Steps to write a formal email while requesting information:

1. Write salutation (Dear Sir/Mam,)

2. Introduce yourself
3. Write purpose of letter
4. Describe the first bullet point (it may be same as step 3)
5. Describe the second bullet point / Describe the third bullet point
6. Write finishing statements (I look forward receiving your response at the earliest / I am very much
interested in…..and your reply would help me….for…in advance. So, I am looking forward to
hearing from you soon regarding my concerns.)
7. Sign-off

Useful vocabulary while requesting information

 I would like to request

 I would like to suggest if you can
 I would be grateful if you can
 I would like you to kindly
 I was wondering if it would be possible for you to

Useful phrases
 First of all, I would like to know
 I am writing to ask if you would be willing to assist/help me with
 I would be grateful if you could inform me ...

 I would appreciate it if ... / I would also like to know whether ...

 I would be interested in knowing ...

 I would be very grateful if you would/could reply as soon as possible

 Thank you in advance for your assistance!

 I look forward to your reply at your earliest convenience

Formal ending, name, signature

Use a professional closing, such as “Respectfully,” - “Best regards’’ or “Sincerely.”

 Yours sincerely, ... (you know the name of person you are writing to)
 Yours faithfully, ... (you don't know the name!)

“The documents you requested to be issued are ready and attached / please find it attached / I've
attached the assignment with this email.”
“I am emailing to request a letter of recommendation for me at……”
“A recommendation from you would help immeasurably in my future career.“
“I realize I should have brought this to your attention earlier, and humbly ask you to consider this
submission.” / “This is to inform you that I have completed my (Assignment title). A PDF
version of the assignment is attached to this email. I would be grateful for any suggestions or
feedback you might have. Thank you for your time.”