A contract request letter is an official document written for the mere purpose of appealing for a copy of a lost or damaged official contract in one’s possession to be made available to the individual asking for it by the company or individual who drafted the original copy of the contract. It contains details explaining the reason(s) behind the loss or damage of the contract. A contract request letter should be concise, and the request written using polite language.
A contract request letter should not be mistaken for a contract agreement letter. A contract agreement letter is an official and legally binding document, and it contains the terms of an agreement between two or more parties that want to embark on a project together the document is legally binding.
Components of a Contract Request Letter
Like any other kind of letter, a contract request letter should possess the essential components of a letter, and these can be seen below.
- Sender’s address.
- Recipient’s address.
- Date
- Title of the letter
- Salutation
- Body
- Conclusion
- Name and Signature
- Sender’s contact information
Format of a Contract Request Letter
From,
(Name of the individual/company requesting the contract)
(Address of the individual/company requesting the contract)
(Date)
To,
(Name of the individual/company that the contract is being requested from)
(Address of the individual/company that the contract is being requested from)
(Title of the letter)
(Salutation)
I am (Name of the individual/company requesting the contract) and I once worked with your company (Date of employment) as the (Job title). I would like to notify you that I have lost the contract documents issued by your company (Date the contract was issued).
There was a (Reason for loss) which resulted in the loss of my official documents. I hereby wish to request a copy of the contract letter. I will soon begin to process the proceedings of the claim for the damaged items.
For more details or questions concerning this, please contact me via (Name of the individual/company requesting the contract).
Thank you in advance.
Yours Faithfully,
(Name and Signature)
(Sender’s contact information)
The following are examples of how contract request letters should look like.
Sample One
From,
Julie Reddy,
14 Lincoln Street,
Bristol.
16th August 2021.
To,
Jordan Dean,
Director of Administrative Services,
Safe Haven Limited,
13 Mountainview Street,
The United States.
A Contract Request Letter
Dear Mr. Dean,
My name is Miss Julie Reddy, and I worked as a contract staff with your company for twelve (12) months from the 6th of July, 2017 till 31st of July 2018. I hereby write to notify you that I lost the contract documents issued to me by your company on the 4th of June, 2017.
I was involved in a car accident en route to a business meeting that led to the burning of my car and the documents in the car. I wish to request a copy of the contract. Please, this matter should be handled promptly to ensure immediate steps towards claims for the damaged items.
Thank you for your time and consideration. I would be pleased if a copy of the original contract is sent to me at 14 Lincoln Street, Bristol.
Yours Faithfully,
Julie Reddy
(Signature)
Sample Two
From,
Vanessa Osborn,
56 Lincoln Avenue,
The United States.
(Date in which the letter is written)
To,
Mr. Josh Parker.
The Managing Director,
Ivory Homes International,
657 Washington Drive,
Bolton,
The United States.
A Contract Request Letter
Dear Mr. Parker,
This is a formal request for a duplicate copy of the documents for the ABC property in Connecticut. The documents got burnt in a fire outbreak at my apartment. The contract document issued to me by your company was signed on the 5th of June, 2015. The property is currently up on sale but I cannot sell it due to the incident.
I would like to request that this issue be taken as a top priority because the deadline for the submission of the documents is fast approaching. Please find the enclosed documents as proof to support my request.
For any inquiries as regards my request, please contact me through my email, [email protected].
Thank you for your time and consideration.
Yours Faithfully,
Vanessa Osborn,
(Signature)
Sample Three
From,
Jane Doe
333 Wall Street,
New York.
6th July 2011.
To,
Mr. Harry Parker
ABC Lincoln Corporation,
4657 Washington Drive,
Beverly Hills,
California,
The United States.
Employment Contract Request Letter
Dear Mr. Parker,
This is to bring to your notice that I, Jane Doe once worked with your company as a Digital Marketer for a period of six months from June 2008 to November 2008. I hereby write to inform you the copy of the contract documents issued to me by your company got lost.
The contract documents and some of my official documents got missing in July 2010 in my hotel room while on a business trip. I humbly request a duplicate of the contract documents. This will enable me to commence the process towards the proceedings for the claim of the missing documents.
I will be glad if my request is taken up and promptly attended to and the copy of the original contract be issued promptly. For any more information, please send me an email at [email protected].
Thank you for your assistance as I await your prompt response.
Best regards,
Jane Doe
(Signature)
Sample Four
From,
Raj Osborn
Assistant Human Resource Manager,
Greenville Project Corporation.
555 Small Town,
Portland.
12th July 2019.
To,
Mr. Harry Parker
ABC Lincoln Corporation,
4657 Wall Street,
Orlando,
Florida,
The United States.
Contract Request Letter
Dear Mr. Parker,
I, Mr. Raj Osborn, am writing on behalf of my company Greenville Project Corporation to bring to your notice that due to some unforeseen circumstances that led to the damage of the contract documents, the completion of the delivery of services requested.
I hereby write to request that a copy of the original contract documents be sent to the company’s address as stated above. Please, treat this request as a top priority. For further inquiries, please reach me via email at [email protected].
I wish to thank you on behalf of the company as we await your prompt response.
Sincerely,
Raj Osborn
Assistant Human Resource Manager.
In conclusion, a contract request letter should be documented for future reference and it is important to go straight to the point for writing this kind of letter,
