Although asking for something can seem like the hardest part of writing a professional email, it is essential to most work and communication. When asking for help, a piece of information or simply when you need someone to do something for you the key is with clarity and politeness. To take you through sending a professional email structure for an ask while making certain that it will not discouraged your message and accommodated.
The importance of the subject line in an email cannot be understated This gives the receiver an idea about what that email will be before they even open it.
Need Assistance Submitting a Report
“Meeting Schedule Request”
The way you say hello will essentially set the stage for an email. If you are unsure of someone and they with a quick hello, it is always best to respond in kind or more formally.
Instead, give a very brief introduction (if the recipient isn’t already familiar with you) in the first sentence. Add additional context around why you are asking them, what role they play developing their department/area of focus. It should be short and to the point, as your email will contain other crucial information regarding what it is that you are actually asking for.
At the heart of your email is, in fact, the ask. Be polite but also be explicit with what you are requesting. Stay away from the long, drawn out prose. Instead, get to the point and let them know what you want.
Once you have made the request, follow up with detailed instructions as to what else they might need in order to proceed. For example, deadlines, previous context or any attachments they should refer to.
By including these specifics the person receiving your email will have a clear grasp of what you are specifically asking for and when.
Your email should finish with a crystal clear call to action. From replying to your email, answering a specific question or completing an activity for you — I implore you to manage expectations.
For Example: Your response complete with the information requested.
This way, when the recipient gets your email, they know whats going to happen after.
Close your email with a professional signoff, followed by:
It adds formality and leaves a good last impression.
Before you press the Send button, review it one more time. Proofread and re-read to make sure that your message is easy to understand. An email that is free from typographical errors illustrates regard for the recipient.
It is more than fine to send a gentle follow-up email if you do not hear from the person within an acceptable window of time. Allow a few days to pass before following up with the receiver. Be polite and considerate in your follow-up as they might have missed it the first time.
