How to Ask for Something in a Professional Email

A complete request email

Here is an email asking a colleague for an updated price list:

The email says what Amira needs: the updated price list. It says when she needs it and why. “Could you…?” asks Daniel to help instead of telling him what to do.

Say exactly what you need

The reader should not have to guess what to send, do, or answer. Compare these requests:

The first question is polite, but “the information” may not be clear. The second names the item. If you need an action instead of a document, name that action:

Name the item or action clearly in your email. “The price list” and “the delivery date” tell the reader what you mean.

Ask instead of sounding like you are giving an order

Look at this sentence:

The sentence is clear, but it may sound like an order. If you are asking a colleague for help, you can write:

“Could you…?” is a useful choice for many everyday requests at work. Keep the rest of the question specific so the reader knows what to do.

You can also write “Please send me the updated price list by Thursday.” That is polite, but it tells the reader what to do. It can be okay in some work emails. When you want to make it especially clear that you are asking, use a question.

If the task may take more time, give a little more detail. Then ask if the person can do it:

The reader can see what to review and when you need it. They can tell you if Thursday is difficult. You do not need several polite phrases in one email. Choose one clear request.

Give a clear time when you need it

“Soon” may mean different things to different people. If you need something by a deadline, say when:

If the reader might not know which Thursday you mean, add the date. If there is no deadline, do not add one. You can simply ask for what you need.

A short reason can help the reader understand why you need it by that time. In the full email above, Amira says she needs the prices before she sends the customer’s order. She does not need to explain a lot.

Check that your subject line sounds like a request

A subject line can sound like an order if it only tells the reader what to do:

For a request, you could make it a question:

“Can you…?” can also begin a question in the subject line. A subject line does not always need to be a question; Request: Updated price list is another clear option. Choose a subject line that tells the reader what the email is about.

Check your request before you send

Read your email once more and ask:

If the reader can see the action and the timing, your request is easier to answer.

More help with work emails

EFGB’s Email Problem 19, Sounds Like an Order, looks at a related subject-line problem: making the subject line a question instead of an order. For help with other workplace email problems, visit Business English for Emails.

Learn More About Business English for Work

Business English for Work has 90 short lessons for email, meeting, and presentation problems. Choose the problem you need and learn what to say or write.