Business emails need careful consideration. Each word matters, and setting the right tone makes the difference between success and failure. The phrase “kindly do the needful” serves as a standard closing request during professional correspondence, especially for global business communications.
Creating effective emails means using proper structure, staying professional, and making clear requests. These 20 email samples show you how to use this phrase while keeping your message clear, professional, and action-oriented.
These 20 email samples will help you communicate effectively across various business situations.
1. Request for Project Status Update
Subject: Urgent Status Update Required – Project Alpha
Dear Mr. Johnson,
Thanks for your work on Project Alpha. We need an update on the current progress to prepare for next week’s client presentation.
Could you please send over the following details: – Current completion percentage – Any pending bottlenecks – Expected completion date for remaining tasks – Resource requirements, if any
Kindly do the needful by EOD Friday.
Best regards, Sarah Matthews
2. Payment Processing Delay Resolution
Subject: Outstanding Payment for Invoice #2024-03
Dear Ms. Chen,
Your company’s payment for Invoice #2024-03, dated March 15, 2024, remains pending. The invoice total of $5,750 was due on April 1, 2024.
Please review this matter with your accounts team and process the payment as soon as possible. This delay affects our monthly accounting closure.
Attached is a copy of the original invoice for your reference.
Kindly do the needful to resolve this matter.
Thank you for your attention, Robert Klein Accounts Receivable Manager
3. Software Access Request
Subject: Request for Developer Portal Access
Dear IT Support Team,
As a new member of the development team, requesting access to: – GitHub Enterprise account – AWS Console – Internal testing servers – Development environment credentials
My employee ID is EMP2024-089, and my reporting manager is David Lee.
Kindly do the needful to grant these access permissions.
Thanks and regards, Michael Zhang
4. Document Revision Request
Subject: Urgent Contract Revision Required
Dear Legal Team,
The client has requested changes to sections 3.2 and 4.1 of the service agreement. The updated requirements include: – Modified payment terms (Net 45 instead of Net 30) – Additional clause for data protection compliance – Updated service level metrics
The signed agreement must be sent to the client by Thursday.
Kindly do the needful to update the contract.
Best regards, Lisa Anderson
5. Equipment Maintenance Request
Subject: Monthly Server Maintenance Schedule
Dear Maintenance Team,
The production servers require their monthly maintenance check. During the last inspection, several cooling fans showed early signs of wear.
Please schedule the maintenance for this weekend and check: – Cooling system efficiency – Disk space usage – Backup system status – General hardware health
Kindly do the needful and share the maintenance report.
Regards, Tom Wilson
6. Training Session Arrangement
Subject: New Employee Training Session Request
Dear HR Team,
Ten new employees joined our customer service department this week. They need training on: – Company policies and procedures – Customer handling protocols – CRM software usage – Quality assurance guidelines
Please arrange comprehensive training sessions for next week.
Kindly do the needful to schedule these sessions.
Thank you, Maria Rodriguez
7. Supply Chain Issue Resolution
Subject: Urgent Supply Shortage Notice
Dear Vendor Partners,
Our warehouse reports critical shortages of: – Product code: MT-2024-A (Safety Gloves) – Product code: MT-2024-B (Safety Goggles) – Product code: MT-2024-C (Hard Hats)
These items are essential for our ongoing construction project. Please expedite the delivery of pending orders.
Kindly do the needful to prevent project delays.
Best regards, James Cooper
8. Customer Complaint Resolution
Subject: High Priority Customer Issue – Account #45678
Dear Support Team,
Customer John Smith reported problems with his recent order: – Wrong size delivered – Delayed shipping notification – Unresponsive customer service
This is a VIP client with significant annual purchases. Their satisfaction is crucial.
Kindly do the needful to address these concerns immediately.
Thanks, Patricia Moore
9. Budget Approval Request
Subject: Q2 Marketing Budget Approval Required
Dear Finance Committee,
Attached is the revised Q2 marketing budget proposal including: – Digital advertising campaigns – Trade show participation – Content marketing initiatives – Social media promotions
Total budget: $175,000
Kindly do the needful to review and approve.
Best regards, Susan Taylor
10. Meeting Schedule Coordination
Subject: Board Meeting Schedule Confirmation
Dear Board Members,
The quarterly board meeting requires scheduling for the last week of April. Based on initial availability checks, suggesting: – Date: April 25, 2024 – Time: 10:00 AM – 2:00 PM EST – Location: Main Conference Room
Please confirm your attendance.
Kindly do the needful to finalize the schedule.
Regards, William Chang
11. Project Resource Request
Subject: Additional Resources Needed – Project Beta
Dear Resource Manager,
Project Beta requires additional team members: – 2 Senior Developers (Java/Python) – 1 UI/UX Designer – 1 Quality Assurance Engineer
Timeline: Immediate requirement for 3 months
Kindly do the needful to allocate these resources.
Thanks and regards, Rachel Green
12. Travel Arrangement Request
Subject: Business Trip Arrangements Required
Dear Travel Desk,
Requesting travel arrangements for the upcoming client meeting: – Destination: Singapore – Travel dates: May 15-18, 2024 – Hotel preference: Near Central Business District – Required: Flight, accommodation, local transport
Kindly do the needful to book the travel.
Best regards, David Martinez
13. Document Processing Request
Subject: Urgent Document Authentication Required
Dear Admin Team,
Need urgent processing of these documents: – Company registration certificate – Tax compliance documents – Business permits – Insurance certificates
These documents must be authenticated for the upcoming government audit.
Kindly do the needful before Friday.
Regards, Jennifer Wu
14. Software Bug Resolution
Subject: Critical Bug Report – Production System
Dear Development Team,
Users report these issues in the latest release: – Login page timeout errors – Data saving failures – Report generation crashes – Slow response times
This affects 60% of our active users.
Kindly do the needful to fix these issues.
Thanks, Kevin Park
15. Employee Transfer Process
Subject: Internal Transfer Processing Request
Dear HR Operations,
Employee Jane Smith (ID: EMP456) transfers to the Marketing department: – Current role: Sales Executive – New role: Marketing Specialist – Transfer date: May 1, 2024 – New reporting manager: Sarah Johnson
Kindly do the needful to process this transfer.
Best regards, Mark Thompson
16. Vendor Payment Processing
Subject: Vendor Payment Release Request
Dear Accounts Team,
Please process payments for these approved vendor invoices: – Invoice #V001: $12,500 – Invoice #V002: $8,750 – Invoice #V003: $15,200
All invoices have necessary approvals and supporting documents attached.
Kindly do the needful to release payments.
Regards, Nancy Lee
17. System Access Revocation
Subject: Urgent Access Revocation Required
Dear IT Security,
Please revoke all system access for: Employee: John Doe ID: EMP789 Last working day: April 12, 2024
This includes access to: – Email account – Internal systems – Cloud services – Building access card
Kindly do the needful immediately.
Thanks, Peter Chen
18. Client Data Update Request
Subject: Client Database Update Required
Dear CRM Team,
Please update contact information for client ABC Corp: – New address: 123 Business Avenue – Updated phone: +1-555-0123 – New primary contact: Ms. Jane Wilson – Changed billing email: accounts@abccorp.com
Kindly do the needful to update records.
Best regards, Richard Santos
19. Equipment Purchase Request
Subject: Office Equipment Purchase Approval
Dear Procurement Team,
Requesting purchase approval for: – 10 laptops (Dell XPS 13) – 10 monitors (27-inch LED) – 10 docking stations – 10 wireless keyboard/mouse sets
Budget approved: $25,000 Required by: May 15, 2024
Kindly do the needful to process this request.
Regards, Samantha Brooks
20. File Access Permission Request
Subject: Project Files Access Required
Dear System Admin,
Requesting access to Project Omega files for team members: – Alice Johnson (EMP234) – Bob Smith (EMP235) – Carol Brown (EMP236)
Access level needed: Read/Write Duration: 3 months
Kindly do the needful to grant access.
Thanks, Timothy Drake
Final Thoughts: Writing Professional Email Requests
These email samples show how to structure clear, professional requests using “kindly do the needful.” Each example stays professional while stating the needed actions clearly. Modify these templates to match your needs, keeping the main elements of clarity, professionalism, and proper structure.