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 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 ensure a positive response from the vendor.

Key Components of a Resale Certificate Request Letter

1. Your Business Information

Business Name: Clearly state the name of your business.

Business Address: Provide your business’s complete address, including city, state, and ZIP code.

Contact Information: Include your business phone number, email address, and website.

2. Vendor Information

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

Vendor Address: Provide the vendor’s complete address, including city, state, and ZIP code.

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

3. Request for Resale Certificate

Direct Request: Clearly state your intention to request a resale certificate. Use a formal tone and avoid using contractions.

Reason for Request: Briefly explain why you need the resale certificate. For example, you may mention that your business purchases goods or services for resale to customers.

4. Supporting Documentation

Resale Certificate Number: If you already have a resale certificate from another jurisdiction, provide the number.

Tax Identification Number (TIN): Include your business’s TIN, such as an Employer Identification Number (EIN).

Business License: Mention that you have a valid business license and can provide a copy upon request.

5. Contact Information for Follow-up

Designated Contact: Specify a contact person within your business who can be reached for further inquiries or to provide additional information.

Preferred Method of Contact: Indicate your preferred method of communication, such as phone or email.

See also  Certificate Of Satisfactory Conduct

6. Closing

Formal Salutation: Use a formal salutation, such as “Sincerely” or “Respectfully.”

Your Signature: Include your signature or the signature of an authorized representative of your business.

Printed Name and Title: Print your name and your position within the business below your signature.

Design Elements for Professionalism and Trust

Letterhead: Use a professional letterhead with your business name, address, and contact information.

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

Spacing: Use appropriate spacing between lines and paragraphs to enhance readability.

Alignment: Align the text to the left or center of the page for a clean and organized appearance.

Margins: Ensure adequate margins on all sides of the page.

Paper Quality: Use high-quality paper to create a professional impression.

Example Resale Certificate Request Letter

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

[Date]

[Vendor Name]
[Vendor Address]
[City, State, ZIP]
[Phone Number]
[Email Address]

Dear [Vendor Name],

I am writing to formally request a resale certificate for [Your Business Name]. Our business is engaged in the [Business Activity] of [Description of Business Activity].

We are providing our Tax Identification Number (EIN): [Your EIN] and can provide a copy of our business license upon request.

We kindly request that you process our request for a resale certificate as soon as possible. Please feel free to contact [Your Name] at [Your Phone Number] or [Your Email Address] if you require any further information.

Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]
[Your Position]
[Your Business Name]

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