Request Letter for Copy of Document – Sample Letter Requesting Duplicate Copy of Documents

Table of Contents:

• Sample Letter
• Live Editing Assistance
• How to Use Live Assistant
• Additional Template Options
• Download Options
• Share via Email
• Share via WhatsApp
• Copy to Clipboard
• Print Letter
• FAQs

Request Letter for Duplicate Document

To,
The ___________ (Human Resources Manager/Supervisor/Concerned Authority),
______________ (Name of the Company),
______________ (Address)

Date: __ /__ /____ (Date)

Subject: Request for copy of document

I would respectfully inform that my name is _____________ (Name) and I am working in _____________ (Department) of your _______________ (School/ College/ Institution/ Company – Mention).

Respected, I am writing this letter to request you to kindly issue a duplicate copy of ________________ (Mention Document Name – Job Letter/Salary Slip/Form 16/Experience letter/ Letter of Recommendation) which was issued in my name from your end. As my original document got ________________ (Original Misplaced/ Original Lost/ Original Damaged).

I request you to kindly look into this matter and do the needful at the earliest.

Yours Truly/Thankfully,
__________________ (Name),
__________________ (Contact Number)

Live Editing Assistance

Live Preview

How to Use Live Assistant

The Live Assistant feature is represented by a real-time preview functionality. Here’s how to use it:

• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

Additional Template Options

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Download Options

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Share via Email

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Share via WhatsApp

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

Copy to Clipboard

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

Print Letter

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.

FAQs

• Q: Who should I address in the letter for requesting a copy of a document?
  • A: Address the Human Resources Manager, Supervisor, or Concerned Authority, depending on the organization's hierarchy.
• Q: What information should I provide in the subject of the letter?
  • A: Clearly state "Request for copy of document" to indicate the purpose of the letter.
• Q: Why is it important to mention the reason for requesting a duplicate copy of the document?
  • A: Mentioning the reason helps the recipient understand the urgency and necessity of issuing the duplicate copy.
• Q: Should I provide my contact information in the letter?
  • A: Yes, include your contact number at the end of the letter for any further communication or clarification.
• Q: What documents can I request a duplicate copy of in such letters?
  • A: You can request duplicate copies of various documents like Job Letter, Salary Slip, Form 16, Experience letter, or Letter of Recommendation, depending on your specific requirement.

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