How to Politely Ask for an Update in Email Sample

Source onvacationswall.com

Email etiquette, professional communication, workplace dynamics, and interpersonal relationships all play a vital role in communicating effectively when requesting updates in emails. To maintain a respectful and efficient workflow, it’s important to use clear and concise language, while also being mindful of the recipient’s time and workload.

How to Politely Request an Update Via Email

Requesting an update on a project or task can be a delicate matter. Here’s a structure to follow for crafting a polite and effective update request email:

Subject Line

• Be clear and concise, indicating the purpose of your email e.g., "Update Request on Project X"

Greetings

• Start with a friendly greeting, such as "Hello [Recipient’s Name]," or "Good day, [Recipient’s Name],"

Introduction

• Briefly state the reason for your email: "I’m writing to follow up on the progress of…" or "I’m interested in getting an update on the status of…"

Body

• Use the STAR method:
  • Situation: Describe the context and what the update pertains to.
  • Task: Specify the specific task or project for which you need an update.
  • Action: Clearly state what you’re requesting, such as "Could you provide an update on the estimated completion date?" or "I would appreciate an update on the key milestones you’ve achieved so far."
  • Result: Explain how the information will help you or your team (optional).
• Be specific: Include relevant details to avoid ambiguity.
• Avoid using accusatory language: Focus on collaboration and understanding. For example, instead of "You didn’t give me an update yesterday," try "I believe we may have missed an update yesterday. Could you please let me know the current status?"
• Suggest a meeting if necessary: If the update is complex or requires detailed discussion, offer to schedule a brief meeting.

Closing

• Express gratitude: Thank the recipient for their time and assistance.
• Restate your request briefly: "I appreciate it if you could provide the update by [date]."
• Use a closing phrase: "Best regards," "Thank you for your cooperation," or "Sincerely,"

Additional Tips

• Use clear and concise language.
• Proofread carefully.
• Consider the recipient’s perspective.
• Follow up if the update isn’t provided by the requested date.

Polite Email Samples to Request an Update

Follow-up on a Pending Request

Hi [Recipient Name],

I hope this email finds you well. I’m writing to follow up on my previous request regarding [briefly describe the request]. I understand that you’re busy, but I’d be grateful if you could provide me with an update on its status.

Thanks for your time and attention to this matter.

Request an Update on a Project Milestone

Dear [Recipient Name],

I hope you’re having a productive day. I’m writing to inquire about the progress of [project milestone]. The deadline for this milestone is approaching soon, and I’d like to know if we are on track.

If you have a moment, could you please provide me with an update on the current status of the project?

Thank you for your cooperation.

Check the Availability of a Candidate

Hi [Recipient Name],

How are you doing today? I’m writing to check on the availability of [candidate name] for the [position] opening.

We were very impressed with their resume and would like to know if they are still interested in the position and, if so, when they might be available for an interview.

Thank you for your time and consideration.

Follow-up on Employee Training

Dear [Recipient Name],

I’m writing to follow up on the employee training session that was scheduled for [date]. I understand that you were the lead trainer for this session.

Would you be able to provide me with an update on the training? I’m particularly interested in knowing how the participants responded to the material and if there are any areas that could be improved upon for future sessions.

Thank you for your assistance.

Request a Progress Report on a Performance Improvement Plan

Hi [Recipient Name],

I hope you’re doing well. I’m writing to request an update on [employee name]’s progress on their performance improvement plan.

I’d like to know what specific steps have been taken, what progress has been made, and if there are any challenges or areas where additional support is needed.

Your feedback would be greatly appreciated.

Check on the Status of a Resignation

Dear [Recipient Name],

I hope you’re having a good week. I’m writing to check on the status of [employee name]’s resignation.

They submitted their resignation on [date] and indicated that their last day of employment would be [date]. I wanted to confirm these dates and make sure if there were any outstanding tasks or transitions that need to be addressed before their departure.

Thank you for your time.

Request an Update on a Benefits Inquiry

Hi [Recipient Name],

I’m writing to follow up on an inquiry I made about [specific benefits question].

I understand that you’re the benefits administrator and I’m hoping you can provide me with some clarification on this matter.

I’d appreciate it if you could take a moment to look into this and provide me with an update.

Thank you for your time and consideration.

How to Politely Ask for an Update in Email

Have you ever needed to ask a colleague or client for an update on a project or task, but weren’t sure how to word your email in a way that was both polite and professional?

Asking for an update via email can be a tricky task. You want to be respectful of the recipient’s time, but you also need to get the information you need. Here are a few tips for politely asking for an update in an email:

• Start with a friendly greeting. A simple "Hello [recipient’s name]" or "Hi [recipient’s name]" will do.
• State the purpose of your email. Let the recipient know that you’re writing to get an update on a specific project or task. For example, you could say, "I’m writing to get an update on the [project name] project."
• Use polite language. Avoid using demanding or accusatory language. Instead, use phrases like "Would you be able to provide an update?" or "I would appreciate it if you could let me know."
• Be specific about what you need. Don’t just ask for an update; be specific about what information you’re looking for. For example, you could say, "I would like to know if the project is still on track to be completed by the deadline."
• Offer to help. If you have any time, offer to help the recipient with the project or task. This shows that you’re not just looking for a handout; you’re willing to contribute.
• Thank the recipient. Regardless of whether or not the recipient is able to provide an update, thank them for their time.

Example:

Subject: Update on [project name] project

Hi [recipient’s name],

I hope this email finds you well.

I’m writing to get an update on the [project name] project. Could you please let me know if the project is still on track to be completed by the deadline?

If there have been any delays or changes, please let me know. I’m happy to help in any way that I can.

Thanks,
[Your name]

Thanks for reading! If you found these tips helpful, be sure to check out our other articles on email etiquette and professional communication. We’re always adding new content, so visit us again soon for more tips and tricks to help you succeed in your career.