How do you reply to someones request?

By Indeed Editorial TeamPublished August 11, 2021Requesting and receiving information from coworkers in an appropriate time frame can help you maintain your work and deadlines. Kno

How do you reply to someones request?

By Indeed Editorial Team

Published August 11, 2021

Requesting and receiving information from coworkers in an appropriate time frame can help you maintain your work and deadlines. Knowing how to request information when someone is reluctant to share typically includes you using effective interpersonal and professional skills.

Sending a polite, concise and well-written message can showcase the importance of the matter, and remind the recipient to review and respond to your request. In this article, we discuss how to request information when someone is reluctant to share by explaining why it's important, providing steps to do it and providing tips and examples for requesting information.

Why is it important to request information when someone is reluctant to share?

There may be many reasons an individual might be reluctant to share their information, like managing a busy schedule. However, if this happens, you can professionally introduce yourself and provide details on the type of information you're requesting. This can make them feel more comfortable responding and providing this information to you.

Related: 4 Types of Communication and How To Improve Them

How to request information when someone is reluctant to share

Here are six steps to request information when someone is reluctant to share:

1. Reflect on the situation

An important first step is to reflect on the situation. Review the information you need, who you need it from and how soon it's needed. You might also reflect on why they're reluctant to share their information with you and consider your past interactions. There could be many reasons they haven't responded, so try to be patient and empathetic when requesting the information.

Related: Writing a Follow-up Email: Tips, Template and Example

2. Identify your goal

Before you write your email, identify the goal of your message. Ask yourself what you want to achieve from your request. This can help you write a clear email that's easy to understand. There may be many resources you ask for, such as financial information, advice, information on a project or volunteers. Consider writing out your goals before you compose the email to help you figure what you need and how to ask for it.

3. Create an email template

After you've identified your goals, create an email template. Having an email template can help you write a concise message quickly. This is especially helpful if you find that you have to send information requests often.

Craft a template that is simple and polite, and try to make it general enough so that you can use it for most information requests. You may have to edit your template slightly each time you use it to make it fit with what you want to say.

Read more: How To Write a Professional Email

4. Be polite and kind

When writing your email, try to be polite and kind. Being polite can convey friendliness, which may help the recipient respond to you. You can be polite and kind by saying "please" and "thank you." You could also try to modify your tone so that it sounds positive. To achieve this, try complimenting their work or telling them you appreciate them for their time and effort.

5. Thank them when they respond

Once you receive their response, make sure that you thank them. This reinforces that you appreciate them for answering. If they know how much you appreciate their willingness to respond, they may be more likely to answer quicker the next time you ask them for information.

Try to respond with a thank you email quickly after they answer you. Saying "thank you" might also help them remember you, which may increase the chances that they respond the next time.

6. Try calling them

If you feel you're emailing someone too much, you can always try to use different methods when requesting information. For example, if you have their phone number, you could try calling them. Calling someone can help them recognize your voice, which might help them remember who you are. When you call them, remember to state who you are, what company you work for and why you're calling. Try to be clear and concise so they understand what information you need.

Tips for requesting information

Here are a few tips for requesting information when someone is reluctant to share:

Consider asking someone else

If the person you're trying to contact hasn't responded, consider asking someone else. Try asking your coworkers or colleagues to see if they either know what you need or know somehow who might help. You could also ask your supervisor for help with getting the information or contacting those with the information. They might know someone in the company or someone from another company who can help you.

Use an intriguing subject line

Try using an intriguing subject line when writing your email. Having an interesting subject may increase the chances of the recipient responding. An intriguing subject line might create a sense of urgency for the recipient, which might compel them to read your whole email.

To achieve this, you could say that the email is time-sensitive. For example, try saying, "Time-sensitive: marketing plan." Another interesting subject line could be to preview the content of your message, such as, "Next steps on the marketing plan."

Make it short and simple

Making your message short and simple might help the recipient read the whole email and eliminate confusion. Creating a message that is clear and gets to the point of the email quicker is also important for comprehension. Also, try to ask for the information within the first sentence or two.

Prove your credibility

If you prove your credibility to the recipient, then, they may be more likely to respond to your message. Begin the email by introducing yourself, the company you work for and your position. A reason that they might not respond could be that they don't know who you are, so including that information may help you get a quicker response. Even if they can't recognize your name, they may recognize your company, which also establishes your credibility.

Read more: How To Introduce Yourself in an Email (With Examples)

Proofread before sending

Consider editing your email before sending your message. This could help you find errors, such as grammar, punctuation or spelling mistakes, which can help your email to seem more professional. It might also help you ensure your message is clear. Also, try to read it out loud so you can make sure it's easy to understand.

Example emails

You can use these example emails as a reference for when you write your own:

Email example

Here is an example of an email you might send to someone to request information:

Dear Marissa,

Hello, this is Ishaan Patel. I am the project manager for One United Insurance Co. and I emailed you a week ago asking for information on your team's marketing plan. My coworker told me you're the person to contact to receive this information. It would be helpful if you could provide me with these materials. It would also be useful to show my team your process so they might learn from your success.

Thank you for your time and effort.

Best wishes,

Ishaan Patel

Thank you response

Here is an example of a thank you response that you could use when someone responds to you:

Dear Marissa,

Thank you for your timely response. Your notes significantly helped my team and me. If I could ever be of any assistance, please let me know.

Once again, thanks. I really appreciate your willingness to help.

Warm regards,

Ishaan Patel

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