Requests, Replies and Follow-Up Emails: Phrases You Can Use

Workplace English: Emails, Calls, Meetings and Customers · Emails and Messages · 5 min read · Updated

Ask, answer, remind

  1. Ask clearly, give a reason, and give a deadline if you can.
  2. The reader replies quickly, even if only to say when they will answer.
  3. If a due date passes, send a short, friendly reminder.
  4. If there is still no answer after a few working days, follow up politely, and try another channel if needed.

Most work emails fall into a few types: you ask for something, you reply to a request, you confirm an arrangement, you remind someone, or you follow up when no one answered. If you have good phrases for these, you can write most emails quickly and confidently. This lesson gives you phrases and short samples for each type. Change the names, dates and details to fit your situation, and do not copy long text word for word without thinking.

Asking for something

Could you please send me the report by Friday?
Would it be possible to move the meeting to Thursday?
I would be grateful if you could check this for me.
Please could you let me know when it will be ready?
Can you help me with the access to the system?

Give a reason and a deadline when you can. A request with a reason is more likely to be accepted, and a clear deadline helps the other person plan.

Subject: Request: sales figures for May

Hi Anita,

Could you please send me the sales figures for May? I need them for
the monthly report, which is due to Mr Verma on Friday 14 June.

If you can send them by Wednesday, I will have time to check them.

Thank you,
Rohan

Replying to a request

Answer clearly, say yes, no or what happens next, and say when. Always answer, even if the answer is that you need more time.

Yes:      Yes, of course. I will send it by 3 pm today.
Later:    Thank you for your message. I need to check, and I will
          reply by Wednesday.
Need more info:  Could you tell me which month you need?
No:       I am afraid I cannot do that this week, because I am
          working on the audit. Could we do it next Monday?
Done:     I have attached the file. Please let me know if you need
          anything else.

Acknowledge messages quickly, even with a short Thank you, I have received this and will reply by Friday. It stops the other person from worrying and sending reminders.

Confirming a meeting or arrangement

Subject: Meeting on Thursday 13 June, 10 am: confirmation

Dear Ms Okafor,

Thank you for your email. I am pleased to confirm our meeting on
Thursday 13 June at 10 am at your office.

I will bring the sample designs. Please let me know if you need
anything else beforehand.

Kind regards,
Daniel Mensah
  • Repeat the date, time and place. It avoids mistakes.
  • If you must change something, say it first: Unfortunately, I cannot attend at 10 am. Would 2 pm be possible?
  • Time zones matter for international work. Write the zone: 10 am IST, 3 pm GMT. Many calendar tools do this for you.

Sending an attachment

I have attached the signed contract.
Please find attached the invoice for May.
The report is attached. Let me know if you cannot open it.

Attach the file before you write the final line. Many people forget. Say what the file is, and use a clear file name, such as Invoice-1042-May.pdf.

Reminders

A reminder should be friendly and short. Assume the person was busy, not careless.

Subject: Reminder: invoice 1042, payment due 14 June

Dear Mr Khan,

I hope you are well. This is a friendly reminder that invoice 1042
is due for payment on 14 June. I have attached a copy for your
convenience.

Please let me know if you have any questions. If you have already
paid, please ignore this message.

Kind regards,
Rohan Mehta

Following up when no one replied

When you get no answer, wait a reasonable time, usually two to five working days, depending on how urgent it is. Then send a polite follow-up. Reply to your original email so that the history is there.

Subject: Re: Request: sales figures for May

Hi Anita,

I am following up on my email of 6 June. Could you please send the
May figures by tomorrow? I need to send the report at 5 pm.

Thank you for your help. Please tell me if there is a problem.

Rohan
  • First follow-up: polite, short, with the deadline.
  • Second follow-up: shorter, perhaps add your manager in CC if the matter is important and urgent, and say so politely.
  • Another channel can help: a short chat message or phone call, if email is ignored.
  • Avoid sarcasm, such as As I mentioned in my previous three emails. It damages relationships.

Thanks and closing a conversation

Thank you for your quick reply.
Thanks again for your help with this.
I really appreciate your support.
Thank you, that is all I need for now.

Useful connecting words

  • First, then, after that, finally to put steps in order.
  • Because, so, therefore to give reasons and results.
  • However, but, although to show a contrast.
  • Also, in addition to add a point.
  • For example, such as to give examples.

Your task

  1. Write an email asking a colleague for a document, with a reason and a deadline.
  2. Write a reply that says you need more time, and gives a new date.
  3. Write a polite reminder for something that was due last week.
  4. Write a follow-up for an email that has had no answer for four working days.

How to check it worked

  • Each email has a clear request or answer and a date.
  • Your reminders sound friendly and avoid blame.
  • You can use at least five new phrases from this lesson.

Frequently asked questions

How long should I wait before sending a follow-up email?

Usually two to five working days, depending on how urgent the matter is. Be polite and short, repeat the deadline, and reply on the same email thread.

How do I say no politely in an email?

Thank the person, say that you cannot do it, give a short reason, and offer an alternative if you can, such as another date.