Learn how to write request emails that get results with our in-depth guide. This article breaks down the process of writing request emails for information, documents, contact details, favors and more.
How many times have you asked for a crucial favor and not got what you needed?
Being able to write a polite and formal email requesting information with a clear purpose is essential in your personal and professional life.
The best email requests demand a reply â and get it. Thus its critical that you are clear about what you want, when you want it, why you want it, and why the recipient is the right person to fulfil the request.
This is simpler than it sounds, and after some practice it will be easy to create reliable request emails if you follow some simple rules.
This article breaks down these rules to show you how to request something via email. We also provide examples that show you how to write request emails for information, documents, contact details, and more.
Getting the information you need is crucial, but sometimes sources are hesitant to provide details. They may worry about privacy, feel overloaded, or prefer avoiding certain topics. When sources are reluctant, you need an approach tailored to earn cooperation versus irritation.
Try these tactful tactics to get details from a hesitant source:
1. Reflect on Why They’re Reluctant
Before reacting, reflect on what makes them hesitant:
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Are they private people by nature?
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Is the request intrusive or emotionally difficult?
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Do they feel imposing demands already?
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Is your relationship awkward or distrusting?
Understanding their perspective allows for empathy. You can then frame requests to ease specific concerns. Knowing the reluctance roots will also remind you to be patient if details take time.
2. Clarify Your Real Goal
Clearly state what information you need and why it matters. For example:
“I’m requesting your sales figures to showcase your team’s success in the company newsletter. We want to celebrate your achievements and motivate other teams.”
That context positions your ask as wanting to highlight their accomplishments, not just demanding data. It shows respect for their time and expertise as well.
3. Use an Email Template
For complex or sensitive asks, craft a thoughtful email template you can customize per request. Include key elements like:
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Expressing appreciation for past help they’ve provided
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Recognition that you’re asking for something significant
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Details on how the information will benefit shared goals
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Logistical info like format, timeline, and who will see the data
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Sincere thanks for considering the request
This templates helps present requests professionally and persuasively, setting the stage for cooperation.
4. Maintain a Friendly, Patient Tone
However they respond, keep communication polite and kind. Avoid terse demands or guilt trips, which will only breed resentment.
Phrase email subject lines gently like “Quick request from a colleague” instead of “Need this info NOW.” Write requests in full sentences instead of quick-fire bullet points.
Reply to concerns expressing understanding and willingness to compromise. The friendly, patient approach makes it easier for them to say yes.
5. Thank Them for Any Information Provided
If they provide even some of the requested details, express sincere gratitude. Thank them for taking the time and for the specific information shared.
This positive reinforcement increases the chances they’ll be responsive to future requests. After benefiting from their knowledge, they’ll feel appreciated rather than used.
6. Try a Phone Call
For urgent or sensitive requests, a call may secure details faster than endless email chains. Hearing voice cues and tone can build trust and nuance.
On the call, re-emphasize why the information matters and how you’ll use it responsibly. Active listening shows you understand their position. See if meeting halfway addresses any concerns.
Sometimes a short dialogue works better to gain cooperation than a cold email trail.
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Getting details from a reluctant source requires empathy, patience and savvy communication. Avoid cornering them with demands or guilt. Understand their hesitance and frame requests to ease worries. Maintain a warm, professional tone and keep thanking them for any information provided. With this approach, you can gain cooperation from even the most hesitant sources.
Provide a clear call for action (CTA)
Ensure that the person youre emailing understands what youre asking them to do. Then, consider breaking things down into simple steps with clear timelines for what happens next. In marketing terms, its known as a call-to-action (CTA). Writing a great CTA is part of science and art. Still, breaking it down to its basics is about providing clear instructions on what you want someone to do. Dont try and be sophisticated with your CTAs, be simple.
How to write an email asking for information sampleÂ
Similar to the email approach above, this example of how to write an email asking for information is addressed to someone you already know. Unlike the email request for information example above, weve made it more personal and a little less professional. Hi (Recipients name), Ive reviewed your website, and Im getting in touch to request some information about the products/services provided by your company. When youve got the time, could you send me: (Insert details) Im contacting you from (insert company), and we need the information because (insert details). Weve got no fixed deadline for the work, but I would appreciate it if you could provide me with the information in the next couple of weeks. Ill contact you again if I require it sooner. If you have any questions, dont be afraid to drop me a message. Many thanks, (Your name)
Reluctant to share you script? It might not be ready – Screenwriting Tips from Writer Michael Jamin
What should I do if someone is reluctant to share information?
An important first step is to reflect on the situation. Review the information you need, who you need it from and how soon it’s needed. You might also reflect on why they’re reluctant to share their information with you and consider your past interactions.
Why is it important to request information when someone is reluctant to share?
There may be many reasons an individual might be reluctant to share their information, like managing a busy schedule. However, if this happens, you can professionally introduce yourself and provide details on the type of information you’re requesting.
Why are people reluctant to share information?
There may be many reasons an individual might be reluctant to share their information, like managing a busy schedule. However, if this happens, you can professionally introduce yourself and provide details on the type of information you’re requesting. This can make them feel more comfortable responding and providing this information to you.
What should I do if someone refuses to give me information?
Review the information you need, who you need it from and how soon it’s needed. You might also reflect on why they’re reluctant to share their information with you and consider your past interactions. There could be many reasons they haven’t responded, so try to be patient and empathetic when requesting the information.
