Resale Certificate Request Letter Template: A Formal Approach

A Resale Certificate Request Letter is a formal document used to request a resale certificate from a vendor or supplier. This certificate is essential for businesses that purchase goods or services for resale to avoid paying sales tax on the purchase price. The letter should be well-structured, concise, and professional to increase the chances of a positive response.

Key Components of a Resale Certificate Request Letter

1. Your Business Information:

Business Name: Clearly state the name of your business.

Address: Include your complete business address, including city, state, and zip code.

Contact Information: Provide your phone number and email address for easy communication.

2. Vendor Information:

Vendor Name: Specify the name of the vendor or supplier you are requesting the resale certificate from.

Vendor Address: Include the complete address of the vendor.

3. Request for Resale Certificate:

Direct and Clear Statement: Clearly state your request for a resale certificate.

Reason for Request: Briefly explain why you need the resale certificate, such as to avoid paying sales tax on purchases made for resale.

4. Business Information:

Business Type: Indicate the type of business you operate (e.g., sole proprietorship, partnership, corporation).

Business License or Tax ID: Provide your business license number or tax identification number.

Resale Certificate Number (if applicable): If you already have a resale certificate from another jurisdiction, include the number.

5. Proof of Resale Activity:

Supporting Documents: Mention any supporting documents you are enclosing, such as copies of sales invoices, business licenses, or tax returns, to verify your resale activity.

6. Contact Information:

Contact Person: Specify the name of the person who should be contacted regarding the request.

Contact Details: Provide the contact person’s phone number, email address, and mailing address.

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7. Closing:

Thank You: Express your gratitude for the vendor’s time and consideration.

Enclosure: Indicate any enclosed documents.

Sincerely or Respectfully: Use a formal closing.

Design Elements for a Professional Resale Certificate Request Letter

1. Letterhead: Use a professional letterhead with your business name, address, and contact information.
2. Formatting: Use a standard business letter format, including a salutation, body, closing, and signature.
3. Font: Choose a professional and legible font, such as Times New Roman or Arial.
4. Spacing: Use consistent spacing throughout the letter, with single-spaced paragraphs and double-spaced between paragraphs.
5. Alignment: Align the text to the left margin, except for the date, which should be aligned to the right.
6. Margins: Use standard margins (e.g., 1 inch on all sides).

Sample Resale Certificate Request Letter

[Your Business Name]
[Your Business Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]
[Date]

[Vendor Name]
[Vendor Address]
[City, State, ZIP Code]

Dear [Vendor Name],

I am writing to formally request a resale certificate for [Your Business Name]. We are a [Business Type] operating in [City, State]. Our business license number is [Business License Number].

We are requesting this resale certificate to avoid paying sales tax on purchases made for resale purposes. We have enclosed copies of our [Supporting Documents] to verify our resale activity.

Please let us know if any additional information is required to process our request.

Thank you for your prompt attention to this matter.

Sincerely,
[Your Name]
[Your Title]
[Enclosure]

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