We don’t always have access to the resources that we need to complete our tasks at work. Instead of shying away from asking for access, it’s always advisable to ask your manager or supervisor for access.
However, if this is your first time asking your manager for something like this, you may not be sure how to structure this email to your manager.
This is where we come in. We’ve simplified the process by creating templates that you can easily copy and modify for the purpose.
You simply need to copy and modify these templates and then forward them to your manager. Additionally, we’ve also included some tips that would help you whenever you need to email your manager.
Tips For Emailing Your Boss
While tools like Slack and Teams are leveraged for easier communication across organizations worldwide, emails continue to be used in these organizations, especially when communicating with a supervisor over formal correspondence.
But unlike sending emails to coworkers where you can be informal and not worry about mistakes, you should be careful when writing to your Boss. Let’s look at a few things to keep in mind.
Clear Reasons
Let your manager know exactly what you need and why you need it. If you need to access a facility for a particular reason, make sure you include this in your email.
Maybe you’ve already contacted the person in charge but they request consent from the manager before they can approve your access. You should let your boss know about the situation.
If you need access for a time-sensitive matter, make sure you include this in your email as well.
Clear Subject Line
While you would not be able to include all relevant information in the subject line of the email, it should present the general purpose of the email within a few words.
This helps your boss or supervisor locate the email, understand the possible content even before reading the full message and finally ascertain the importance and urgency of the email.
After all, your boss would most likely have a busy schedule. A clear subject line would help them identify the urgency of the email especially when they have a boatload of work to get done.
Examples:
Requesting Access to {{What you need access to}}
Use Proper Name
Coming down to the body of the email, you should identify the name your boss wishes for you or the general employee body to call them.
If they prefer to be addressed by their first names, you should address them as such. On the other hand, if you aren’t sure how they want to be addressed, you can either ask your colleagues or simply use your boss’ surname.
Keep in mind your workplace culture at this point. Some workplaces encourage informal communication between all members of the organization.
For informal workplaces, you start with:
Good {{morning/afternoon/evening}} {{Boss’ firstname}}
Hi {{Boss’ firstname}}
In the case of a very formal workplace where you aren’t sure of the best way to address your boss, you can simply start with:
Dear {{Mr. /Mrs /Ms. Surname}}
Hello {{Mr. /Mrs /Ms. Surname}}
Set Tone
Maybe something happened at the workplace that you didn’t like or there’s something you find annoying. You should always mind your tone in your professional emails.
It doesn’t matter whether the company’s doing something you’re unhappy with, you should always mind the tone of your communication. If you sound angry, your Boss is less likely to mind your request or even finish reading your email.
Use Work Email
Refrain from contacting your boss through your personal email. Most organizations implement some form of spam filter that may flag personal emails as spam.
The last thing anyone wants is to send an urgent message to their boss only to find out days later that they never got the email. Emails that come through the company emails are whitelisted ensuring that your boss receives them inside their inbox.
This is why most organizations provide their employees with company emails for communication within the company as well as correspondence with external companies.
Keep It Concise
Your boss probably receives loads of emails daily. The last thing they want to do is to spend precious time reading through a long email to determine its content.
No matter how important your email may be, your boss is not likely to spend 30 minutes trying to understand its content. It’s advisable to use short and clear wording to easily convey the content of your message.
Proofread
No one likes reading terrible grammar, especially in a professional setting. It’s advisable to proofread your email to identify any grammatical errors before sending it to your boss.
Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.
On the other hand, poor grammar could give your boss some laughs. But keep in mind that others are bound to join in.
Easy To Understand
Your boss most likely receives tens or even hundreds of emails daily, especially in the case of larger organizations. Ensure that your email is easy to understand within the shortest amount of time.
To determine this, you can ask a colleague or friend to skim through the email to test whether it’s easy to understand and adequately presents the necessary information.
End Formally
At this point, you can thank your boss for taking the time to review your request and then reiterate any relevant information before signing off.
Example:
Thank you for your time and consideration.
Signature
Official emails to your boss should be signed off with your official signature which includes your full name, job title, department if applicable, and contact details when available.
This can be easy if you’ve already created your signature template for your company email. The system would automatically include your signature in every email.
If you haven’t created a signature template for your email, you should manually include this in your email to your boss.
It can be something like this:
Sincerely,
{{Fullname}}
{{Department if applicable}}
{{Job role/title}}
{{Contact details (optional)}}
Sample Email To Manager For Access
Template 1: Requesting Access To Restricted Facility/File/Resource
Email Subject
Requesting Access to {{What you need access to}}
Body
Dear {{Surname}},
I hope this finds you well. I would like to request access to {{Resource name}} for {{Reason why you need it}}.
I understand that access has been restricted due to {{Why access is restricted}}, and I’m willing to comply with all security measures to avoid any potential issues.
If there’s any formal approval process required to gain access to this document, I would appreciate your guidance.
Thank you for your time and consideration.
Best regards,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 2: Requesting Access To Restricted Facility/File/Resource For Team
Email Subject
Requesting Access to {{What you need access to}}
Body
Dear {{Surname}},
I hope this finds you well. My team is currently working on {{Project Name}} and we require {{What you need}} to {{What action it would help the team with}}.
I’ve contacted {{Who you contacted}} who requested that I seek your approval first before we’re allowed to access the {{What you need}}.
I would greatly appreciate it if you could help us gain access to the {{What you need}}. If there are any requirements or additional processes that we’ve overlooked, please let us know.
Thank you for your assistance.
Best regards,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 3: Requesting Access To Facility/File/Resource
Email Subject
Requesting Access to {{What you need access to}}
Body
Dear {{Surname}},
I hope this finds you well. I am reaching out to request access to the {{What you need}} for the {{What you need it for}}. As you know, I’m currently working on {{What you’re working on}} which is due on the {{Due Date}}.
To ensure {{What you want to accomplish}}, I would like to request for {{What you need}}. I’ve already spoken with {{Who you’ve spoken with}} who recommended that I obtain your approval first.
I would greatly appreciate it if you could grant me access to {{What you need}}. If there’s any official process I may have overlooked, I would appreciate your guidance on this matter.
Thank you for your assistance.
Best regards,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 4: Requesting Access To File – Should Be Delivered In Specific Format
Email Subject
Requesting Access to {{What you need access to}}
Body
Dear {{Surname}},
I hope this finds you well. I would like to request access to {{Resource name}} for {{Reason why you need it}}.
As you may know, {{Reason why the file is necessary for your work}}. I’ve contacted {{Who you contacted}} but was advised to contact you. I would be grateful if you could grant me access to the {{File Version}} so I can {{Why you need the version}}.
If there’s any formal approval process required to gain access to this document, I would appreciate your guidance.
Thank you for your time and consideration.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
