reminder mail for asking the report from my colleague

by Vijayarani
(chennai,Tn)

I need to send a mail regarding a report from my colleague. Please tell me how to send the 1st remainder mail and 2nd remainder mail for asking for the report.

1st reminder mail

Dear Adam,

As I need to send the report on so and so date. So I request you to send the report as soon as possible.


2nd remainder

Till now, I didn't receive your mail. This is due and I need to send tomorrow so kindly send me today as soon as possible.

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Answer:

Hi Vijayarani,

The two draft letters are good. However, avoid demanding things from people if you can. A little politeness goes a long way. Explain why you need the report so that they understand your situation. Call the person if you need the report urgently. There may be reasons that the report cannot be completed by your deadline. You need to understand this and work around the problem.

Also, I assume this would be in email rather that an actual physical letter.

This is what I would do:

1: Physically go to or if you can’t, call the person to explain why you need the report, and by when. Get them to agree on a time when they can provide you the report (yes, this is a site about writing letters, but sometimes, actually talking to someone is better).

2: Send an email summarizing what was said in the phone call.

3: Call or Send another email a day before your agreed deadline to remind the person.

4: If the person does deliver by the agreed time, your situation should be critical, so call them again and follow up with another email.

This is my updated version of your letters:

The first email


Dear Adam,

As discussed this morning, I need to complete the project status update report to our client on (state the date). In order for me to complete the report, I need the actual expense spent in your monthly financial report to compare our budgeted expenses versus the actual.

You have indicated that the monthly financial report cannot be completed before (state the date), which is after our meeting with the client. We cannot delay the client meeting, so we have agreed that you can give me the actual expense spent portion of the financial report by (state the date), which is acceptable. For this, I thank you very much.

I look forward to getting the actual expense spent numbers from you on (state the date).

Again, thank you very much for your help.

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This is the reminder email that you may send a day before the deadline. You should use the reply function so that the first email (or his acknowledgement of the first email) is in the email history trail.

Dear Adam,

I hope the actual expense spent numbers I need would be ready by tomorrow. If you expect a delay, please let me know.

Thanks.

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Now, in most cases, you should get the information you need on time.

Dax