Format of Request Letter to Principal to Postpone Exam Date

Sometimes, due to inadvertent situation, a student (or the parents on behalf of the student) may apply to the Principal of the school to defer the exam only for that student to later date(s). Such situations arise especially when the student has to compulsorily spend his time on something due to the urgency, for which it becomes difficult to go to school on exam date.

Generally, it happens when the student is ill himself or any of his family member is seriously ill and he has to spend time at home/ hospital looking after the patient or if the date of wedding of a very close family member is on the same day of the wedding and likewise for many other reasons.

Hopefully, the following formats will be useful. Do necessary modifications as needed in your case.

FORMAT #1

(Letter from Student to Principal) (Reason - Mother is ill)

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

To

The Principal

(Name of the School)

(Address, Phone No.)

Sub.: Request for postponement of my appearing in the ensuing examination

Respected Sir/Madam,

I am a student of ..th standard of your school. Our ensuing quarterly examination is scheduled to be held on ................... In this regard, I beg to state that my mother's health is in critical condition. I am the only child of my parents. I have to spend a lot of my time attending to the daily needs of my mother since she is mostly bedridden throughout the day, while my father is at work and since there is no one else presently available to do it.

I am sad to say that her condition is worsening and she might be needed to be taken to the hospital anytime, for which my presence is required at all times at the house.

Therefore, I will not be able to attend the ensuing quarterly examination on the scheduled dates. I kindly request you to grant me a postponement for this examination. Once the situation gets better, I will be in a position to go to school and attend the exam at any date as may be set forth by the school authority.

I would be grateful to you for your kind consideration in this regard.

Thanking you!

Yours sincerely,

signature

(Full Name of the Student)

Standard: ............
Roll Number: ............


.....................................................

FORMAT #2

(Letter from Parents to Principal) (Reason - child/student is ill)

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

To

The Principal

(School Name)

(Address)

(Tel. No.)

Sub.: Request for adjournment of half-yearly examination

Ref: Student Name: ..................., Class: ...th, Roll Number: ............

Respected Sir/Madam,

I am the father/mother of (Name of the Student), a ...th standard student of your school. I understand the half-yearly exam of ...th standard students is scheduled to be held from (date).

I have to inform you that (First Name of Student) is very sick presently. He/She has been strictly advised by the doctor for bed rest for the next few days. Hence, it seems he/she will not be able to attend the exam on scheduled dates.

Therefore, I have to kindly request your goodself to reschedule the exam date only for him/her to later date(s) after he/she resumes going to school.

Your kind consideration in this regard is appreciated.

Thanking you!

Sincerely,

signature

(Name of the Father/Mother)


.............................................................


Other Reasons

1) Natural Calamities viz. Flood, Cyclone, etc.

We are the parents of the undersigned students. We beg to state that, and as you are well aware, our locality has been greatly affected by the recent cyclone. The school was also closed for several days for this purpose, which affected the scheduled completion of some of the chapters of the papers in class.

We understand the quarterly examination is scheduled to begin from (date). You would appreciate the students' studies have been distracted by the cyclone and during the days the school was closed.

Therefore, we would like to kindly request your goodself to postpone the exam to a later date. This would not only help the school to complete the pending chapters of the papers in class but would also help the students prepare well for the exam.

Thanking you for your kind consideration in this regard!


2) Wedding of any family member.

I am a student of ..th standard, having roll number ................ The monthly exam for us is scheduled to be held from ............. onwards. I would like to inform you that my elder sister's marriage is on ..........

Therefore, I would be unable to attend the exam on that date for .........subject. However, I would try to appear the exam for the rest of the subjects/ papers.

A wedding invitation card is annexed herewith for your kind perusal.

Therefore, kind request to your goodself to allow me to appear the exam for that paper on any day at a later date.

3) Death of any family member/ relative.

I am a student of ..th standard (roll no. ...............). I am sorry to inform you that my grandmother passed away yesterday night due to heart attack.

The half-yearly exam for us is scheduled to be held from tomorrow onwards. I will not be able to attend the exams for the papers on (date) and (date) as I will be busy attending funeral activities and other rituals.

Therefore, I humbly request you to kindly postpone my exam for the said two papers on any later dates. I will be grateful for your kind consideration.

Request Letter for Nil Encumbrance Certificate for Property

What is an Encumbrance Certificate (E.C.)? : An Encumbrance Certificate is a government record showing registered transactions pertaining to a particular property. In case mortgages, sales or any other deeds with regard to a specific immovable property are registered, then the Registration Department of a State Government does an indexing of these transactions. This indexing is finally used to prepare the encumbrance certificate for the requested immovable property.

Nil Encumbrance Certificate (Nil EC):

If no deeds of transactions are registered with regard to a specific property as requested in the application, the authority issues nil encumbrance certificate. This means there are no registered transactions / liabilities on the property for a given period of time.

There may be some unregistered transactions which can not be included in this certificate since such details will not be available with Registration Department as they are not registered.


Fee:
Applicants will have to pay statutory fees at the Sub Registrar's office as fixed by the Govt. or can be paid online if such facility is available. Applicant can verify the records personally, after such fee payment..

Imp. Note: Encumbrance Certificate cannot be taken as a sole criterion to buy a property or lend money.

Where can a citizen get Encumbrance Certificate (E.C.)?

The Encumbrance Certificates are generally issued by Sub Registrar and District Registrar Offices, in whose jurisdiction the property is located.

After the receipt of the application, the same is sent to Sub-Registrar in whose office the ownership document has been registered, for enquiry and report. In case the report is favourable, the requisite certificate is issued to the applicant.

What all documents are required to be submitted?

The criteria of documents required is decided by each state govt department, but most of them are almost the same.

(a) Application letter in a plain paper or Application form provided by Govt office;

(b) Documentary evidence original copies for proving property ownership in the applicant's name.

(c) Affidavit of applicant - regarding the ownership of the property in question and also that the said property is free from all sorts of encumbrances;

(d) Affidavit from two advocates that the property is free from encumbrance;

(e) Local address proof viz. Ration card copy duly attested by a Gazetted Officer;

(f) Other documents as may be asked for by the Sub-registrar office. Please enquire in advance.

When the Certificate will be issued?

After filing of application, you can expect for a response, normally within 15-30 days.

Online Application for Encumbrance Certificate (Online/Digital eEC)

Some of the States are making available the citizens, through online website or apps, to search on their own the Encumbrance on any property registered in Sub Registrar Offices.

Following application letter can be referred while applying for an Encumbrance Certificate.

SAMPLE

(Application Letter)

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

From,
(Name of the Applicant)
(Full Address)
(Phone no.)

To,

The Sub Registrar,
(...... Sub-registrar Office)

(Address)

Sub.: Application for issue of an Encumbrance Certificate (EC) for the Property

Dear Sir/Madam,

I kindly request your goodself to issue me an “Encumbrance Certificate” of the Property, mentioned hereunder:

Details of the Property:

1) Property situated at :-

Building: ...............................
Street/ Road: .................................
Village / City : ...............................
Taluka: .................................
District: .................................
State: .................................
Pin code: .................................

Old Survey No. / Sub. Division No.: .................................
New Survey No. / Sub. Division No.: .................................
Block No.: .................................
Ward No. : .................................
T.S.No.: .................................

Old Door No.: .................................
New Door No.: .................................
Plot No.: .................................
Flat No./Flat Name: .................................

Area size:

  (a) Extent of the site
  Total Extent: ............. Conveyed extent: ............. Undivided share: .............
  (b)Built up area

Boundaries:-
  North: .................................
  South: .................................
  East: .................................
  West: .................................

In the case of certified copy furnish the following particulars also
  Name of the executant: .................................
  Name of the claimant: .................................
  Doc. No.: .................................
  Year: .................................
  Book & Vol. No.: .................................
  Page No.: .................................

Name of the declared owner: .................................

Father name: .................................

Period of search: The certificate be issued to me for the period from (date/year) to (date/year).

Necessary supporting documents are enclosed herewith.

I will be grateful if the certificate is issued at the earliest possible.


Thanking you,

Yours faithfully,

 (signature)
(Name of the Applicant)


Encl.:
(1) Original copies of property ownership.
(2) Affidavit by the applicant.
(3) Affidavit by advocates.
(4) Attested copy of Ration card.
(5) Other documents ..................

Right to Information (RTI) Application to Bank Authority (Sample)

Which banks provide RTI info?

First of all, you need to know that — not all banks are coming under the purview of RTI Act. Hence, you can only make applications to the public sector banks/ govt banks i.e. the banks who satisfy the criteria as a "public authority" as defined under the RTI Act, 2005.

Hence, if you make an RTI application to private sector banks - they may not provide the requested information as they are not bound by the Act to provide the information. It is entirely their discretion whether to reply to your RTI application or not. However, if you can write or call their customer care department to enquire about any information needed by you - they will provide to the extent possible/allowed by them.

Public sector bank, example - SBI. Private sector bank, example - HDFC.

Who can apply?: All citizens have the right to seek information under RTI Act.

What are the Fees?: Min. Application fees INR 10. Additional charges are depending upon your request for printing info in papers or taking soft copies on CD. Please check bank's website for mode of payment of fees.

Whom and where to send RTI application?: All banks coming under RTI Act, have information regarding RTI application in their website. So, check out their sites to find out details of the Public Information Officer and the address where the application copy has to be sent.

Electronic RTI application: Some banks are also accepting RTI application through the email ids. There is a government RTI website wherein you can submit your RTI application online.

Format of application: Check the bank's website to find out if they have any RTI application format, it is better to follow that. If they don't have any such format, you can prepare your application letter covering all required details about you and the information required. You can refer the following specimen.

SAMPLE

RTI Application to Bank

1. Date of Application: .......................

2. Details of Public Information Officer: (Name, Designation, Address)

3. Name of the Applicant: .........................................

4. Address of the Applicant: ......................................

(Address to be used for communication purposes.)

5. Phone number: ..............................

6. Email id: ........................................

7. Additional Details of Applicant:

    Gender ...........

    Age .......yrs

    Citizenship .............

    Below Poverty Line? Yes / No

8. RTI Fees paid: .....................

9. Mode of payment: ...............

10. Information sought:

      (a) ......................................

      (b) ......................................

      (c) ......................................

11. Mode of delivery of information: (Tick your preferred mode)

      (i) By post;

      (ii) By courier;

      (iii) By email;

      (iv) Hand-delivery in-person.

12. Whether Information sought pertains to third party? Yes / No (If Yes, provide details)

13. Does it concern the Life or Liberty of a Person? Yes / No (If Yes, enclose proof)

14. Declaration: I declare and affirm that the information provided by me herein above is true to the best of my knowledge. The information sought shall be used for Public Interest. I shall not use or share the information received in any manner which would be detrimental to the unity / sovereignty or against the interest of the country.

(Signature)

(Name of the Applicant)

Letter to Meteorological Department - Requesting for Data

In order to request to the Meteorological Department for getting any specific data from them either for one time or periodically, you need to check with them first if they have any specific form in which they only accept such data requests.

If there is already a Data Request Format, it would be advisable for you to submit your request in that form. Or else if you want to complete the submission faster, you may carry your request letter having all the details and cordially request them to accept it in the interest of saving time.

If there is no such format, you could use your own format covering all necessary details or else use the following format. You can add/delete the necessary information in it.

TEMPLATE OF DATA REQUEST LETTER TO METEOROLOGICAL DEPT.

DATA REQUEST FORM

(Fill in the information in Block Letters)

(Tick your choice wherever required)

1. Name of the Applicant: ......................................

2. Type of the Applicant: Individual/ Organization
    Sub-type: Commercial / Registration / Research

3. Name and Designation of the Authorized Person, in case of Organization: ..............................

4. Communication Address: .................................................................
    Phone No. ........................
    Fax No. ............................
    Email Id. ..........................

(The address will be used to send requested data to that address.)

5. Type of Data Required : Surface / Autographic / Rainfall / OLR /  Upper-Air / Agro-Met / Marine / Ozone / Air-Pollution / AWS / Radiation / Others ........

6. Parameter Required: Rainfall / Temperature / Pressure / RH Wind (Speed/Direction) / RS /RW/OLR/  SST or specify ......

7. Data Period: From ........................... Upto .............................

8. Frequency of Data: Hourly / Daily / Weekly / Monthly /  Annual (rainfall)

9. Stations / Regions / Locations for which Data is required: .........................................

10. Mode of supply of data: Through Email / in CD to address / Hand delivery (self collect)
      (If CD delivery requested for, a payment of ..... is to be made along with this form.)

11. Format of data to be supplied: Excel / Ready to Read format

12. Any other special information required: ................................

13. Special instruction, if any: ......................................................


Place: ...........................
Date: ............................


 Signature

(Name of the Person/Authorized Signatory)
(Name of the Organization, if any)
(Affix Official Seal)

Request Letter for Activation of Auto (Direct) Debit in Credit Card

Auto Debit facility is provided by the bank for making payment of bills, securities and other payments on behalf of its customers to other parties automatically on scheduled due dates. Auto-debit facility is also provided on credit cards wherein customer's savings or current account is debited towards credit card's payment due amount.

A customer has to specifically opt for this Auto debit facility then only the bank will enable the auto debit function from the customer's account, otherwise bank will not activate on its own. Customers can visit the bank's branch office to submit the form or can download the application form from the bank's website or some banks even accept written application letters.

(Following format can be used. Delete whichever is not applicable.)

FORMAT

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

From

(Credit card holder name)

(Full address)

(Phone no.)

To

The Manager

(Bank Name)

(Branch Name)

(Branch Address)

Sub.: Application for activation of auto debit facility in my credit card

Dear Sir/Madam,

I, (name of the credit card holder), am a holder of credit card of your esteemed bank. My credit card number is ...................................... I hereby kindly request you to activate auto debit facility in the said credit card as per the details given below.

I give my consent and unconditionally authorize (bank name) to debit my savings / current account bearing number .............................. on payment due date towards payment of total amount due / minimum amount due as indicated in the credit card monthly statements.


I agree that if my account does not have sufficient funds on the payment due date, then the bank can debit additional applicable charges as required as per credit card terms and conditions of the bank.

I understand and acknowledge that this audit debit instruction can not be withdrawn without my written notice to the bank.

I declare that the information given herein above is true and correct to the best of my knowledge. I will not hold the ......bank responsible for any incorrectness or incompleteness of information provided here in this letter.

Kindly do the needful and oblige.

Thanking you!

Yours faithfully,

signature

(Name of the Credit Card holder)

Request Letter for New Bank Branch Opening in Our Locality

Each bank has certain mechanism of deciding in which localities its branches are to be established. This may depend upon several factors including area population, average per capita income (pci), existing branches of other banks, viability of new branch's business, approx. number of business establishments in the area, nearby localities to come under the new branch and possible business therefrom, budget required - number of staff needed for new branch and their salary plus all other expenses of the branch, etc.

After considering all these factors and any other important things - the bank decides whether to open a new branch in a particular area or not. Hence, if you are planning to request the bank for opening of a new branch in your locality, you should at least try to give some information about some of the above mentioned factors, so that it becomes even more easier for the bank to make an early decision on this matter.

Following format can be used after filling in all the necessary details. Add or delete whatever information you think is appropriate.

FORMAT

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

From
(Person's Name)
(Address)
(Phone no.)
(Email, if any)

To
The Zonal Head
(Name of the Bank)
(Address, Tel. No.)

Sub.: Opening of a new branch in our locality

Dear Sir/Madam,

I am a resident of (area name) for the last ...years. My name is ... ........., aged ......yrs, occupation ................ I am hereby requesting your bank to kindly open a new branch in our locality at (area name). I strongly believe that your bank's branch office will be of great use to the residents of this locality. And, further I have reasons to believe that your bank will find success in such an operation rather than facing any kind of loss.

As a layman, I would like to present to your goodself the following reasons and justification for opening of your bank's new branch in our locality.

(1) Firstly, there are only 2 other bank's branches in our area which is pretty less compared to requirement of great number of people living in it.
(2) Our area's population is around ..........lakhs. Average income of person should not be less than 15000 per month in my knowledge and belief, which of course can be verified from Census data. Therefore, most of the people are financially sound enough to have a bank account and operate it for their needs.
(3) There are around ....... thousands of businesses in our area. We are noticing a higher growth in economy in the area. Most businessmen seem to be prospering well in their venture. And, as per the small survey conducted by me with few businessmen - they are looking for growth in their businesses and need some support from banks to do so. Most of them have even expressed that providing collateral would not be a problem for them in order to get support from the bank.
(4) Many salaried employees are also looking to keep their money and operate with a trusted bank to gain more benefits rather than local co-operative banks who are not digitally equipped in many respects.
(5) Existing customers of your bank like me have to travel 15km to visit your bank's nearest branch at (area name). This is putting a lot of inconvenience to us customers.
(6) Your bank is a reputed organization and has been gaining more popularity over the years. Therefore, most people would be comfortable in trusting their money with your bank.


I hope your team will consider the above mentioned factors carefully and decide to open a branch in our locality. Many people are looking forward to this for a long time now. Kind request to not let us down.

We will be grateful for your kind consideration in this regard.

Thanking you!

Sincerely,

signature
(Name of the Person)

Request Letter to Client for extension of time for Order execution

Most of the projects are time-bound under written arrangements and contracts. Failure to adhere to the deadline under a contract can attract penalty on payments. Hence, the parties are expected to obey the timeliness of the whole arrangement for the overall success of the project.

However, sometimes the parties agree under the contract that one party may allow the other party an additional period of time under genuine circumstances if requested for such extension especially for execution of the operation.

Generally, the party who's to approve such extension reserves the discretionary right over it, which means he may even allow under genuine circumstances if he so decides.

There's no harm in trying to get an extension if a delay is about to happen. It would be advisable if you get your letter vetted by your legal team as sometimes this letters become essential evidence in case of any dispute between the parties in the future.


Following template of the letter can be suitably modified and used.

FORMAT

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

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

To

(Name of the Officer)

(Designation)

(Name of the Business Party)

(Address, Tel. No., Email)

Sub.: Extension of project completion deadline

Ref: Agreement no. ............. dated ...................

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

This is with reference to the ongoing execution of the project under the contract dated ............. between our companies. I wanted to give you an update about the latest status on supply and delivery dates, etc.

At the outset, I must apologize on behalf of our entire team that there has been some inadvertent diversion from our original plan of execution. Unfortunately, we were not able to supply to your company with the goods as per the purchase order no. .............. dated .................. on time as committed.

[explain the reason of delay - like scarcity of raw materials, suppliers issue, any strikes in factory, local public issue, economical impact - any reason which would justify such delay]

However, I would like to assure you that our production team is working hard to deliver the goods ordered within the next few days. Keeping this in mind, I am kindly requesting you to allow us a 15 days grace period on the said order's delivery date.

Once again we regret the undue inconvenience this may have caused you. We would surely make it up to you in future.

We would highly appreciate your cooperation in the matter.

Thanking you for your understanding!

Yours sincerely,

signature

(Name of the Officer)

(Designation)

Request Letter for Birth Certificate from Municipal Corporation

You can apply for your or your child's birth certificate through online mode or physical form. Although the Government portal is allowing you to apply for the birth certificate for almost all localities including both urban and rural areas. However, in certain cases, mainly in rural localities, the online application may not get processed or may take a lot of time than usual.

Hence, it would be better if you apply for birth certificate manually by either filling up the application form provided by the appropriate government authority's office or by submitting a written application letter by providing all the necessary information in it.

Do enquire with the Municipality or NAC office before going ahead with any written submission.

Hope the following format will be useful. Modify it suitably as per your need.

FORMAT

(Fill in the details in CAPITAL letters)

To

The Registrar of Birth & Death

and Health Officer,

............ Municipal Corporation

(Address: ......, Tel. No. ...........)

Sub.: Application for issue of birth certificate of my child

Dear Sir/Madam,

I am hereby applying for issue of birth certificate, under section 17 of the Registration of Births and Deaths Act 1969, for my child as per the following details:

(1) Name of the Father (applicant): .................... Aadhar no. .............

(2) Name of the Mother: ................... Aadhar no. .............

(3) Name of the Child: ...................... Aadhar no. .............                         [Affix Child's Photo]

(4) Child's Date of birth: ......................... Gender: .............

(5) Place of birth: Home ... or Hospital/Nursing home ....

      Full address of place of birth: ..................

(6) Parent's permanent residence address: .............. pin .........

(7) Parent's present residence address: .............. pin ...........

(8) Father's telephone no. .............. and email id .................

(9) Father's occupation: ...............

(10) Birth certificate delivery: By Post .... or By Hand .......

       (I will collect the certificate from your office and the same may not please be sent by post.)

Documents enclosed:

(1) Identity and address proofs of father, mother and child.

(2) Hospital certificate for child's birth

I, the applicant, do hereby solemnly affirm and verify that the aforesaid contents including supporting documents are true and correct to the best of my knowledge and belief. I further affirm and solemnly swear that no material information has been concealed therefrom. I acknowledge that I am aware of the punishment under law in case the information furnished herein above is found to be incorrect.

I would be truly grateful if my application is processed and birth certificate is issued at the earliest.

Thanking you!

Yours sincerely,

signature

(Name of the Applicant)

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

Place: ..............

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 for. Broadly speaking, it could be needed for either personal or official purposes.

Personal: A person may have lost an important document which has 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 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.

A template of such letter is given below as an example case. Modify it as may be required.

FORMAT

(Personal purpose)

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

To
(Designation of the Officer)

(Name of the Institution/Organisation)

(Address)

Sub: Request for a copy of my bachelors 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 bachelors degree and was awarded with the certificate thereof. But, unfortunately, last month I have lost the certificate during shifting of my flat to a new place.

Therefore, I am hereby submitting my application for issue of a duplicate copy of my bachelors 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 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)

FORMAT

(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 issue of a copy of (name of the document) dated ........... The (name of document) was issued by you last month and was in our possession. But 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 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)

Request / Application Letter Sample for Issue of Gate Entry Pass

Gate pass is required in case an employee or any other person of an organization, needs permission to enter the premises through certain Gate or Entry point of the organization, where security guards are appointed and where without gate pass, the entry is restricted.

The person has to write a formal letter to the concerned officer of the organization seeking permission to entry and for a copy of gate pass. The format of such request letter may already be prescribed by the organization, please do check.

Otherwise you can write a simple letter mentioning the reasons behind seeking of permission for gate pass.

SAMPLE #1

(Gate pass needed by Employee for his personal convenience) 

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

From

(Name of the Employee)

(Designation)

(Employee Code)

(Address)

(Contact No.)

To

(Name of the Officer)

(Designation)

(Name of the Organization)

(Contact No.)

Subj.: Application for issue of Gate pass for Gate # ...

Dear Sir,

I am writing to you seeking permission for issue of gate pass for every day entry through Gate #... of our Company. I am currently residing at ............... The nearest Gate point of the Company from my apartment is Gate #... Hence, while coming to work if I make an entry through the Gate #..., it will save a lot of my valuable time. Otherwise if I take an entry through the usual entry point of the Company, I will waste time in taking the long route and unnecessarily spending time stuck in traffic. This will also save on my vehicle's fuel expenses.

I, therefore, kindly request you to allow me a permanent gate pass for entry through Gate #... It will save me from a lot of inconveniences and be of great help. I hope you will consider my application favorably.

Thanking you,

Yours faithfully,

  (signature)

(Name of the Employee)

(Designation)

SAMPLE #2

(Gate pass for outgoing material/goods/sample - Employee wants to take some goods from the warehouse of the Company to deliver to a client)

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

From

(Name of the Employee)

(Designation)

(Employee Code)

(Full Address)

(Contact No.)

To

(Name of the Officer)

(Designation)

(Name of the Department)

(Contact No.)

Subj.: Application for issue of Gate pass for collecting sample of goods

Ref: (Details of prospective business deal)

Dear Sir,

I need a gate pass to enter through Gate #... and to collect the following goods from the warehouse of the Company at ................., which will be delivered to (Name of the organization), (Address) as per our proposed business deal with them.

1) (Details of the goods), (Code), (Quantity)

2) Date of collection of goods from our warehouse: ............

3) Vehicle no. ............ which will be carrying the goods

4) Driver's /Representative's Name: ................

During our business meeting with the said prospective client, it was decided to supply to them the above mentioned goods as a sample for their verification. A certified copy of the excerpts of Memorandum of Understanding on the supply of samples is enclosed herewith for your ready reference.

Therefore, I kindly request you to issue the gate pass at the earliest.

Thanking you,

Yours faithfully,

  (signature)

(Name of the Employee)

(Designation)

SAMPLE #3

(Gate pass for incoming material/goods/sample - One company wants to deliver some goods to another company)

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

From

(Name of the Officer)

(Designation)

(Name of the Company #1)

(Full Address)

(Contact No.)

To

(Name of the Officer)

(Designation)

(Name of the Company #2)

(Full Address)

(Contact No.)

Subj.: Application for issue of Gate pass for delivering sample of goods

Ref: (Details of prospective business deal)

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

As you may already be aware that our Company is in talks with your Company for a business deal on supply of .......... goods for a period of ... years. We are committed to the quality norms and we look forward to supply the goods to the agreed standards. During the business meeting, it was decided that we would at first provide a sample of (quantity) goods by (date) for your verification purposes.

Our representative will be delivering the samples on (date) at your company's warehouse. Therefore, we are seeking necessary gate pass in this regard to avoid any kind of issues at the time of entry.

Please note the following details, as may be needed at your end to issue the Gate pass:

1) Samples goods: (Name), (Code), (Quantity)

2) Date of delivery: ...............

3) Vehicle no. ............ which will be carrying the goods.

4) Driver's /Representative's Name: ................

5) Name of our Company: .................

6) Business Proposal Reference Number: ....................

Trust the gate pass will be issued at the earliest.

Look forward to hearing from you soon.

Thanking you,

Yours faithfully,

  (signature)

(Name of the Officer)

(Designation)

(Name of the Company #1)