Email Writing Guide

How to Write an Email Request

Make a courteous request with a clear action and realistic deadline.

The essential idea

A good request makes it easy for the reader to decide and act. It explains what you need, gives the minimum context, and recognises the reader’s time or authority.

Politeness does not mean vagueness. ‘Could you send the signed form by Friday?’ is both courteous and direct.

What makes it effective?

Ask one main thing

Separate unrelated requests or label each action.

Give a reason

A short explanation helps the reader assess the request.

Set a fair timeframe

Allow enough time and explain fixed deadlines.

Reduce the effort

Attach the file, supply the link, or suggest options.

A step-by-step method

    1

    Put action in the subject

    Use ‘Review requested’, ‘Approval needed’, or ‘Meeting request’.

    2

    State the request early

    Use could or would followed by a specific action.

    3

    Provide context

    Explain why you are asking and what the request supports.

    4

    Specify timing

    Use an exact date and distinguish a deadline from a preference.

    5

    Offer an alternative

    For larger requests, allow another approach or timing.

Worked email example

Situation: Asking a colleague to review a short document.

Subject: Review requested: customer survey by 6 September

Hi Leila,

Could you please review the attached customer survey and add comments by Friday, 6 September?

I’m particularly interested in whether questions 4–7 are clear and neutral. The review should take about 15 minutes, and I’ll incorporate the feedback before the survey goes to the client on Monday.

If Friday is difficult, please let me know and I can ask another member of the research team.

Many thanks,

Tom

Why this email works

  • The request appears immediately.
  • Scope and effort are clear.
  • The deadline has context.
  • The colleague can suggest an alternative.

Useful phrases

Small request

  • Could you please…?
  • Would you mind checking…?
  • Could I ask you to…?

Larger request

  • Would you be available to…?
  • I’d be grateful if you could…
  • Would it be possible for you to…?

Allow an alternative

  • If that timing does not work, please suggest an alternative.
  • I understand if you are not available.

Common mistakes to avoid

Improve this wording

Avoid: Can you do this?

Use: Could you review pages 2–4 by Friday?

Define the action and scope.

Improve this wording

Avoid: It won’t take long.

Use: The review should take about 15 minutes.

Give a realistic estimate.

Improve this wording

Avoid: Thanks in advance.

Use: Thank you for considering this request.

Do not assume agreement.

Before you send

  • The subject line describes the topic or action.
  • The purpose is clear in the opening lines.
  • The tone suits the reader and situation.
  • Names, dates, links, and attachments are correct.
  • The scope and effort are clear.
  • The deadline is fair and alternatives are possible.

Continue building your practical email skills.

Explore all Email Writing guides