How To Write An Email Requesting Something Urgent: Examples Included

Opeyemi Olagoke

10 months ago

In today’s world, knowing how to write an email requesting something urgent especially now that communication has gone digital is an important skill to have and master. There are some times you need to ask for something urgent from a colleague, a Professor or a customer requesting urgent support, knowing the right words to use in that email is really important since you really need them to give you positive feedback or response regarding what you are asking.

Take note of the word urgent. Urgent denotes something that needs to be dealt with immediately. So in order not to sound too demanding, you need to be polite when requesting something urgent via email while still maintaining that urgency. So how do you go about it? How do you write a compelling and persuasive email when demanding something? Well, that’s why we have put together this blog post to help you get into what you need to know when writing an email requesting something urgent.

In this blog post, you will learn how to craft impactful emails that grab attention, convey urgency, and elicit prompt action. We will also take a look at various strategies, best practices, and essential tips that will help you to communicate your urgent needs effectively, increase your chances of receiving a quick and positive response, and ultimately achieve your desired outcomes.

6 Tips for Requesting Something Urgent Via Email

Anytime you are requesting something urgent via email, it’s important to relay your message clearly and professionally. While it is essential to portray the urgency in the email, you don’t want to put the recipient off by being too demanding or forward. So here are seven tips and tricks to help you write effective emails for requesting something urgently:

1. Use a Concise and Descriptive Subject Line

If you want to portray urgency in your emails, then it must start from the beginning. Meaning you must start with the subject line which is the most important part of your email. Your subject line clearly needs to communicate the urgency of your request and grab the attention of the recipient. According to Zippia, 47% of email recipients will open an email based on the subject line alone. For example, if you are requesting something urgently from another department at work you can use something like Urgent: Need Immediate Approval for Project Prometheus or “Urgent: Request for Immediate Assistance” Other examples include:

Subject: Request for Urgent Project Budget Approval Today
Subject: Overdue Compliance Documents Require Immediate Attention
Subject: Time-Sensitive: Registration Closing Tomorrow
Subject: Critical: Immediate Action Required for Server Downtime

2. Be Polite and Respectful

As urgent as your request may be, you still need to maintain a huge amount of politeness and a professional tone in your email. Remember these people are also busy with one thing or another, so you need to be respectful and polite while conveying your message and its urgency. Consider taking these steps:

Begin your email with a courteous salutation such as “Dear [Recipient’s Name],” or “Hello [Recipient’s Name],”
You can include phrases like “Thank you in advance for your prompt attention to this matter” or “I greatly appreciate your help in this urgent situation.” to Show appreciation for the recipient’s time and assistance.
Make sure your email conveys a sense of urgency without sounding demanding or aggressive

3. Clearly State the Urgency

One of the mistakes people make when writing an email requesting something urgent is that they tend to only portray that the email is urgent, they don’t tell why it is urgent. It is important you let the professor know why the recommendation letter or reference letter is important. Here are some words that denote urgency

Time-sensitive
High priority
Urgent
Immediate
Important
Critical
Alert
Attention

4. Provide Context

You need to explain the background or context of your request. This gives the recipient an idea of what you are asking and why it is important. Don’t make the email unnecessarily long, clearly state what you are requesting in a concise manner. Use bullet points or numbered lists to break down your request into easily understandable components.

5. Highlight Deadlines and Consequences

Highlighting deadlines in your email can go a long way when writing an email requesting something urgent. There is something about deadlines that makes you want to do everything possible to make sure that you meet them. Deadlines give the recipient a sense of urgency and this might compel them to act faster on your email. If deadlines are good, highlighting the consequences of not getting what you requested from your recipient on time is even better. But you have to be careful though, you don’t want to sound too demanding or aggressive. Make sure you are polite when stating the consequences. For example, you can say “I might lose the scholarship if I don’t hand in the recommendation letter by the 25th of this month” or “The team might lose the contract if we can’t provide them with an extensive marketing plan”

6. Request confirmation and offer assistance

To track your email, you can ask the recipient to send you a confirmation email. Please write this politely. You can also ask them to reach you if they need additional information or resources. Something that will make it easier for them to give you the right information or feedback that you need.

Some Examples of Email Requesting Something Urgent

Sample 1: Email Requesting Something Urgent From A Colleague

Subject: Time-Sensitive Request: Urgent Review and Approval Needed

Dear Jason,

I hope this email finds you well. I am writing to request your urgent assistance in reviewing and approving an important document related to [Project Prometheus] before the 30th of July.

This document requires your expertise and approval to proceed further with the project. As the deadline is approaching rapidly, your prompt attention is crucial. Your approval will enable us to move forward and avoid any potential delays or setbacks.

I have attached the document to this email for your convenience. Kindly review it and provide your feedback or approval on or before July 31st. If you require any additional information or have any questions, please do not hesitate to reach out to me.

Your support in this matter is greatly appreciated, and I am confident that, with your timely response, we can ensure the smooth progress of the project.

Thank you for your attention and assistance.

Best regards,
[Sam]
Head of Marketing at Miday

Sample 2: Email Requesting Something Urgent From A Professor

Subject: Urgent Request: Recommendation Letter for PhD Application

Dear Professor Kenda,

I hope this email finds you well. I am writing to you with an urgent request regarding my PhD application.

I recently discovered that the application deadline for the program I am applying to has been unexpectedly moved up to July31st. Unfortunately, this gives me a very short window of time to gather all the required documents, including recommendation letters.

Given our positive interactions during the Behavioural Marketing class, I believe you can provide valuable insight into my academic abilities and potential as a doctorate student. Therefore, I kindly request your assistance in writing a strong recommendation letter on my behalf.

I understand that this request comes with very short notice, but the urgency of the situation has left me with limited options. Your recommendation carries significant weight, and I genuinely value your expertise and support in this matter.

If you are able to provide the recommendation, I would greatly appreciate it if you could submit it directly to the graduate admissions office or provide it to me in a sealed envelope by 28th of July. If you need any additional information or materials to complete the letter, please let me know, and I will promptly provide them.

Thank you very much for your understanding and consideration of my request. I truly value your mentorship and guidance throughout my academic journey at Harbour.Space, and I am grateful for any assistance you can provide.

Best regards,
Sam Peter

Q: How Should I craft The Perfect subject line?

A: When writing an urgent email, your subject line should denote urgency. We have compiled a list of phrases that can strongly indicate the need for quick action:

“Your prompt attention is required.”
“Kindly prioritize this matter.”
“Urgency is crucial.”
“Action needed within the next 24 hours.”
“This matter is time-sensitive.”
“Please provide an immediate response.”
“Please address this at your earliest convenience.”

Q: Should I follow up if I don’t receive a response to my urgent request email?

A: Yes, it’s generally acceptable to follow up if you don’t receive a response within a reasonable timeframe. Give the recipient a couple of days to respond, considering their workload and availability. In your follow-up email, politely remind them of your initial request and express the urgency once again. Be understanding and avoid sounding pushy or demanding.

Q: How should I express my gratitude when making an urgent request?

A: Expressing gratitude is important, even in urgent situations. You can show your appreciation by including phrases such as “Thank you in advance for your prompt attention,” “I greatly appreciate your immediate support,” or “Your assistance in this matter is highly valued.” These expressions convey your gratitude while acknowledging the urgency of the situation

Conclusion

knowing how to craft the perfect email anytime you are requesting something via email is very important if you want to receive prompt responses. If you follow the above tips, you can improve your chances of success. Ensure that you are using a clear subject line that portrays urgency, be polite and concise, state your request clearly, express gratitude and respect and use a professional closing. Mastering this skill can make a significant impact on the outcome of your urgent requests.

To know more about how to craft professional emails we recommend the following articles