How to Write an Email Requesting Something From Someone

Email is a convenient and efficient way to make requests in both personal and professional contexts Whether you’re asking a friend for a favor, soliciting donations for a cause, or requesting an extension on a work project from your boss, a well-crafted email can increase your chances of getting what you want

When writing an email to request something, there are several strategies you can use to boost your odds of getting a positive response. In this comprehensive guide, we’ll walk through the key steps for writing effective emails to request information, favors, meetings, extensions, exceptions to rules, donations, and more

Step 1: Organize Your Request

Before drafting your email, take a moment to get clear on exactly what you’re requesting and why. Outline the key details including:

• What specifically are you asking for?
• Who are you asking?
• Why are you making this request?
• When do you need this request fulfilled by?
• Is there any background information needed to provide context?

Organizing the details ahead of time will help you write a focused email that clearly communicates your request.

Step 2: Write an Approachable Subject Line

The subject line is one of the most important parts of your email, as it’s often the first thing the recipient sees. An effective subject line gets your email opened and conveys key details about your request. Some tips:

• Keep it concise, ideally less than 50 characters
• Include the action you want them to take (e.g. “Request for meeting”)
• Give key context (e.g. “Request for extension on Project X”)

Avoid overly demanding or vague subject lines. You want the recipient to feel inclined to open and consider your request.

Step 3: Begin with a Formal Salutation

How you address the recipient sets the tone for the rest of your email. Use an appropriate level of formality based on your relationship:

• Dear [First Name] – for close friends and family
• Hi [First Name] – for colleagues you interact with regularly
• Hello [Mr. / Ms. Last Name] – for managers, senior leadership, donors, etc.

When in doubt, err on the side of being more formal, especially when emailing someone for the first time.

Step 4: Express Your Request

The body of your email should clearly and concisely communicate what you are requesting. Be sure to include:

• Specific details about what you are requesting
• Relevant background information to provide context
• Reasons why you are making this request
• Deadline or timeframe if applicable

Use a polite and grateful tone. Avoid demanding language even if you feel your request is justified. Frame it in a way that shows you value the recipient’s time and consideration.

Step 5: Include Benefits for the Recipient

Wherever possible, explain how fulfilling your request would benefit the recipient or their organization. For example:

• This donation will help our charity expand services to more people in need.
• Approving this deadline extension will enable me to deliver a higher quality final product.
• Meeting to discuss this proposal will help us identify ways to reduce costs.

Showing the upside for them increases your chances of getting a yes.

Step 6: Conclude with a Call to Action

Wrap up your email by clearly stating any requested next steps or action items. For instance:

• I’m happy to schedule a call to discuss this request further at your convenience.
• Please let me know if you need any additional information from me.
• I would appreciate if you could approve this request by [date].

Giving the recipient clear guidance on how to move forward makes it easy for them to help you.

Step 7: Focus on the Recipient

Throughout your email, demonstrate you are considering the recipient’s needs and perspective:

• Use “you” frequently: “Would you be able to…”, “Does this timing work for you?”
• Acknowledge their time: “I know you’re very busy, so I appreciate you taking the time to consider this request.”
• Offer flexibility: “Let me know if you need me to modify my request in any way.”

This thoughtful approach increases goodwill and makes them more receptive.

Step 8: Include Any Additional Documents

If your request requires the recipient to review documentation, be sure to attach relevant files to your email or include links. For example:

• Proposals
• Timeline extensions requests
• Donation forms
• Agendas for requested meetings

Having supporting documents easily accessible improves the chances of your recipient being able to fulfill your request.

Key Email Etiquette To Keep in Mind

• Use a clear subject line – Helps the recipient quickly identify your request
• Open with a proper salutation – Sets the right tone from the start
• Be concise – Respect the recipient’s time by keeping your request focused
• Mind your manners – Politeness and gratitude go a long way
• Proofread carefully – Double check for errors before sending

Examples of Effective Emails Requesting Something

Here are two example emails for requesting a meeting and an invoice payment:

Subject: Request for meeting to discuss new project

Dear Kelly,

I hope you’ve been well! I wanted to reach out to request a 30 minute meeting with you next week to discuss kicking off the social media marketing project we talked about. I have several ideas already that I’m excited to cover with you.

Best,
Lee

Subject: Reminder: Invoice #9876 Payment

Hello Mr. Stevenson,

I’m following up on the outstanding Invoice #9876 for $750 dated March 1, 2021. I know things have been busy but wanted to see if you had an estimated date for when you will be able to process this payment.

Regards,
Martin Smith

Putting It All Together

The steps we’ve covered offer proven tips to help you craft emails that get results. To recap:

• Take time to clearly organize your request details first
• Use a warm yet professional tone and structure
• Explain how your request benefits the recipient
• Close with clear next steps and appreciation

With the right approach, email can be an excellent avenue for requesting help, information, meetings, and more from friends, colleagues, employers, businesses, and other contacts. Just be sure to be thoughtful, grateful, and considerate in how you frame your request.