Requesting Information
Guidelines and Alternate Phrases
Focus immediately on the information you need. Don’t make your request a by-the-way item toward the end of the memo or letter.
Be specific about what you need, including dates, amounts, names, approval signatures, or appropriate format of the information.
I specifically wanted information about the two books that dealt with pets, advertised in the May issue of your magazine.
I’ve enclosed a letter from Ms. White authorizing release of the documents to me.
Please send me the product pamphlet pictured on page 22 of your general catalog dated September 19—.
Tell why you need the information if the reason is not obvious. Occasionally, when readers don’t understand the necessity for some action or information, they “pick and choose” what data they think you need rather than respond with what you want.
Our investment club in my local subdivision is compiling research on companies within your industry to guide us in future stock purchases.
This information will in no way jeopardize our current orders with your company. We simply want to know what new items you plan to offer next quarter.
This information is strictly for our own internal use.
Emphasize due dates. Phrases such as “at your earliest convenience” may be intended as a courtesy, but they invite procrastination; if you have a due date in mind, say so. Be careful to avoid the double-due-date effect—that is, if you are requesting information you, in turn, will incorporate into your own work and then supply to someone else, don’t state both dates. Such an explanation lets the reader know the “grace” period built in for yourself. The two dates, therefore, become leeway (in the reader’s mind) for getting the information to you. For special emphasis put the due date in a paragraph by itself. Avoid a demanding tone if the reader’s response is optional.
Could you have the updated summary to us by May 6?
Would you let us have your reply as soon as possible?
Thank you for any information you can forward to us immediately.
We’ll appreciate your helping us meet our July 7 deadline if at all possible.
We plan to make our decision the first week of October. We hope to have your information by that date.
Supply any further forms, information, return envelopes, contact names and numbers, or approvals/releases so the reader can respond quickly and easily.
If it’s more convenient for you, please feel free to call me collect at 713-955-9525.
We’ve provided all the necessary forms to make your response more convenient.
If you have questions about the information we need, call 123-3455 and ask for Jack Smith, who has a list of our project requirements.
I’ve included all the necessary release papers and permission forms ready for your signature.
Anticipate the reader’s steps in preparing the information. The more questions you can answer before they’re asked, the sooner you’ll get your information.
Thank the reader.
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