Resale Certificate Request Letter Template: A Formal Approach

A Resale Certificate Request Letter is a formal document used to request a certificate from a supplier, manufacturer, or distributor confirming that the goods sold to the requesting party were purchased for resale purposes. This certificate is essential for businesses that need to prove that they are not the final consumer of the goods, which can be crucial for tax purposes, import/export regulations, or other legal requirements.

Key Components of a Resale Certificate Request Letter

A well-structured Resale Certificate Request Letter should include the following essential components:

1. Your Company Information:

Company Name: Clearly state the name of your company.

Address: Provide your company’s complete address, including city, state, and zip code.

Contact Information: Include your company’s phone number, email address, and website.

2. Supplier Information:

Supplier Name: Specify the name of the supplier from whom you purchased the goods.

Supplier Address: Provide the supplier’s complete address, including city, state, and zip code.

Contact Information: Include the supplier’s phone number, email address, and website.

3. Purchase Order Information:

Purchase Order Number: Refer to the specific purchase order number associated with the purchase of the goods.

Purchase Date: Indicate the date when the purchase order was placed.

4. Product Description:

Itemized List: Provide a detailed list of the products you purchased, including their quantity, description, and model numbers.

5. Resale Declaration:

Clear Statement: Make a clear and concise declaration stating that the goods were purchased for resale purposes.

6. Request for Resale Certificate:

Formal Request: Politely request that the supplier issue a Resale Certificate to confirm the purchase for resale.

7. Contact Information for Follow-up:

Designated Person: Specify the name and contact information of the person who can be contacted for any further inquiries or clarifications regarding the request.

Design Elements for Professionalism and Trust

To ensure that your Resale Certificate Request Letter conveys professionalism and trustworthiness, consider the following design elements:

1. Letterhead:

Use a professionally designed letterhead that includes your company logo, name, address, and contact information. This adds a touch of formality and credibility.

2. Font and Font Size:

Choose a font that is easy to read and professional, such as Times New Roman, Arial, or Calibri.

Use a font size that is consistent throughout the letter, typically 12 points.

3. Spacing:

Maintain consistent spacing between lines and paragraphs to enhance readability.

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

4. Margins:

Use standard margins of 1 inch on all sides of the letter.

5. Alignment:

Align the text to the left margin for a clean and professional appearance.

6. Salutation and Closing:

Use a formal salutation, such as “Dear [Supplier Name],” and a formal closing, such as “Sincerely” or “Best Regards.”

Sample Resale Certificate Request Letter

[Your Company Letterhead]

Date: [Date]

[Supplier Name]
[Supplier Address]

Dear [Supplier Name],

We are writing to formally request a Resale Certificate for the following purchase:

Purchase Order Number: [Purchase Order Number]
Purchase Date: [Purchase Date]

Product Description:
[Itemized list of products, including quantity, description, and model numbers]

We purchased the above-mentioned products from your company for the purpose of resale. Please provide a Resale Certificate confirming this purchase.

If you require any further information, please do not hesitate to contact [Your Name] at [Your Email Address] or [Your Phone Number].

Thank you for your prompt attention to this matter.

Sincerely,

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