Resale Certificate Request Letter Template

A Resale Certificate Request Letter is a formal document used to request a certificate confirming that a product is being purchased for resale purposes. This certificate is often required by government agencies, wholesalers, or distributors to ensure compliance with tax regulations and prevent fraudulent transactions.

Key Elements of a Resale Certificate Request Letter:

Letterhead: Your company’s letterhead should be prominently displayed at the top of the letter. It should include your company name, address, phone number, and email address.

Date: The date the letter is written should be clearly indicated.

Recipient’s Information: The name, title, company name, and address of the person or company you are requesting the resale certificate from should be listed.

Salutation: A formal salutation, such as “Dear [Recipient’s Name],” is appropriate.

Body of the Letter: The body of the letter should clearly state your request for a resale certificate. Include the following information:

Company Information: Provide a brief overview of your company, including its nature of business and any relevant licenses or permits.

Resale Purpose: Explain why you need the resale certificate, such as for tax purposes or to purchase products at wholesale prices.

Product or Service: Specify the type of product or service you intend to resell.

Certificate Request: Directly request the resale certificate, stating that you would like a copy to be sent to your company.

Closing: A formal closing, such as “Sincerely,” followed by your name and title, should conclude the letter.

Enclosure: If you are including any supporting documents, such as a copy of your business license, indicate this in the closing.

Design Elements for a Professional Resale Certificate Request Letter:

Font: Choose a professional and legible font, such as Arial, Times New Roman, or Calibri.

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

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

Margins: Maintain consistent margins on all sides of the page.

Alignment: Left-align the text throughout the letter.

Letterhead Placement: Position your company’s letterhead at the top of the page, centered or aligned to the left.

Date Placement: Place the date in the top right corner of the page.

Recipient’s Information Placement: Position the recipient’s information below the date, aligned to the left.

Salutation Placement: Start the salutation on a new line, indented from the left margin.

Body Placement: Indent the first line of each paragraph.

Closing Placement: Place the closing on a new line, aligned to the right.

Enclosure Placement: Indicate any enclosures below the closing, aligned to the right.

Example Resale Certificate Request Letter:

[Your Company Letterhead]

[Date]

[Recipient’s Name]
[Title]
[Company Name]
[Address]

Dear [Recipient’s Name],

I am writing to formally request a resale certificate for [Your Company Name]. We are a [Type of Business] located at [Your Company Address].

[Your Company Name] is engaged in the resale of [Product or Service]. We require a resale certificate to purchase these items at wholesale prices and for tax purposes.

We would be grateful if you could send a copy of the resale certificate to the following address:

[Your Company Address]

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]

Additional Considerations:

Keep it concise: A well-written resale certificate request letter should be brief and to the point.

Be professional: Use formal language and avoid slang or abbreviations.

Proofread carefully: Ensure that the letter is free of errors in grammar, spelling, and punctuation.

Follow up: If you do not receive a response within a reasonable time, you may need to follow up with the recipient.

By following these guidelines, you can create a professional and effective Resale Certificate Request Letter that will help you obtain the necessary documentation for your business.