A request email has one job: make it easy for the other person to say yes. Long, soft emails are hard to answer. Short, clear, polite emails get replies.
Say the request early
Do not hide it in paragraph three.
Could you send me the sales report for October?
Give a reason
One line is enough.
I need it for the meeting on Friday.
Give a date
A clear time helps.
If possible, by Thursday noon.
Use polite forms
"Could you" is softer than "Can you". "Please" helps.
Could you check this, please?
Offer to help
I am happy to call if that is easier.
End simply
Thank you, Mei
Words to remember
- request — asking for something
- report — a document with facts
- possible — able to happen
- polite — kind and respectful
Questions & answers
Q: Should I say sorry for asking?
No. A normal request does not need an apology.
Q: How long should the email be?
Five lines. If it is longer, cut one line.
Q: What if I need it urgently?
Say so, kindly: "I am sorry for the short notice. Is it possible by today?"
Q: Should I use "ASAP"?
"ASAP" can sound hard. Give a real time instead.
Q: What if they do not reply?
Wait two days, then reply to your own email: "Just checking on this, thank you."