If the other party to the contract is an individual, he or she should have the original agreement with both of your signatures. If a company or organization is the other party to the contract, you will need to find the appropriate person within the organization who is likely to have a copy of the contract. The company’s Human Resource (“HR”) or Legal Department would be a logical place to start. If there is no HR or Legal department, or you cannot locate a phone number for the individual department, simply call the company’s general number. Whomever answers the phone should be able to tell you which department retains copies of executed company contracts, and direct your call accordingly.
Telephone. For many contract requests, directly calling the person who has the contract is best. If you know the person who has the contract and you have a phone number for him or her, a telephone request may be the most appropriate. E-mail. If you are unable to reach the person holding the contract by telephone, or you do not have a direct number to him or her, you may want to send a formal email requesting a copy of the contract. Ask that a signed copy be mailed or e-mailed to you and provide your mailing address or e-mail address. Letter. If the Internal Revenue Service (“IRS”), a government agency such as the military, or a large company has the contract, you may wish to write a formal letter requesting a copy of it. Do not send a letter to a government agency by certified mail, as the agency generally will not sign for it. You may wish to enclose a self-addressed stamped envelope in order to ensure that a copy is mailed to you. In person. If e-mail, telephone, and/or written requests are unsuccessful, you may wish to visit the person’s office or place of business personally in order to request a copy of the contract. If the person accepts appointments, call and make an appointment. Otherwise, visit him or her at their office or place of business and be prepared to wait until he or she is free to see you. Online. Depending on the type of contract, you may be able to request a copy online by filling out a simple request form. For example, the National Archives and Records Administration keeps copies of all government contracts. This includes any military enlistment contracts. You can visit the National Archives and Records Administration at [1] and fill out such a request. Likewise, if you need a copy of a U-Haul rental agreement, you can access U-Haul’s website at [2] and request a copy through their online form.
For instance, you should have the names of all parties and companies that are parties to the contract. You also should describe the content of the contract as specifically as possible. This includes the type of contract, which, for example, could be a lease, rental agreement, contract for services, or employment contract. Also identify the subject of the contract, whether it be services, personal property, goods purchased, or rental of a piece of equipment or a physical address. Be sure to specify that you want a signed copy of the contract. An unsigned copy won’t do you any good if you are trying to enforce your rights under the contract. You will need to be able to prove that both parties actually signed the contract. [2] X Trustworthy Source Better Business Bureau Nonprofit organization dedicated to promoting marketplace trustworthiness by educating consumers and reviewing businesses Go to source
For example, you might write, “please mail a copy of the contract to me at the following address” and provide your mailing address and a self-addressed stamped envelope. You also might write, “please leave a copy of the contract with my secretary,” and provide a physical address where it can be delivered. You also could provide your e-mail address and write, “please e-mail a copy of the contract to me at the following e-mail address. ”
For example, you could write, “If I do not receive the requested information by the date specified, I will be forced to hire an attorney. ” You also could write, “Failure to comply with this demand will result in legal action against you. ”
