Resale Certificate Request Letter Template

A Resale Certificate Request Letter is a formal document used to request a certificate from a supplier or vendor that confirms the purchase of goods or services for resale purposes. This certificate is often required by governmental agencies, tax authorities, or other organizations as proof that the buyer is not the end-user of the product or service.

Crafting a Professional Resale Certificate Request Letter

When creating a Resale Certificate Request Letter, it is essential to adhere to specific design elements and formatting guidelines to convey professionalism and trust. Here’s a breakdown of the key components:

1. Letterhead

Company Name: Place your company’s name prominently at the top of the letterhead, using a font that is bold, legible, and appropriate for formal correspondence.

Company Logo: If your company has a logo, include it to the left or right of the company name. Ensure that the logo is high-quality and complements the overall design.

Contact Information: Provide your company’s address, phone number, email address, and website URL. This information should be easy to read and clearly visible.

2. Date

Format: Use the following format: Month Day, Year (e.g., January 15, 2024).

Placement: The date should be placed on the right side of the letterhead, aligned with the contact information.

3. Recipient’s Information

Name: Include the full name of the recipient, their job title, and the company they represent.

Address: Provide the recipient’s complete address, including street address, city, state, and ZIP code.

4. Salutation

Formal Greeting: Use a formal greeting such as “Dear [Recipient’s Name],” or “Dear Sir/Madam.”

5. Body of the Letter

Purpose: Clearly state the purpose of the letter, which is to request a Resale Certificate.

Purchase Details: Provide specific details about the purchase, including the date of purchase, invoice number, and description of the goods or services.

Reason for Request: Explain why you need the Resale Certificate, such as for tax purposes or regulatory compliance.

Request: Politely request the Resale Certificate and specify any specific requirements or deadlines.

6. Closing

Complimentary Close: Choose a formal closing such as “Sincerely,” “Respectfully,” or “Best Regards.”

Signature: Sign your name below the closing.

Printed Name and Title: Print your name and your position within the company below your signature.

7. Enclosures

Attachments: If you are including any supporting documents, such as copies of invoices or purchase orders, list them under the “Enclosures” section.

Example Resale Certificate Request Letter

[Your Company Logo]

[Your Company Name]
[Your Company Address]
[Your City, State, ZIP Code]
[Your Phone Number]
[Your Email Address]
[Your Website]

[Date]

[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Recipient’s Address]
[Recipient’s City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to formally request a Resale Certificate for a recent purchase made on [Date] with invoice number [Invoice Number]. The purchase included [Description of goods or services].

As [Reason for needing the Resale Certificate, e.g., a tax-exempt organization], we require a Resale Certificate to verify that the purchased items will be resold.

Please provide the Resale Certificate as soon as possible. If you require any additional information, please do not hesitate to contact me.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]
[Your Position]
[Your Company Name]

Additional Considerations

Paper Quality: Use high-quality letterhead paper to enhance the professionalism of your letter.

Font Choice: Select a font that is easy to read and complements the overall design. Times New Roman, Arial, or Calibri are common choices.

Font Size: Use a font size that is consistent throughout the letter, typically between 10 and 12 points.

Spacing: Use single-spacing for the body of the letter and double-spacing between paragraphs.

Alignment: Align the text to the left margin, except for the date and complimentary close, which should be aligned to the right.

Margins: Use standard margins of 1 inch on all sides.

By following these guidelines and incorporating the design elements mentioned above, you can create a professional and effective Resale Certificate Request Letter that will increase your chances of obtaining the necessary certificate.