How to Get People to Act and Meet Your Email Deadlines Due Dates Vary by State In the subject lines, provide the action and due dates. Include the request in the first sentence or paragraph. Offer an incentive or a disincentive. Make use of Active Voice. Provide specifics. It facilitates responsiveness. Make a statement with typography. Use headers. Use subheads. Use color to guide readers' eyes.
For example: "We need your response by Friday at 5 p.m." Or, "Please respond by Monday morning." Or, "I am extending my deadline to Thursday because I want to include your input on this topic." Be sure to follow up if you don't get a reply within the required time frame. Otherwise, you may not know if there was a problem with the message itself or if the person just didn't get around to it.
It's easy to forget about people from other countries when writing deadlines. If you are sending messages to people in different time zones, be careful not to send messages at midnight your local time, as they might not get read until the next day.
Finally, remember that people make mistakes typing emails all the time. So, if you feel like you've been ignored, check your spam folder. There may be something there that will help explain what happened.
How to Request Assistance Via Email
Follow these procedures to make a valid deadline extension request:
To catch their attention, say something like, "[Urgent]—[What you need here] by [When]—Thanks for your assistance!" Then mark the email as priority. In this situation, they know exactly what you need without having to sift through your messages. The "by" date will help them determine how urgent it is.
You can also use the subject line to catch people's attention. For example, if there was a leak in your office and someone needed to know immediately, you could send them an email titled "Office water damage" or "Health alert: Legionnaires' disease." These subject lines would give people a good idea of what type of message this is and how important it is to act quickly.
Finally, you can use language in the body of the message to tell people how urgent this matter is. For example, you could say something like, "Please review this document immediately," "I need a response on this right away," or "Can we move this to top priority?" Using these words in your message will make it clear that this matter deserves more attention than usual.
Urgency is important because it gives people reason to pay attention to your message. As long as everything else is equal, they will trust those who seem most urgent. So if you have something important to say, make sure to include how urgent it is by using one of these techniques.
Three pointers for sending out deadline reminder emails