Sample Letter of Request for a Copy of an Official Document

There could be several reasons for which a copy of an official document may be requested. Broadly speaking, it could be needed for either personal or official purposes.

Personal: A person may have lost an important document, which has been allotted by some statutory authority or organisations viz. educational institutions, previous employers, government offices, etc.

Official: An officer of an organisation may request an officer of another organisation to provide a copy of the official document which was either corresponded earlier between them or which is an important piece of document needed by them for some official purposes.

The format of the letter would be almost the same in both cases. Important thing is to mention the required information about that document completely so that the person who is going to track it or provide a copy of it - should not face any trouble locating it because of any confusion.

Examples of such letters are given below for your reference.

TEMPLATE #1

(Personal purpose)

Date: ............

To

(Designation of the Officer)

(Name of the Institution/Organisation)

(Address)

Sub.: Request for a copy of my bachelor's degree certificate

Dear Sir,

I was a student of Bachelors of ............. in (Name of the institution) during (year) to (year). I had successfully completed my bachelor's degree; and I was awarded with the certificate thereof. However, unfortunately, last month I lost the certificate during shifting my things from my old flat to a new place.

Therefore, I am hereby submitting my application for an issue of a duplicate copy of my bachelor's degree certificate. Kindly note the following details of mine for this purpose.

Full Name: ...................

Date of birth: ..................

Son/daughter of: ......................

Course: Bachelors of ..................

Years: During .......... to ............

Passing year: ............

Residential address: .......................

(for sending the certificate)

I am enclosing herewith a photocopy of the certificate for your ready reference and my identity and address proofs for verification purposes. I have paid the necessary fees for this purpose at the college counter, receipt of which is also enclosed herewith.

Kind request to please issue the certificate at the earliest.

Thanking you,

Yours faithfully,

   (Signature)

(Name of the Person)

Encl.: As above

TEMPLATE #2

(Official purpose)

Ref: ...............

Date: ..............

To

(Name of the Officer)

(Designation)

(Name of the Organisation)

(Address)

Sub.: Copy of .......... document required

Ref: Document no. ............... dated .............

Dear Mr. ............,

I would like to request you for an issue of a copy of (Name of the Document) dated ........... The (Name of the Document) was issued by you last month and was in our possession. Somehow, due to our negligence, it has been misplaced and we are unable to track the document. You would appreciate without that document we are unable to process the work related to it, which concerns your organisation.

Therefore, I would highly appreciate it if you could kindly forward a copy of the said document to our office. I am really sorry to have bothered you on such a matter because of our own mistake. Kindly excuse us.

Looking forward to receiving the document from you as soon as possible.

Have a good day/evening!

Thanking you,

Yours faithfully,

   (Signature)

(Name of the Officer)

(Designation)