Making Content & Information Requests from Others

To help people know what you need from them and how urgent it is important because everyone is juggling their own workload and we want to respect that. A structured request for information/content helps people understand what you need from them, why it’s important, and when you need it. 

As for the “when” you need something – don’t create urgency that isn’t there.  Make the deadline realistic:  When you need it, to give yourself a reasonable amount of time to do your own task that is related to the thing you are requesting.  And be a good partner – poor planning on your part should not result in an urgent, drop everything emergency on someone else’s part normally.

Format for communicating request in email/writing

• Greeting

• Why need (I’m working on XYZ and need to get ABC in order to DEF).

• Can you send me/let me know ABC by DAY DATE?

• Show appreciation

In verbal conversation

The same information should be shared.

Email example

Hi <name>,

Hope you’re enjoying this week’s beautiful weather!

I’m working on our quarterly report and need to get the executive director’s quarterly impact summary in order to include those.

can you send me that by next Friday 5/15?

Thanks so much!

About the author: Marty Mundy

Marty’s work captures her diverse background and experience leading engineering design teams, launching her own businesses, operating as chief executive in the nonprofit space, and coaching leaders. Her clients have included nonprofit, public, and for profit entities. She has provided strategic communications and organizational development support across industries from aerospace, materials and engineering to health and human services, community development, agriculture and food.