Letter Writing Guide for Genealogy: Difference between revisions
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=== Greetings === | === Greetings === | ||
{{Block indent|1. Dear Sir or Madam: |2}} | |||
{{Block indent|2. Dear Pastor: |2}} | |||
=== Introductions === | === Introductions === | ||
{{Block indent|3. I am researching my ancestors and need information from your records. |2}} | |||
{{Block indent|4. My ancestors come from (fill in locality). I would like to know more about them. |2}} | |||
{{Block indent|5. The following individual is my ancestor (explain exactly how you are descended from or related to the person). Below is all the information I have about this person:|2}} | |||
=== Biographical Information === | === Biographical Information === | ||
6. Include as many of these facts as you know: | 6. Include as many of these facts as you know: | ||
{{Block indent|a. Given name and surname: |2}} | |||
{{Block indent|b. Date of birth: |2}} | |||
{{Block indent|c. Place of birth: |2}} | |||
{{Block indent|d. Father's given name and surname: |2}} | |||
{{Block indent|e. Mother's given name and surname: |2}} | |||
{{Block indent|f. Husband's given name and surname: |2}} | |||
{{Block indent|g. Wife's given name and maiden surname: |2}} | |||
{{Block indent|h. Date of marriage: |2}} | |||
{{Block indent|i. Place of marriage: |2}} | |||
{{Block indent|j. Date of death: |2}} | |||
{{Block indent|k. Place of death: |2}} | |||
{{Block indent|l. Date of emigration: |2}} | |||
{{Block indent|m. Religion:|2}} | |||
{{Block indent|Roman Catholic |3}} | |||
{{Block indent|Protestant (Lutheran) |3}} | |||
{{Block indent|Reformed |3}} | |||
{{Block indent|Jewish|3}} | |||
=== Genealogical Requests === | === Genealogical Requests === | ||
{{Block indent|7. Could you please check your birth registers from (fill in year) to (fill in year) for the birth or christening record of this person? <br> |3}} | |||
{{Block indent|8. Please send me a complete extract of the birth or christening record (1) of this person. (2) of these persons. |3}} | |||
{{Block indent|9a. Please send me a complete extract of the marriage record (1) of this person. (2) of this person's parents. |3}} | |||
{{Block indent|9b. Please send me a copy of the marriage record of this person. |3}} | |||
{{Block indent|10a. I believe that (fill in name) died in your locality about (fill in year). I would like a complete extract of the death record. |3}} | |||
{{Block indent|10b. Please send me a copy of the death record of this person. |3}} | |||
{{Block indent|10c. Could you please check your records to see whether there are probate records for this person. If so, please send me photocopies of the complete probate packet |3}} | |||
{{Block indent|11. I would like to know more about the family of this person. I would be grateful if you would provide the names and birth dates of the brothers and sisters and an extract of the marriage record of the parents. |3}} | |||
{{Block indent|12. I would like to locate any relatives who may live in (fill in town). My ancestor was (fill in name). If you know any relatives of the family, I would be grateful if you would give this letter to them so that they can contact me. |3}} | |||
{{Block indent|13. Please send me a copy of the family information on (fill in husband's name) and (fill in wife's name). They were married (1) (fill in date). (2) approximately (fill in date). |3}} | |||
{{Block indent|14. For my family research I need information from the Jewish records of births, marriages, and deaths from your community. Do you know where such records were kept and where they are presently located? |3}} | |||
{{Block indent|15. Would you please inform me if it is possible to obtain photocopies from your records and tell me the cost of such copies? |3}} | |||
<br> | <br> | ||
=== Referral Requests === | === Referral Requests === | ||
{{Block indent|16. If you do not have the necessary records, could you provide the address of the place where the records can be found? |3}} | |||
{{Block indent|17. If you are unable to do this research for me, could you please recommend a local researcher that I could hire for this purpose? |3}} | |||
=== Payment === | === Payment === | ||
{{Block indent|18. To cover your expenses, I am enclosing $25. Please let me know if your fee requires me to send more. <br> |3}} | |||
{{Block indent|19. Please let me know the cost of your help and how I can pay. |3}} | |||
<br> | <br> | ||
=== Closing Remarks and Return Address === | === Closing Remarks and Return Address === | ||
{{Block indent|20. I thank you in advance for your help. <br> |3}} | |||
{{Block indent|21. Sincerely, |3}} | |||
{{Block indent|22. My address: |3}} | |||
<br> | <br> | ||
=== Follow-up === | === Follow-up === | ||
{{Block indent|23. Thank you for the information you sent on (fill in date). It has helped me very much. |3}} | |||
{{Block indent|24. I need further information about one of the individuals you mentioned in your letter: (fill in name). |3}} | |||
{{Block indent|25. I have already received from you the following information about this person: |3}} | |||
{{Block indent|26. I am enclosing a copy of a letter I sent you on (fill in date). Please write and tell me if you can do this research. |3}} | |||
=== EXAMPLE LETTER === | === EXAMPLE LETTER === | ||
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| '''Biographical Information''' | | '''Biographical Information''' | ||
| | | | ||
{{Block indent|Given name and surname: Martha Bond}} | |||
{{Block indent|Date of birth: about 1884}} | |||
{{Block indent|Place of birth: Lincoln County, Nebraska}} | |||
{{Block indent|Father's given name and surname: Harold Bond}} | |||
{{Block indent|Mother's given name and surname: Margaret}} | |||
| Line 145: | Line 145: | ||
<br> | <br> | ||
{{Block indent|Sincerely|3}} | |||
<br> | <br> | ||
| Line 159: | Line 159: | ||
<br> | <br> | ||
{{Block indent|Jane Doe |3}} | |||
{{Block indent|674 "Q" Street |3}} | |||
{{Block indent|Salt Lake City, UT 84103 USA|3}} | |||
<br> | <br> | ||
Latest revision as of 18:43, 19 August 2025
How to write requests for family history certificates, church record, and genealogical documents.
Be brief and simple. Do not ask for too much at one time. Do not use this guide as the letter itself! That might insult the recipient and lessen the chance of a reply. Your letter should include:
- the date (at the top)
- the name and address of the addressee
- greeting
- brief introduction
- biographical information about your relative
- short, specific, genealogical request
- referral request(s)
- comment about payment
- closing remarks
- your signature
- your return address (including your country).
Greetings[edit | edit source]
Introductions[edit | edit source]
Biographical Information[edit | edit source]
6. Include as many of these facts as you know:
Genealogical Requests[edit | edit source]
Referral Requests[edit | edit source]
Payment[edit | edit source]
Closing Remarks and Return Address[edit | edit source]
Follow-up[edit | edit source]
EXAMPLE LETTER[edit | edit source]
| Date |
20 Juli 1993 |
| Addressee |
The DHHS Office of Vital Records |
| Greeting |
Dear Sir or Madam, , |
| Introduction |
I am researching my ancestors and need information from your records. |
| Genealogical Request |
Please send me a complete extract of the birth record of Martha Bond.. |
| Biographical Information |
|
| Referral Requests |
If you do not have the necessary records, could you provide the address of the place where the records can be found? |
| Payment |
To cover your expenses, I am enclosing $10.00. Please let me know if your fee requires me to send more. |
| Closing |
Thank you in advance for your help.
|
| Signature | |
| Return Address |
My address:
|