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Using a standard business letter format (link below), state the reason for writing with any specifications as your first paragraph, 'I am writing to...'
Use the second paragraph to explain any parameters (s) for the action, keeping it short and to the point. Mention or list anything that may be attached that support the action.
Start the third paragraph with any important dates or time frame, if applicable; next provide the information necessary for the recipient to contact you; and the last sentence is used to thank them for their time and/or their action.
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