In this guide
What you will be able to do
- Make the request easy to act on
- Annotate a request and a follow-up
- Rewrite and check your own message
Make the request easy to act on
Professional email requests in English should make the action, reason and timing clear. Politeness comes from a considerate request and useful context, not from adding several apologies or hiding the action in a long introduction.
Compare “Send the figures ASAP” with “Could you send the final sales figures by 3 pm on Thursday? I need them for Friday’s planning meeting. If that timing is difficult, please let me know today so we can adjust the report.” The second version identifies the deliverable, deadline, reason and response route.
Annotate a request and a follow-up
Subject: Sales figures needed by Thursday. “Hi Mira, could you confirm the March totals in the attached table by 3 pm on Thursday? We are using the approved figures in Friday’s report. If you find a discrepancy, please flag the row and the corrected amount. Thanks, Arun.” This fictional request puts one main action near the beginning.
Follow-up: “Hi Mira, I’m following up on the March totals below. Are you still able to confirm them by 3 pm today? If not, please suggest a workable time so I can update the report owner.” This asks for status and an alternative. It avoids implying blame without knowing why the reply is late.
| Situation | Adaptation | Reason |
|---|---|---|
| A routine request to a colleague | Could you review the two highlighted rows? | Precise scope reduces unnecessary work. |
| A deadline has passed | Could you send an update by noon, or let me know what is blocking completion? | Asks for useful information and a next step. |
| A safety-critical or urgent instruction | Please stop using the affected file and contact the project lead now. | Direct language can be appropriate when action must be clear. |
Rewrite and check your own message
Rewrite this: “Dear Sir, sorry to disturb you again. Kindly do the needful with the document as soon as possible.” Decide who the reader is, which document you mean and what action is needed. Then add an actual deadline and a reason.
One possible answer is: “Hi Dev, could you approve the attached budget by noon on Tuesday? We need approval before booking the venue. Please tell me if any item needs revision.” Other wording can work. Check that a reader can identify what to do without sending another email to clarify your request.
Continue with guided practice
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Compare your learning goals with the CVAF syllabus, live practice and assessment. Ask about placement and suitability before choosing a programme.
Useful answers
Frequently asked questions
How soon should I send an email follow-up?
Use the agreed deadline, urgency and recipient context. There is no universal waiting period. If timing matters, specify when you need a response in the original request.
Sources, scope and accuracy
Original Cambridge Veritas learning guide. Cases and figures are fictional practice examples. Activities are self-study aids, not validated proficiency assessments. Cambridge Veritas offers CVAF; consult the course page for current programme details.
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