Making Polite Requests and Follow-ups

Most workplace emails include a request. The challenge is to be clear without sounding rude, and polite without sounding uncertain. This lesson shows you how.

The politeness ladder

Here are four ways to ask for the same thing, from direct to very polite:

1. Send me the report. (order)
2. Can you send me the report? (casual request)
3. Could you send me the report? (polite request)
4. I was wondering if you could send me the report. (very polite request)

For email, option 3 is usually the safest default. Option 4 is better for senior leaders or when you are asking for a favor.

Softening with if-clauses

Adding an if-clause makes a request feel less demanding because it gives the reader an out.

• Could you send me the report if you have a moment?
• Would you be able to review this when you get a chance?
• I was wondering if you could take a look at your earliest convenience.

These phrases signal that you respect the reader's time.

Using past-tense modals for politeness

Interestingly, using the past tense can make a request more polite in English. This is because it creates social distance.

• I wanted to ask if you could help with the presentation.
• I was hoping we could move the meeting to Thursday.
• I was wondering if you had any feedback on the proposal.

These forms are especially useful for sensitive requests.

Following up without being pushy

Everyone is busy, and emails get buried. A good follow-up email does three things:

1. References the original message.
2. Restates the request briefly.
3. Adds a deadline or next step.

Example:

Hi Sarah,

I hope your week is going well. I wanted to follow up on my email from Monday about the Q3 budget review.

Could you share your feedback by end of day Thursday? That would give us time to finalize the deck before Friday's leadership meeting.

Thanks, Alex

This email is polite but clear. It gives a reason for the deadline, which makes the request feel reasonable.

What to avoid

• Accusatory language: "You never replied to my email."
• Vague urgency: "ASAP" or "urgent" without context
• Too many follow-ups: If you have followed up twice with no response, try a different channel

Practice

Rewrite this email to make it polite and clear:

Hi David, Send me the data. I need it now. Thanks

A better version:

Hi David,

I hope you are doing well. Could you send me the latest user data when you have a moment? I need it by Thursday to finish the report for the leadership meeting.

Thanks in advance, [Your name]