Writing a letter to administrative personel

Question

hello everybody,

can some one help me to write a letter to our college administrative dept, asking them to prepare my marksheets and the transcripts as soon as possible as i need them for my further application purposes for my post graduation course.

thanks
priya

MountainHiker · Accepted Answer

Hi Priya,

Can you write a draft letter first. Then we can help you improve it.

Thank you.

Pi_arch · Answer

hi hiker,

thanks for ur reply. Firstly i must appericate the creators of this forum it is an amazing place.

I had posted the this thread as i didnt know how to register and the formalities... went through the forum and found out that... so now am here....

here is the letter that i have been able to draft so far.... as its a letter on behalf of 2 of us.. me and my friend from the same batch. i dont know how far is the letter correct.... language wise.... so do correct me if am wrong... and there is one more thing that i havent been able to mange to co-operate in this letter.... that asking them, when would i actually get those sheets.... as in by when will they be ready.... need to know that as i'll have to take leave form my office to go to college and collect them.
thanks
priya

Dated: 30, July 2004
ABC,
Add:
Tel:

XYZ,
Add:
Tel:
To,
Mr. PQR
Administration Dept,
College Add:

Subject: Need Maksheets and Transcripts

Respected Sir,

We, ABC and XYZ, Final year Students for Academic year ‘03 –‘04, would request you to kindly prepare our semester I, II, III, IV, V, VI, VII, VIII, IX, and X marksheets and transcripts as soon as possible. As we need them for application for further studies.

Should you have any questions, we can be reached at our above address or telephone numbers.

Thank you for your cooperation.

Yours truly,

ABC
XYZ

MountainHiker · Answer

Hi, this is pretty good. Let's improve just a bit.

ABC,
Add:
Tel:

XYZ,
Add:
Tel:

July 30, 2004

Mr. PQR
Position [Registrar or whatever]
Address
Administration Dept,
College Admissions?

Dear Mr. PQR:

Subject: Need Maksheets and Transcripts

Dear Mr. PQR:

We, ABC and XYZ, are final year students for academic year 2003 –2004, and we request that you please prepare our semesters 1 through 10 marksheets and transcripts and mail the documentation to us as soon as possible. We require this information in order to apply for further studies.

Should you have any questions, we can be reached at our above address or telephone numbers.

Thank you for your cooperation.

Yours truly,

ABC
XYZ

If it were me, I would mail 2 two letters, with each of you having your own separate letter. Where I am from, people are very concerned about privacy concerns, and, if you have people having making one request in a single letter, there *** be some privacy issue or some strange policy that is being contravened. Just having ONE person with ONE letter keeps things very simple. I don't think it is a big deal either way, but I would go with two letters for two people.

For a singular letter, it becomes....

ABC,
Add:
Tel:

July 30, 2004

Mr. PQR
Position [Registrar or whatever]
Address
Administration Dept,
College Admissions?

Dear Mr. PQR:

Subject: Need Maksheets and Transcripts

Dear Mr. PQR:

I am a final year student for academic year 2003 –2004, and I request that you please prepare my semesters 1 through 10 marksheets and transcripts and mail the documentation to me as soon as possible. I require this information in order to apply for further studies.

Should you have any questions, we can be reached at our above address or telephone numbers.

Thank you for your cooperation.

Yours truly,

ABC

You can eliminate the "mail to us/me" if you like.

I am a final year student for academic year 2003 –2004, and I request that you please prepare my semesters 1 through 10 marksheets and transcripts and mail the documentation as soon as possible.

Or if you want to contacted instead....

I am a final year student for academic year 2003 –2004, and I request that you please prepare my semesters 1 through 10 marksheets and transcripts and contact us at the above phone numbers so that we may arrange to pick-up the documentation.

I am a final year student for academic year 2003 –2004, and I request that you please prepare my semesters 1 through 10 marksheets and transcripts and contact me at the above phone number so that I may arrange to pick-up the documentation.

If you need further assistance with this sentence, please let me know what you want to say.

Hope this helps.

Pi_arch · Answer

hi hiker,

yeah we used ur advice and we did submit 2 different letters, no doubt with the same format.

U were right. It really made a difference when we submitted 2 different letters. As 5 years of this course leads us to have a image in college, which in turn did reflect in the way they respond to our individual letters.

thanks,
priya

MountainHiker · Answer

Hi Priya, I am glad you succeeded.

MountainHiker

Writing a letter to administrative personel

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