The ability to write request emails is essential in business, and we can show you how to get it right every time. We can help you get the information you need, confirmation of meeting attendance, and invoices settled!
In this guide to writing request emails, we'll outline the format that provides the foundations for all request emails and describe how to write them.
HIX.AI experts also provide some pro tips to help you write the most effective request emails that will work time after time. We also include 5 sample emails requesting something to get you started, covering:
- Email to request contact details
- Email to request product information
- Email to request leave
- Email to request payment for invoice
- Email to request attendance at an event
Whatever the reason for sending a request, our tips from HIX.AI experts will get you the best result.
Create Professional Emails Effortlessly
Before exploring our handcrafted examples, streamline your communication with our free AI email generator that crafts personalized emails for your every request.
What is an email request?
Request emails are messages asking for something. For example, it could be requesting the return of an item, product information, payment for an invoice, or an update on a project.
The purpose of an email request is to get information on something. In the examples above (covered in our sample emails requesting something), you're asking for information enabling you to act.
An email request aims to generate an acknowledgment and a response – which is easy to illustrate with our 5 sample emails requesting something.
5 sample emails requesting something
We've created 5 email request samples covering everyday situations you might face at work.
Contact details request email
Requesting contact details is a common reason for sending a request email. In this example, we explain why we want the contact details and what we'll do with them when we get them. It's short, polite, and professional – like all the best request emails.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to kindly request your contact details. We need your contact details in order to include you in our mailing list, as well as to communicate any important updates or announcements. Rest assured that your contact details will be kept confidential and will only be used for the mentioned purposes.
Please provide us with your contact details by replying to this email or filling out the attached contact form. Your prompt response would be highly appreciated.
Thank you for your attention.
Best regards,
[Your Name]
Product information request email
In this sample email for requesting something, we want the person to provide us with information on a product, but you could also use this for services. We start by introducing ourselves, then outline our request before signing off.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to request information on a specific product/service that your company offers.
Could you please provide me with the following information:
- Product/service features and specifications
- Pricing and any available discounts
- Delivery options and estimated timelines
Thank you for your attention to this matter. I look forward to receiving the requested information at your earliest convenience.
Best regards,
[Your Name]
Read also: How Can I Write a Customer Service Email?
Leave request email
Booked a holiday? Secure your leave with this sample email requesting some time off. It's important that you send your request before booking your vacation, or you could run into problems! It's helpful to add a date for a response here to ensure this email to request leave isn't left ignored in an inbox.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to request some time off from work.
I have recently booked a holiday and would like to formally request leave from [start date] to [end date]. I understand the importance of giving advanced notice and wanted to ensure that my time off is approved before finalizing my vacation plans.
Please let me know if this time frame works for you and if there are any additional steps or forms that I need to complete in order to secure my leave.
Thank you for your attention and prompt response.
Best regards,
[Your Name]
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Read also: How to Ask for a Raise via Email
Payment for invoice request email
We will help you get paid the money you're owed with this email to request payment for an invoice. Include all details (order number, PO, payment amount, and how many days it's overdue) to give you the best chance of prompt payment.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to request payment for invoice number [order number] for the purchase order [PO]. The amount due is [payment amount], which is now [number of days overdue] days overdue.
Kindly process the payment at your earliest convenience to avoid any further delays. If you have already made the payment, please disregard this reminder.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Read also: How to write invoice emails (5 templates & samples)
Email to request attendance at an event
If you're involved in arranging an event, this email request for attendance is suitable. In this email sample request message, we cover the basics of the event and provide reasons why the person should attend.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to request your attendance at our upcoming event. It is an important gathering of industry experts where we will be discussing the latest trends and developments in our field.
Your presence would greatly contribute to the success of the event as we value your expertise and insights. There will be opportunities for networking and collaboration with other attendees, which could lead to fruitful partnerships and business opportunities.
Please confirm your availability and let us know if you will be able to join us. We look forward to your participation and appreciate your support.
Thank you for your attention.
Best regards,
[Your Name]
How to write emails requesting something
Request emails stick to the tried and tested professional email format. That's good to know, as it means they're easy to write and replicate. Request emails are built from three parts:
- Request email subject line
- Body copy
- Sign-off/next steps
In this section, we go through each stage of writing request emails to help you create your own templates.
Request email subject line
Request emails need a subject line, but how do you start writing? We recommend outlining your request in the subject line. As you can see from our 25 request email subject lines, even short sentences can state what you want.
Here are 25 request email subject lines to get you started.
Email to request contact details:
- Could you share your contact details?
- Quick request for your contacts
- Need to update your contact info
- Reaching out for your contact details
- Hoping to get your current contact info
Email to request product information:
- Inquiring about [Product Name]
- Looking for more info on [Product Name]
- Need some details about [Product Name]
- [Product Name] - could you share more info?
- Interested in learning more about [Product Name]
Email to request leave:
- Requesting some time off
- Hoping to take a short break
- Planning for some needed rest
- Looking to schedule some leave
- Need to step out for a few days
Email to request payment for invoice:
- Quick note about Invoice #[Number]
- Touching base on your outstanding invoice
- Friendly reminder: Invoice #[Number] due soon
- Hoping to settle Invoice #[Number]
- Let's clear up Invoice #[Number]
Email to request attendance at an event:
- Hope you can join us at [Event Name]
- We'd love to see you at [Event Name]
- You're invited to [Event Name] - can you make it?
- [Event Name]: hope you can attend!
- Your presence requested at [Event Name]
Request email body copy
In the body copy, we get into the details – but begin with a positive and personal greeting. Start with a "Hi" or "Hello" and the person's name. Once we've provided a greeting, we can get into the request. In this request template, we're asking for an update on a project.
"I hope you're well. I'm contacting you for an update on the (insert name) project. Can you please update me on progress so far and what's left to do?"
We've summed up everything in the first couple of sentences, which means we don't really need to add much more, but we can ask for additional details.
"Specifically, I would like you to provide me with details about (insert information)."
You can add a positive note here about progress. This will be appreciated by anyone receiving the email!
"You've invested a lot in this project and made great progress. Thank you for all your hard work so far."
Request email sign-off/next steps
It's time to end your email and push for a response.
"Please confirm that you've received this email and can provide me with the requested information? You can contact me at (insert details)."
Sometimes the person may have a problem providing information, so offer them a get-out.
"If you're going to have trouble providing the information, or have conflicting priorities, let me know."
Good work! Now sign off with some kinds words ("Thanks again", "Many thanks", etc.), and get ready to send. Ensure you've added your full name, email signature, and crucial contact details.
You're almost done, but before you send, check out our 10 principles for writing effective email requests.
Essential checklist: 10 principles for writing emails to request something
Here are 10 tips from the pros to help you write better request emails.
- Create an informative and engaging subject line: Craft a subject line that grabs attention and accurately represents the email content. It's essential to be as clear as possible, so the person receiving it can process your request.
- Use a warm greeting: Engage the recipient with a personalized greeting. Always use their first name and professional title (if they have one).
- Keep it personal: If you've had previous interactions or have a relationship with the person, mention it. This is important to build trust and ensure you get a response.
- State your request simply: Don't beat around the bush; state what you want and why. After a brief introduction, comment, or compliment, get straight to business!
- Keep request emails positive: Nobody wants to read a negative email, so keep your request emails upbeat and positive.
- Show your appreciation: Thank the person for their time, and add a compliment, or express gratitude if you can. Doing this means you're more likely to receive a reply.
- Use a friendly tone of voice: Of course, you're messaging for business, but it pays to be friendly. We're always more likely to respond to requests from people we trust and like (so be that person!).
- Be considerate of the recipient's time: Or, to put it another way, keep your request messages short! Nobody wants to spend too much time reading and responding to messages, so keep them as short as possible (while being polite and professional, naturally).
- Provide a clear call to action (CTA): If there are specific things you want the recipient to do, then ask them. A clear CTA is essential to ensure you get the correct response.
- Leverage HIX.AI: If you're worried about finding the right words, let HIX.AI do it for you. Its powerful AI email writing tool makes it easier than ever to create professional emails, including request emails. Try it out today, and you'll never look back!
Conclusion
Getting request emails right involves understanding the format and putting it into practice. Start with our sample emails requesting something to see how it works. Analyze the structure and understand the foundations before building your own request emails.
The best request messages are short and concise, with a clear outcome and CTA. Strip out unnecessary words, and it'll work wonders for your request emails!
