Professional email templates for requests and follow-ups

Make the next action obvious

A professional email should make it easy to understand why you are writing and what response you need. Use a subject line that names the topic and the action. Start with the purpose, add the context the reader needs, then close with a clear next step.

“Review requested: draft workplan for [programme]” is more informative than “Important document.” If a deadline is genuine, state it with the date and time zone. Avoid creating urgency that the situation does not require.

Template: request a review

Adjust the salutation and closing to the relationship and institutional convention. If several people receive the email, make responsibility clear: identify who needs to respond and who is copied for information.

Subject: Review requested — [document or decision]

Dear [name],

Please review the attached [document] and share your comments on [specific points] by [date and time zone].

The document will support [purpose]. In particular, your input is needed on [question or section].

If this timing is difficult, please let me know a workable alternative.

Thank you for your support.
[Name and role]

Template: a courteous follow-up

Check the original thread before following up so you do not ask for information already provided. Avoid implying agreement or approval simply because no response has arrived.

Subject: Follow-up — [original topic]

Dear [name],

I am following up on my email of [date] regarding [request]. Your response will help us [next step].

Could you please confirm [specific action or status] by [date, if necessary]? I can resend the material or clarify any points.

Kind regards,
[Name]

Ask AI to improve the email without changing its meaning

Try: “Revise this email for clarity and a courteous professional tone. Keep the facts, commitments, dates and intended request unchanged. Do not add promises or imply approval. Flag anything ambiguous.” Then paste your draft.

For sensitive correspondence, verify recipients and attachments yourself. An edited draft is still a draft: review its meaning, not just its grammar.

Before pressing send

• Verify names, titles, recipients and copied addresses.
• Confirm that every referenced attachment is included.
• Remove placeholders and private drafting notes.
• Check dates, time zones and commitments.
• Make sure the request can be answered without guessing.