A bank statement request letter is a short, formal letter asking your branch for account statements for a specific period. State the account holder's name, account number, the exact period, the format you want (signed and stamped, PDF or both) and the purpose, then sign as the account holder or authorised signatory. For businesses, the purpose line matters more than you might think, because it tells the branch whether you need a plain printout or a certified copy.
Key takeaways
- Include: account name, account number, branch, exact date range, format, number of copies and purpose.
- For a company or LLP, sign as an authorised signatory, on letterhead, with the company seal if your bank expects one.
- Ask specifically for "signed and stamped" statements when they are for audits, GST refunds, visas, tenders or loans.
- Many banks also offer statements through net banking. Use the letter when you need a certified copy, older periods or a format online banking does not give.
- Our free template fills the letter for you in under a minute.
When you actually need a letter
Most people download statements from net banking, and for day-to-day reconciliation that is enough. A written request is usually needed when:
- you need statements certified by the branch, signed and stamped, for an auditor, a GST officer, an embassy, a lender or a tender;
- you need older periods that are no longer available online;
- the account is dormant or closed and online access has ended;
- you need statements in a particular format or with additional details.
For service exporters, certified statements often come up during GST refund claims on export of services, statutory audits, and year-end reconciliation of foreign receipts against invoices and EDFs.
What the letter must contain
| Element | Example | Why it matters |
|---|---|---|
| Date and place | 12 October 2026, Pune | Establishes when the request was made |
| Addressed to | The Branch Manager, [Bank], [Branch] | Goes to the right desk |
| Subject line | Request for account statement, 1 April 2026 to 30 September 2026 | Lets staff act without reading the full letter |
| Account details | Account name, account number, account type | Avoids mix-ups with similar names |
| Exact period | From 1 April 2026 to 30 September 2026 | Prevents partial statements |
| Format | Signed and stamped hard copy, plus PDF by email | Certified copies need a branch signature |
| Number of copies | Two | Saves a second visit |
| Purpose | GST refund application / statutory audit | Helps the branch decide on certification |
| Delivery | Collect from branch / send to registered email | Avoids sending statements to unverified addresses |
| Signature | Name, designation, seal | Confirms authority |
Do not write your full password, PIN or card details in any letter. Banks never need them for a statement request.
Sample letter: business current account
Nimbus Labs Pvt Ltd [Address line], Pune 411001
Date: 12 October 2026
To, The Branch Manager, [Bank name], [Branch name]
Subject: Request for signed and stamped account statement for the period 1 April 2026 to 30 September 2026
Dear Sir or Madam,
We request you to issue the statement of our current account for the period from 1 April 2026 to 30 September 2026, with details as below:
Account name: Nimbus Labs Pvt Ltd Account number: XXXXXXXX4521 Account type: Current account
We require two signed and stamped copies for submission with our GST refund application for export of services, and one PDF copy sent to our registered email address.
Kindly let us know if any charges apply so we can authorise the debit.
Thanking you,
For Nimbus Labs Pvt Ltd (Signature and seal) Priya Kulkarni, Director
Adapt the purpose line to your situation. For an individual account, drop the company name and seal and sign in your own name.
The bank statement request letter tool builds this letter with your details, on plain paper or your letterhead.
Business accounts: signing and authority
For a company, LLP or partnership firm, the bank will check that the signatory is on its authorised signatory list for the account. If the person signing is not, the request may be held. Two practical tips:
- Print the letter on your letterhead so the request is clearly from the entity.
- If you want an employee to collect the statement, add an authority letter naming them and asking the bank to verify their ID.
Some banks expect a company seal, others do not. Follow your branch's practice.
Statements for export reconciliation
Exporters often need more than a statement. If you are reconciling foreign receipts against EDFs, ask yourself whether you also need:
- FIRA or FIRC for specific inward remittances, which show purpose code and remitter details;
- eBRC for realised exports;
- balance confirmation for audit.
Each has its own request letter in our bank letters collection. A statement shows the credit; a FIRA explains it. For an EDPMS entry above ₹10 lakh, the bank closes it on invoice, payment evidence and matching instructions, so the FIRA is often more useful than the statement line alone.
Worked example
Asha Design Studio, a proprietorship, filed a GST refund claim for exports made from April to September 2026. Its CA asked for certified bank statements showing each foreign receipt. Asha:
- Downloaded the statements from net banking to check the period was complete.
- Sent a request letter for signed and stamped copies for 1 April to 30 September 2026, purpose "GST refund on export of services", two copies.
- Sent a separate FIRC request for three remittances whose advices she could not find.
- Highlighted the foreign credits on the certified copy and cross-referenced each to its invoice number.
The branch issued the copies; the CA filed them with the claim. The cross-referencing took Asha longer than the request did, which is why keeping an invoice-to-receipt register month by month is worth the effort.
This is general information, not legal or tax advice. Bank charges and turnaround times for certified statements vary; ask your branch.
Frequently asked questions
How do I write a letter to the bank for an account statement?
Address it to the branch manager, give a clear subject line, state the account name and number, the exact period, the format and number of copies, and the purpose. Sign as the account holder or authorised signatory. Our free template fills these in for you.
Do I need a signed and stamped statement or is a PDF enough?
For your own records, a PDF from net banking is usually enough. Auditors, GST officers, embassies and lenders often ask for statements certified by the branch, so ask for signed and stamped copies when the purpose is official.
Can someone else collect my bank statement?
Usually yes, if you give them an authority letter naming them and the bank verifies their ID. Ask your branch what it requires.
Will the bank charge for a statement?
Some banks charge for certain statements, especially duplicates, older periods or certified copies. Charges differ by bank and account type. Ask the branch, and authorise the debit in your letter to avoid delays.
What should a company include that an individual would not?
Print on letterhead, sign as an authorised signatory with designation, and add the company seal if your bank expects one.
Bottom line
A good bank statement request letter is short, precise about the period and clear about purpose. Generate yours in seconds with the free bank statement request letter tool.
This guide is general information for Indian businesses, not legal or tax advice. Rules and bank processes change — confirm specifics with your AD bank or chartered accountant.