Polite Request Email Sample: How to Write an Effective and Professional Email

If you’re struggling with crafting a polite request email, you’re not alone. Whether you’re emailing a colleague for help on a project or asking for a favor from a friend, it’s important to approach your ask with the right tone and language to ensure a positive outcome.

To help with this, we’ve compiled a selection of request email samples that strike the perfect balance between politeness and effectiveness. From asking for a time extension on a deadline to requesting a letter of recommendation, you’ll find examples for a wide range of situations.

But these samples are more than just templates to copy and paste – they’re a starting point for crafting your own personalized message. We encourage you to take these examples and edit them as needed to suit your specific request and the relationship you have with the person you’re emailing.

Remember, a polite and well-crafted request email can go a long way in getting you the help or information you need. So take the time to put your best foot forward and use these samples as a guide to help you achieve your desired outcome.

The Best Structure for a Polite Email Request Sample

When it comes to requesting something via email, you want to ensure that you come across as professional, polite, and respectful to the recipient. However, it can be difficult to find the right structure for a polite email request sample that will achieve these goals. Here are some tips to help you structure your email request in the best possible way.

Opening Greeting

The opening of your email should set the tone for the rest of the message. Start with a polite greeting like “Dear” or “Hello” followed by the recipient’s name. You can also use their title if it is appropriate, such as “Dr.” or “Professor.”

Introduce Yourself

Next, introduce yourself briefly and explain why you are emailing them. This is important so that they understand the context of the request and can respond accordingly. Be concise and to the point, but also give them enough information to understand why you are reaching out.

The Request

After introducing yourself and explaining why you are reaching out, it’s time to make your request. Be clear and direct about what you are asking for, but also be polite and respectful in your phrasing. If possible, provide a reason for your request, such as how it will benefit both you and the recipient.


Finally, close your email with a polite statement such as “Thank you for your time” or “I appreciate your help with this matter.” You can also offer to provide more information if necessary and include your contact information so that they can reach out to you if needed.

Proofread and Edit

Before sending your email, make sure to proofread it carefully for any mistakes or typos. You can also have a friend or colleague read it over to ensure that it flows well and is easy to understand.


Follow these tips for structuring a polite email request sample and you will increase your chances of getting a positive response. Remember to keep it professional and respectful, and always proofread your emails before sending!

Request Email Samples for Different Reasons

Request Letter for a Recommendation Letter

Dear Ms. Johnson,

I hope this email finds you well. As I apply for my graduate program, I require a letter of recommendation. I would be honored if you could write one on my behalf, highlighting my skills, accomplishments and potential. The deadline to submit the letter is in three weeks, which would be greatly appreciated if you could write it before then.

Attached to this email is a copy of my resume and personal statement to help guide your letter writing. Since you have worked closely with me, I believe your recommendation holds great value for the admissions committee. Thank you so much for considering my request. I know you’re very busy and that your time is valuable.

Thank you very much for your consideration of my request. I appreciate your kind assistance in advance. If you need any further information from me, please do not hesitate to contact me.


Jane Doe

Request Letter for an Extension on a Deadline

Dear Professor Lee,

I am writing this email to request an extension on the deadline for the research paper which was due in two days. Due to unforeseen circumstances, I was unable to complete it on time. I am aware that the deadline extension may create extra work for you, and I apologize for any inconvenience this may cause.

I want to assure you that I am making every effort to complete the paper as soon as possible. I request that you grant me a one-week extension, if it’s not burdensome for you. I promise to submit before the new deadline. I understand the seriousness of the situation and the expectations for meeting deadlines, and I regret the inconvenience.

Thank you for your understanding and assistance in this matter. If you have any questions, please let me know at your earliest convenience.

Thank you kindly for your time and consideration.


John Smith

Request Letter for a Meeting

Dear Mr. Roberts,

I hope this email finds you in good health. I am writing to request a meeting with you regarding the new project that has recently been launched. As I am heading up the marketing team, and we would like to explore possible collaborations with your team.

I would like to propose a meeting at your earliest convenience when we could discuss the feasibility of our projects, our shared goals, and discuss the resources required, to ensure the success of our project. I am available to meet anytime, and I can adjust my schedule to fit around your availability.

Thank you for considering my request. We appreciate your time and attention to this matter. Please let me know if this request is feasible and, if so, when we can schedule to meet.


Julie Wilson

Request Letter for a Scholarship

Dear Scholarship Committee,

I am writing to request the scholarship for the upcoming school year. Financially, it is difficult for me to support myself through school. I have a passion for learning and growing in my field of study, but my family cannot afford to cover my tuition and other educational expenses.

I assure you that I am a diligent student who takes academics seriously and has high aspirations for the future. I am confident that I will make the most of the opportunity given to me. I have enclosed all required documents (transcripts, essays, and letters of recommendation) to help in the evaluation process.

Thank you for your time, attention, and consideration of my request. I look forward to hearing from you regarding my application and would be happy to supply any further information needed.


Mary Williams

Request Letter for a Job Offer

Dear Hiring Manager,

I am writing this email to follow up on my recent job interview [at ABC Company] for the [position]. I would like to express my gratitude for the job interview, as well as convey my enthusiasm about the job position and the prospect of working closely with the company.

I am confident that I have the skills and experience necessary to excel in this role, and I would like to request an offer. Kindly let me know, if the company is considering me, regarding the next steps and the salary expectation.

Thank you for your time in reviewing my application, and I look forward to hearing your feedback soon.

Thank you again for your time and consideration.


Michael Stone

Request Email for Time Off Request

Dear Supervisor,

I am writing to request a week off work, starting from August 14th to 20th, to attend my cousin’s wedding out of town. I am aware that my sudden absence may pose certain challenges to the work schedule, and I apologize for the inconvenience. I will be happy to take the necessary steps to ensure a smooth transition during my absence.

Please let me know if this is possible, and if there are any additional measures I can take so work can still function seamlessly while I am away.

Thank you for understanding my position and supporting my request. I highly appreciate your time and attention.


Lisa Stevens

Request Email for Product Inquiry

Dear Sales Manager,

I hope this email finds you well. I am writing to inquire about one of the products on your website. I have a few questions about the product, and I would appreciate it if you could provide me with some information.

The product I am interested in is the [insert product name here]. I would like information on pricing, shipment, warranty, and any bundles or discounts available. If possible, I would also appreciate information about other products that are similar to the one I am interested in. Please provide me with as much information on the product as possible.

Thank you for your cooperation, and I look forward to hearing from you soon.

Best regards,

Mike Johnson

Tips for Writing a Polite Request Email

As we all know, requesting someone for something is not always an easy task. You may feel worried about how to express your request in a professional and polite way. Here are some useful tips that can help you write a polite request email:

  • Start with a polite greeting – Address the person you are emailing with respect. Use a formal salutation such as “Dear” and the person’s title or last name.
  • Use clear and concise language – Keep your language easy to understand and straight to the point. Avoid using jargon or technical terms that the recipient may not understand.
  • Explain the reason behind your request – Provide some context to your request. Explain why you are making the request and what it will achieve.
  • Be respectful and courteous – Remember to show respect and gratitude to the person you are contacting. Use phrases such as “thank you for your time” and “I appreciate your help.”
  • Offer to reciprocate – If you can, offer something in return for the person’s help. It could be anything from a simple thank-you note to a small favor that you can do for them.
  • End with a polite closing – Sign off your email in a respectful and professional way. Close with a phrase such as “Sincerely” or “Best regards.”

Now that you have an idea of what to include in your request email, it’s important to also keep in mind some common mistakes to avoid:

  • Being too demanding – Remember that you are requesting a favor from someone, so avoid coming across as too pushy or entitled.
  • Not being specific enough – Be clear about what you are asking and avoid being vague or indecisive.
  • Using inappropriate language – Keep your language professional and avoid using slang, profanity, or overly casual language.
  • Not following up – If you don’t receive a response to your request email, it’s important to follow up politely and respectfully to remind the person without being pushy.
  • Ignoring the person’s response – If the person responds to your request, be sure to acknowledge their response and thank them for their time and effort.

By following these tips and avoiding common mistakes, you can write a professional, polite, and effective request email that will get you the results you need.

Request Email Sample Polite FAQs

What is a polite request email?

A polite request email is an email that is written in a respectful and professional manner to ask someone for something.

What should I include in a polite request email?

A polite request email should include a clear and concise request, a polite tone, and a thank you in advance for the recipient’s consideration. You may also want to include any necessary context or background information.

How do I address the recipient in a polite request email?

You should address the recipient with a polite and professional salutation, such as “Dear [Name],” or “Hello [Name],”

What should I do if I don’t know the recipient’s name?

If you don’t know the recipient’s name, you can use a generic salutation such as “Dear Sir or Madam,” or “To Whom It May Concern.”

How can I make my request sound more polite?

You can make your request sound more polite by using words such as “please,” “thank you,” and “if possible.” You can also avoid using demanding language and instead use a more humble and respectful tone.

How long should a polite request email be?

A polite request email should be brief and to the point. Ideally, it should be no more than a few paragraphs.

Should I follow up if I don’t get a response to my request email?

If you don’t get a response to your request email, it’s appropriate to follow up after a few days. Be polite and respectful in your follow-up email and restate your request in case the recipient missed it the first time.

What should I do if the recipient declines my request?

If the recipient declines your request, thank them for considering it and express your understanding. You may also want to ask if there’s anything else you can do to meet your needs or accomplish your goal.

Is it appropriate to send multiple request emails?

If you have a legitimate reason to make multiple requests, it’s okay to send multiple request emails. However, be respectful of the recipient’s time and don’t excessively pester them.

Thanks for Stopping By!

I hope you found these sample email requests helpful and courteous. Remember, a little politeness can go a long way in getting the response you want. Keep these tips in mind and you’ll be sure to make a great first impression. Thanks for reading and come back soon for more helpful tips and tricks!