannot be completed without a copy of the original document. Please handle this matter promptly so that we can proceed with making payment for the services you have delivered to our company in December and January.
We wish to request that you send us a copy of the contract at the latest 28th February 2020. We look forward to hearing from you about this contract request letter.
Warm Regards
Tessa Mccullough
Dear Sir,
I want to draw your kind attention to the Documents of Property of House No. 32, Green Apartment, Diamond Street, Bristol.
Last week due to fire in our apartment, the original Property Document was destroyed. I would, therefore, like to request you to please issue me a copy of the original documents.
Since I need to close some statutory requirements soon with the property tax department, I will be obliged if you can issue the copy as soon as possible.
Thanking you,
Yours Sincerely,
___________
(Jimmy Connor)
Conclusion
When you lose an official document, it is appropriate to request a duplicate or a copy of the document from the relevant authority. An official document contract request letter is written under such circumstances.
Such a letter should indicate the reason for the request, show evidence of the original letter, and highlight the urgency in which the request is needed. It should demonstrate politeness and professionalism.
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