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Email template requesting information
September 10, 2018 Anniversary Wishes 1 comment

You might need to write a different request letter to ask someone who you should write to. This applies whether you're sending an email or a hard copy letter. Become . Do: cover all necessary info, such as the time frame.

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Keeping your clients happy is one of the most important things you can do in business. Delighted customers will buy from you again and again, be advocates for their family and friends, and spread the good word about your organization.

 

Developing great customer relationships is based on one key factor — trust. One of the best ways to make (or break) trust is through communication. That makes written communication, including emails, one of the most vital ways you can interact.

 

We covered off the main reasons for writing to clients in our article “How to email clients and make them love you.” We suggest reading that article now to get some context and tips on building great customer relationships. Here, we’re going to dig a little deeper, giving you the email templates you need to contact your clients like a pro.

 

 

Email Templates You Will Find Here

 

These are the topics these email templates are going to cover.

 

Providing business, product, or service information to a client.

Responding to client questions and queries.

Scheduling or rescheduling a meeting with a client.

Providing confirmations and follow ups.

 

 

General Guidance for Writing to Your Customers and Clients

 

 

Use the proper greeting with a client, depending on your existing relationship.

If you have a friendly, informal relationship, first names are fine. If it’s a more formal or first contact, generally stick to a title and last name.

Never use a generic greeting, always use their name.

Get to the point quickly and be concise., but don’t be impersonal or abrupt.

Keep your sentences short and clear.

Include everything your client needs to know in the email.

If you’re just providing information and don’t need a response, write “No response needed” at the end of the email.

Proofread your email—few things break trust as fast as a typo.

Thank your client—finish off your email with a thank you.

 

 

 

Email Template for Providing Business, Product, or Service Information to a Client

 

 

Purpose — let a client know details of a business offering.

 

Subject line — Information on [business, product or service name] [as requested]

 

“Dear [client name]

Thanks for requesting information on [product, service, or business name] [delete this part if they did not request the information].

I’m pleased to share the following details.

[provide a list of the key information that you have to share. It should directly address any questions or requests for information the client has.]

I’m also delighted to let you know how our [service/product/business] has helped other customers. Some of the main benefits they had included:

[provide a short list of key benefits and how you can make their lives better.]

You can find further information here. [provide links to further information—you don’t need to go into huge depth in the email, instead, you can provide hyperlinks or add attachments.]

Please let me know if you need anything further and I would be happy to help.

Thank you,

[your name].”

 

 

 

Email Template for Responding to Client Questions and Queries

 

 

Purpose — provide information in response to a customer’s questions.

 

Subject line — Answers as requested on [area or topic]

 

“Dear [client name]

Thanks for your questions about [area or topic], I am delighted to answer them.

[Repeat customer question one]

[Repeat customer question two]

[Repeat customer question three]

[Provide exactly the information they’re after—only include as much information as the client has requested to answer the question. Provide hyperlinks to further information if they need it.]

Please let me know if you have further questions or would like more information.

Thank you,

[your name].”

 

Email Template for Scheduling or Rescheduling a Meeting With a Client

 

 

Purpose — asking to reschedule a client meeting.

 

Subject line (scheduling) — Request to schedule [meeting name] to [date and time]

 

Subject line (rescheduling) — Request to reschedule [meeting name] to [new date and time]

 

“Dear [client name]

I am writing to [schedule or reschedule] a meeting for [date and time] at [location]. [if the meeting is over the phone, skype, audio conference, or online, ensure you provide contact details.]

During the meeting we will cover the following areas:

[list key items you will cover]

Please let me know if you have any questions.

Thank you,

[your name].”

 

 

 

 

Email Template for Providing Confirmations and Follow Ups to a Client

 

 

Purpose — confirming information and following up with customers.

 

Subject line — [Confirmation / Follow up] for [subject area]

 

“Dear [client name]

[I can confirm  / I am following up to let you know] that [reason you are following up.]

I hope this gives you the information you need. Please let me know if you have any questions.

Thank you,

[your name].”

 

These email templates will help you build better relationships, develop trust, and create happier customers and clients.

A classic example of a common email is writing to somebody because we And if you want to ask somebody to do something, explaining the reason why Please feel free to contact me if you need any further information.

How to Write a Follow-up Email After No Response

email template requesting information

For most of us, email is the most common form of business communication so it’s important to get it right. Although emails usually aren’t as formal as letters, they still need to be professional to present a good image of you and your company.

Follow these five simple steps to make sure your English emails are perfectly professional.

  • Begin with a greeting

    Always open your email with a greeting, such as “Dear Lillian”. If your relationship with the reader is formal, use their family name (eg. “Dear Mrs. Price”). If the relationship is more casual, you can simply say, “Hi Kelly”. If you don’t know the name of the person you are writing to, use: “To whom it may concern” or “Dear Sir/Madam”.

  • Thank the recipient

    If you are replying to a client’s inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, “Thank you for contacting ABC Company”. If someone has replied to one of your emails, be sure to say, “Thank you for your prompt reply” or “Thanks for getting back to me”. Thanking the reader puts him or her at ease, and it will make you appear more polite.

  • State your purpose

    If you are starting the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, “I am writing to enquire about …” or “I am writing in reference to …”.

    Make your purpose clear early on in the email, and then move into the main text of your email. Remember, people want to read emails quickly, so keep your sentences short and clear. You’ll also need to pay careful attention to grammar, spelling and punctuation so that you present a professional image of yourself and your company.

  • Add your closing remarks

    Before you end your email, it’s polite to thank your reader one more time and add some polite closing remarks. You might start with “Thank you for your patience and cooperation” or “Thank you for your consideration” and then follow up with, “If you have any questions or concerns, don’t hesitate to let me know” and “I look forward to hearing from you”.

  • End with a closing

    The last step is to include an appropriate closing with your name. “Best regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such as “Best wishes” or “Cheers” unless you are good friends with the reader. Finally, before you hit the send button, review and spell check your email one more time to make sure it’s truly perfect!

  • Aren’t you an EF English Live student yet? See the general and business English course in action by requesting a one month for only one dollar* trial. Find more information about essential professional English tips here.

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    6 Important Business Email Templates

    email template requesting information

    Steps

    Part 1

    Preparing to Write a Request Letter

    1. 1

      Identify the proper person for the request. Many times, part of making a request is finding out who the right person to contact is. Generally, you should ask the person most qualified to fulfill your request, and it may take some work to find out who that is.
      • If you are writing to ask a favor of a company, then you might need to call the company secretary to identify the appropriate person. Get this person's full name, address, phone number and title.
      • You might need to write a different request letter to ask someone who you should write to. In this case, still follow these steps for writing a request letter.
    2. 2

      Learn the format for a business letter. Your request letter should use the proper business letter format, as it is likely a formal request. This applies whether you're sending an email or a hard copy letter.[1] Become familiar with the following format and be sure to use it when writing your letter.[2]
      • Place your name, title, and address on the top left of the paper.
      • Place the date below this.
      • Put the person's name, title, and address below this.
      • Address the person appropriately. Start with "Dear Mr." or "Dear Mrs."
      • Have 1-inch margins around the paper and use single spacing. Don't indent, just use a double space in between paragraphs.
      • Use an easy-to-read font such as Times New Roman or Arial, in 12-point font.
      • End with "Sincerely," then leave 4 lines so you can manually sign your name. Below this, type your name and title.
    3. 3

      Leave enough time for the request. Keep in mind that whoever you're writing to probably has other tasks to complete, so your request may take some time to get to. If your request is time-sensitive, be sure to give the recipient a enough advance notice to process it. Generally, allowing a week for requests is a good guideline, though bigger tasks could very well take longer.
      • For example, you wouldn't ask for a letter of recommendation from a teacher 2 days before it's due. That is an unreasonable request. If you'd planned ahead, you'd know that such requests usually require 2 weeks to fulfill.

    Part 2

    Writing Your Letter

    1. 1

      Use a proper greeting. The recipient of the letter should be greeted and addressed properly.[3]
      • "Dear" is the accepted opening for this style of letter. Openings like "Hi" or "Hello" are inappropriate and unprofessional for a business letter.
      • Use Mr., Mrs., and Ms. as appropriate. Never use only someone's first name.
      • If you're unsure of a person's gender, use the full name in the greeting instead of Mr. or Mrs. For example, "Dear Casey Smith."[4]
    2. 2

      Introduce yourself. If this is an unsolicited request, the recipient will need to know who's making the request. Make a brief introduction of yourself, such as your job/position or affiliated organization. This will help your reader understand who is making the request.[5]
      • Your introduction can only be a sentence or two. You don't need to provide a biography, you just need to give the recipient an idea of who you are.
      • Introducing yourself has two advantages. First, it's polite. Remember, whoever you're writing to probably doesn't have to grant your request, so good manners will show that you've put thought and effort into contacting him or her. Second, identifying yourself will help the recipient understand who you are and better process your request.
      • If you've met the person before, it might help to remind him or her. For example, you might write: “We met last week at the sports banquet. I was pleased to make your acquaintance.”
    3. 3

      State the favor you're asking. After introducing yourself, start a second paragraph. Politely, but clearly, state the favor you need. Also fill in any necessary details the recipient will need to meet your request, like dates and times.[6][7]

      Don't: demand help with "I need your help" or "I heard you could do this for me"
      Do: request help with "Would it be possible..." or "I would be grateful if you would..."

    4. 4

      Keep it simple. Don't go crazy with detail. You should be able to make your request in a few sentences. What's most important is that what you need is clearly stated.

      Don't: include unnecessary flattery or apology.
      Do: cover all necessary info, such as the time frame.

    5. 5

      Tell your recipient why the favor is important. In certain cases, you might need to convince the recipient that he or she should grant your request. This should also go in the second paragraph. Have all your supporting evidence ready and briefly state why this request is important, and why granting it would help the recipient.[8]
      • For example, you might be requesting that a company sponsor an event you're putting on. You could stress that the company will receive good exposure by doing this. You could say: "If you were to provide the necessary funding, we will announce your company at the event as an official sponsor. This will give you exposure to the community and identify your company with a good cause."[9]

        Don't: pressure someone with "This is extremely important." or "It would really mean the world to me."
        Do: provide specific info such as a deadline or a concrete incentive.

    6. 6

      Offer to provide assistance to the recipient. Always demonstrate your willingness to work with the recipient. A simple statement like "Please let me know if you need any more information" can show the recipient that you're willing to work together and be as much help as you can be.

      Don't: pressure the reader with references to past favors you've done.
      Do: acknowledge "I understand if you're not able to do this."

    7. 7

      Close the letter politely. When you've stated your request and provided all the necessary information the recipient may need, then close on a polite note. Thank the recipient for considering your request, and say that you look forward to hearing back. Then end with a proper salutation like "Sincerely."[10]
      • For example: "Thank you very much for your time in considering this request. I look forward to hearing back from you on this matter. Sincerely, John Smith."
    8. 8

      Proofread your letter before sending it. Never send a letter without proofreading, especially a formal business letter. Any spelling or grammar errors will make your letter look unprofessional, and could decrease your chances of having your request granted.[11]
      • Read your letter at least two more times before sending. That way, you can catch any mistakes you might've made.
      • Just because you're typing your letter doesn't mean that your spelling and grammar check will catch everything. Never rely exclusively on these programs. You still need to proofread the old fashioned way.

    Community Q&A

    Add New Question
    • Question

      How do I request extra help in the office from a manager?

      Start by describing what exactly you need help with; this may involve keeping a list of all of your duties for a few weeks prior to requesting help. Detail to your manager how this work is overwhelming and why you need someone else to contribute.

    • Question

      How do I write a letter requesting my supervisor for a new office staff?

      You might want to consider requesting an in-person meeting. Explain why you want it and why it would be better for the company. Be gracious and understand that any such request has a lot of considerations. Don't get angry if it doesn't go your way.

    • Question

      How do I write a request for a few days off?

      "I would like to contact you about __ days off because of/for ________________. I am hoping you will consider this request as this is very important to me because _____________." Use this format if your company does not have a form letter for requesting days off.

    • Question

      How do I write a letter to a pharmaceuticals company requesting free samples?

      Try: Dear Sir/Madam, I would like to request that your company consider the opportunity to provide us with some free sample medicines for our charity program to be held on 15 May 2016. We would be grateful if you could please approve this request as it will aid our charity and provide your company with an opportunity to advertise and provide product information to those attending the event. I am looking forward to your positive response to our request and will happily provide any information you may require. Regards, X

    Ask a Question

    Our information-addled brains demand a new approach to email. for example —you might legitimize your request by indicating that you are.

    Best Follow Up Email Templates

    email template requesting information

     

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    Unless you’re the top banana in your business, there will be numerous occasions every week when you need to email your boss. Whether it’s giving them updates, sharing information, asking for time off, getting answers, or (gulp!) admitting to a mistake, here are the email templates you need.

     

    We covered the general principles of emailing your boss in a couple of previous articles:

     

    How to email your boss and build a better working relationship.

    How to email your boss and ask for time off.

     

    We recommend you read those articles first so you’ve got some useful context for these templates and when you might choose to use each one. We worked with our good friends over at Recruiterbox to put these together, since they know a thing or two about helping people work together effectively. If you need some effective business guides that are dead simple to implement, look no further.

     

     

    Email Templates You Will Find Here

     

    These are the topics these email templates are going to cover.

     

    Confirming you’ve completed a task.

    Sharing information on a regular basis.

    Requesting an extension.

    Admitting to an error or mistake.

    Asking for information and answers to questions.

    Thanking your boss.

    Asking for time off.

     

     

    General Guidance for Writing to Your Boss

     

    The style and tone you use will depend on your relationship with your boss, whether it’s professional and formal, informal and chatty, or somewhere in between.

    Choose the style and tone that will “land” best with your boss, bearing in mind the type of email you are going to write.

    Keep subject lines short and concise and include the most important information there.

    Get straight to the point, avoid waffling.

    Use short paragraphs and ensure you only cover one or two points in each paragraph.

    Use bulleted or numbered lists if it makes sense.

    Sign off with a “thank you” or “best.”

     

    Email Template for Confirming You Have Completed a Task

     

    Purpose — to let your boss know you’ve completed a one-off or routine task that they need to know about.

     

    Subject line — Task Completed — [task title and short description]

     

    “[Name of boss],

    The task you assigned to me [task title] [task description] was completed on [date].

    [Include here any further information your boss would find useful such as issues, next actions, timescales, or dependencies.]

    Please let me know if you have any questions or would like further information, otherwise, no response is needed.

    Thanks,

    [Your name]”

     

    Email Template for Sharing Information

     

    Purpose — to let your boss have access to certain information and insights.

     

    Subject line — FYI — [type of information you’re sharing] [any action needed] [unique identifier like date or number]

     

     

    “[Name of boss],

    I’m sharing the following information with you. [link to information, paste into the email if short, or attach it].

    This information shows [provide a brief description providing a short overview and two or three key points].

    After you have reviewed this information, please can you [list any actions your boss needs to take or questions you have].

    Please let me know if you have any questions or would like further information, otherwise, no response is needed.

    Thanks,

    [Your name]”

     

    Email Template for Requesting an Extension

     

    Purpose — to request more time to complete a particular task or project.

     

    Subject line — Request for extension [task or project] to [new deadline date]

     

     

    “[Name of boss],

    I need to request an extension for [name of task or project] [project description].

    I would like to propose a new deadline of [new deadline date] and am confident the work will be completed by that time.

    I need to request an extension because [list reasons for extension, e.g. other priorities, changing scope etc.]

    I have already taken the following actions to move this task forward. [list actions].

    Please let me know if you agree to this extension or if you have any questions.

    Thanks,

    [Your name]”

     

    Email Template for Admitting to an Error or Mistake

     

    Purpose — to admit to an error or mistake you have made.

     

    Subject line — Issues with [area], actions being taken to resolve.

     

     

    “[Name of boss],

    Unfortunately, I have not been able to complete [name of task], [description of task] to the [time, quality, speed etc.] agreed.

    The reasons for this are [list reasons]. I have taken steps to fix this issue and stop it happening again, including [list steps you are taking].

    I expect the task to now be completed by [date].

    I apologize for not being able to complete this task as expected and will make sure I avoid issues like this in future.

    Please let me know if you have any questions or need further information.

    Thanks,

    [Your name]”

     

    Email Template for Asking for Information

     

    Purpose — requesting information and answers from your boss

     

    Subject line — Information needed [area and short description of information]

     

     

    “[Name of boss],

    I need you to send me information on [be specific about the information you need]. In particular, I am interested in [list any key areas where you need particular info].

    I have the following questions [list key questions] and have already used the following resources to try and answer them [list resources].

    Please send me the information and let me know if you can answer these questions.

    Thanks,

    [Your Name].”

     

     

    Email Template for Thanking Your Boss

     

    Purpose — to thank your boss for something they have done

     

    Subject line — Thank you for [list area you are grateful for]

     

    “[Name of boss],

    Thank you for your assistance with [area]. Your help with [specific actions they took] meant [you learned something, were able to complete work more effectively, or other benefits].

    I appreciate you using your time and expertise to help me and let me [develop my skills, complete the task, etc.]

    Thanks,

    [Your Name]”

     

    Email Template for Requesting Time Off

     

    Purpose — to ask for time off

     

    Subject line — Request for time off [date from and to] inclusive

     

    “[Name of boss]

    I would like to take time off between [start date and end date].

    I have already spoken with [names of colleagues] to ensure that my time off won’t clash with anyone else’s. In my absence [colleague name] will be acting as my deputy and covering my work. I have fully briefed and trained them.

    I will also get ahead on my work before I go and expect to complete the following prior to my time off. [list expected status of key projects, tasks, or work].

    I will ensure that my entire workload is handled properly in my absence.

    Thanks,

    [Your name]”

     

     

    And there you have it, seven super-helpful templates for emailing your boss like a pro! Remember, for more helpful information on business guides, recruitment, and building better business relationships, hop across to Recruiterbox.

     

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