Resale Certificate Request Letter Template

A Resale Certificate Request Letter is a formal document used to request a resale certificate from a vendor or supplier. This certificate allows the purchaser to avoid paying sales tax on purchases that will be resold. The letter should be clear, concise, and professional to ensure a prompt and positive response.

Key Elements of a Resale Certificate Request Letter

Your Contact Information: Your name, company name, address, phone number, and email address should be included at the top of the letter.

Vendor’s Contact Information: The vendor’s name, address, and contact person should also be included.

Date: The date the letter is written.

Salutation: A formal greeting, such as “Dear [Vendor’s Name]”.

Body: The main content of the letter, where you state your request for a resale certificate.

Closing: A polite closing, such as “Sincerely” or “Best Regards”.

Signature: Your signature, typed name, and title.

Crafting a Professional and Persuasive Letter

Use Formal Language: Avoid using slang or colloquialisms.

Be Concise: Get to the point of your request quickly and efficiently.

Be Polite: Maintain a respectful and courteous tone throughout the letter.

Provide Necessary Information: Include any relevant information, such as your resale certificate number or your business license.

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

Design Elements for a Professional Resale Certificate Request Letter

Letterhead: Use a professional letterhead with your company logo, name, and contact information.

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

Font Size: Use a font size that is easy to read, such as 12 points.

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

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

Alignment: Align the text to the left margin.

Example Resale Certificate Request Letter

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

Date

Vendor’s Name
Vendor’s Company
Vendor’s Address
Vendor’s City, State, ZIP Code

Dear [Vendor’s Name],

I am writing to request a resale certificate for my company, [Your Company Name]. We are a [Your Business Type] and are required to provide a resale certificate to avoid paying sales tax on purchases that will be resold.

Our company’s resale certificate number is [Your Resale Certificate Number]. Please provide us with a copy of your resale certificate for our records.

Thank you for your prompt attention to this matter.

Sincerely,

Your Name
Your Title
Your Company

Additional Considerations

Follow-Up: If you do not receive a response within a reasonable time, follow up with a phone call or email.

Multiple Vendors: If you need resale certificates from multiple vendors, you may be able to use a single certificate for all purchases.

State-Specific Requirements: Resale certificate requirements may vary by state. It is important to consult with your state’s tax department for specific guidelines.

By following these guidelines, you can create a professional and effective resale certificate request letter that will increase your chances of obtaining the necessary documentation.