The phrase “kindly do the needful” has become a common way to ask someone to take necessary action in professional emails. This polite request appears frequently in business communications across the globe, especially in areas where English is a second language.
The beauty of this phrase lies in its simplicity and directness. You can add it to almost any email where you need someone to follow through on a task without sounding demanding or rude.
Many people struggle with writing clear emails that get results. Using phrases like “kindly do the needful” can help make your requests clear while maintaining politeness. The samples below show how to use this phrase in different situations, from simple requests to complex business matters.
“Kindly Do The Needful” Email Samples
These emails will help you communicate better in various professional situations. Each one shows a different way to ask someone to take action.
1. Request for Document Approval
Subject: Urgent Approval Needed for Client Proposal XYZ123
Dear Mr. Thompson,
I have attached the final draft of our proposal for the Johnson project that requires your approval. Our team has made all the changes you suggested during our last meeting.
The client expects to receive this document by tomorrow afternoon, so we need your approval as soon as possible. The key changes are highlighted in yellow for your quick review.
Kindly do the needful and send your approval by 5 PM today so we can meet the client’s deadline.
Thank you for your prompt attention to this matter.
Best regards,
[Signature block: Full name, Job title, Department, Company name, Contact information including phone number and email address]
2. Payment Reminder to Client
Subject: Gentle Reminder: Invoice #INV-2023-456 Payment Due
Dear Ms. Chen,
I hope this email finds you well. This is a friendly reminder that invoice #INV-2023-456 for $3,500 issued on March 15, 2025, is now due for payment.
We value your business and would appreciate your prompt attention to this matter. For your convenience, I have attached a copy of the invoice again.
If you have already sent the payment, please disregard this reminder and accept our thanks. If not, kindly do the needful to process this payment at your earliest convenience.
Should you have any questions about this invoice, please feel free to contact our accounts department at accounts@company.com.
Thank you for your cooperation.
Warm regards,
[Signature block: Name, Accounts Receivable Specialist, Finance Department, Company logo, Contact details including direct line and email address]
3. IT Support Request
Subject: Urgent: System Access Issue Affecting Project Deadlines
Hello IT Support Team,
I am currently unable to access the project management system since 10 AM today. When I try to log in, I get an error message saying “User credentials invalid” even though I am using the correct username and password.
This issue is urgent as I need to update several project timelines before our client meeting at 3 PM today. I have already tried clearing my browser cache and restarting my computer, but the problem persists.
Kindly do the needful to restore my access as soon as possible. My employee ID is EMP22045 and my username is j.wilson@company.com.
Thank you for your quick help on this matter.
Regards,
[Signature block: Full name, Project Manager title, Department name, Phone extension, Email address, Office location]
4. Request for Information from Colleague
Subject: Request for Q1 Sales Data for Board Presentation
Hi Sarah,
I hope your week is going well. I am putting together the quarterly presentation for the board meeting next Thursday and need the Q1 sales figures from your region.
Would you be able to share the following details: – Total sales volume for January-March 2025 – Top 3 performing products – Comparison with targets (percentage) – Any key client wins worth highlighting
Kindly do the needful by Friday noon so I can include this data in the final slides. This will give me enough time to format everything before the Monday review with the VP.
Thanks for your help with this!
Cheers,
[Signature block: First name, Job position, Department, Company name, Mobile number with country code, Email address]
5. Vendor Follow-up on Delayed Shipment
Subject: Urgent: Status Update on Order #ORD78901
Dear ABC Suppliers Team,
I am writing to check on the status of our order #ORD78901 placed on April 1, 2025. According to our purchase agreement, this shipment was due to arrive at our warehouse by April 10, but we have not received it yet.
This delay is causing problems with our production schedule, and we risk missing deadlines for our own customers. We need these materials urgently to continue our operations.
Please kindly do the needful to: 1. Provide an immediate update on the current status of our order 2. Confirm the exact shipping date and tracking details 3. Explain the reason for the delay
We value our business relationship and hope this matter can be resolved quickly.
Thank you for your immediate attention.
Regards,
[Signature block: Full name, Procurement Manager, Company name and address, Direct phone line, Email, Company website URL]
6. Meeting Schedule Request
Subject: Request to Schedule Project Kickoff Meeting – Project Phoenix
Dear Team Members,
I hope you are all doing well. We need to schedule our kickoff meeting for Project Phoenix as soon as possible.
Based on the initial talks with the client, we should aim to hold this meeting within the next week. The meeting will cover project goals, team roles, timeline, and key deliverables.
I have created a poll with possible dates and times here: [Link to scheduling poll]. Kindly do the needful by marking your availability no later than tomorrow EOD so we can finalize the meeting time.
The meeting will last approximately 90 minutes and will be held in Conference Room B with video conferencing options for remote team members.
Looking forward to starting this exciting project with all of you.
Best wishes,
[Signature block: Name, Project Coordinator, Department, Office location, Phone number, Email address, Company tagline]
7. Request for Training Approval
Subject: Request for Approval: Digital Marketing Certification Course
Dear Ms. Johnson,
I am writing to request your approval to attend the Advanced Digital Marketing Certification course offered by Marketing Institute. The course runs for three days from May 15-17, 2025, and costs $1,200.
This training will help me gain skills in the latest digital marketing trends and tools, which will directly benefit our upcoming campaign for the new product line. The course covers social media algorithms, SEO updates, and data analytics – all areas that align with our department goals for this year.
Kindly do the needful regarding this request at your earliest convenience, as early bird registration ends on April 30, which would save the company $200 on the registration fee.
I have attached the course brochure and ROI justification for your review. If approved, I will ensure all my current projects are properly covered during my absence.
Thank you for considering my request.
Sincerely,
[Signature block: Full name, Marketing Specialist position, Department, Employee ID number, Contact details including internal extension and email]
8. Document Sharing with External Partner
Subject: Confidential: Project Falcon Contract Documents for Review
Dear Mr. Lee,
Following our discussion yesterday, I am sharing the contract documents for Project Falcon as agreed. You will find attached:
1. Master Service Agreement (Draft v2.3) 2. Statement of Work 3. Payment Schedule 4. Technical Requirements Document
All documents are marked confidential and require your legal team’s review before our meeting next week. Please note that sections 3.4 and 5.2 have been updated based on your feedback from our last call.
Kindly do the needful to review these documents with your team and share any comments or questions by Monday, April 21. This timeline will allow us to address any concerns before the final meeting.
Please confirm receipt of this email and the attachments.
Best regards,
[Signature block: Name, Legal Affairs Director, Company name with logo, Professional certifications, Contact information including secure line, Confidentiality notice]
9. Employee Onboarding Request to HR
Subject: New Employee Onboarding Request for Marketing Assistant Position
Dear HR Team,
We have completed the hiring process for the Marketing Assistant position, and the selected candidate, Jane Smith, has accepted our offer. She will be joining our team on May 5, 2025.
Her contact details are: Email: jane.smith@email.com Phone: (555) 123-4567
Kindly do the needful to prepare all onboarding materials, system access, and equipment for her first day. She will be working from the main office and reports directly to me.
Also, please add her to the May orientation session and the marketing department email list.
Thank you for your help with this onboarding process.
Kind regards,
[Signature block: Name, Marketing Manager title, Department, Office location and room number, Internal extension, Email address]
10. Request for Budget Approval
Subject: Urgent: Q2 Marketing Campaign Budget Approval Required
Dear Finance Committee,
I am writing to request approval for the Q2 marketing campaign budget of $75,000. This budget will cover our planned activities for the product launch scheduled for June 2025.
The budget breakdown is as follows: – Digital advertising: $35,000 – Event hosting: $20,000 – Content creation: $15,000 – PR activities: $5,000
I have attached the detailed budget proposal with expected ROI projections and comparison with previous campaigns. The marketing plan has already been approved by the CMO, and we now need financial approval to proceed with vendor bookings.
Kindly do the needful to review and approve this budget by April 25, as we need to secure key advertising spots that are in high demand for the June period.
Thank you for your consideration.
Respectfully,
[Signature block: Full name, Head of Marketing Campaigns, Department, Company name and address, Contact details, Professional social media handles]
11. Status Update Request from Team Member
Subject: Status Update Needed: Client Presentation Materials
Hi Alex,
I hope you had a good weekend. I wanted to check on the status of the presentation slides for the Smith & Co client meeting scheduled for this Thursday.
As discussed in our team meeting last week, we need to have a complete draft ready for internal review by tomorrow afternoon. This will give us time to make any needed changes before sending it to the client for preview.
Kindly do the needful to share your progress today. If you are facing any challenges or need support to complete this task on time, please let me know so we can find a solution quickly.
Looking forward to your update.
Thanks,
[Signature block: First name only, Team Lead title, Department name, Small company logo, Phone number, Brief motivational quote]
12. Request to Fix Website Issue
Subject: URGENT: Website Contact Form Not Working
Dear Web Support Team,
We have discovered that the contact form on our main website has not been working since yesterday afternoon. Customers who try to submit the form receive an error message saying “Form submission failed.”
This issue is critical as the contact form is our main channel for sales leads. Based on average daily submissions, we estimate we may have already lost 15-20 potential customer inquiries.
Kindly do the needful to fix this issue as soon as possible. The problem can be seen on this page: www.ourcompany.com/contact-us
Please let me know once the issue is resolved so we can test it from our end.
Thank you for your quick action on this matter.
Regards,
[Signature block: Full name, Digital Marketing Manager, Screenshot of the error message, Contact information including urgent contact number, Company logo and website link]
13. Request for Client Meeting
Subject: Request for Meeting to Discuss Contract Renewal
Dear Mr. Garcia,
I trust this email finds you well. As we approach the end of our current service agreement set to expire on May 31, 2025, I would like to schedule a meeting to discuss the renewal terms and any adjustments needed for the coming year.
Our team has prepared a summary of the services we provided this past year, along with some suggestions for how we might enhance our offering based on your feedback from our quarterly reviews.
Kindly do the needful to suggest a convenient date and time for this meeting during the week of April 28-May 2. The meeting should take about one hour, and we can host it either at your office or ours, whichever you prefer. Virtual meeting options are also available if that works better for you.
I look forward to our discussion and continuing our successful business relationship.
Warm regards,
[Signature block: Full name with professional credentials, Account Manager title, Company name and logo, Office address, Multiple contact options including direct line and mobile, Email signature with confidentiality notice]
14. Internal Process Change Notification
Subject: Important: New Expense Claim Process Starting May 1
Dear All Staff,
Starting May 1, 2025, we will be changing our expense claim process from the current paper-based system to the new digital ExpensePro platform. This change aims to speed up reimbursements and reduce paperwork.
Key points about the new system: – All expense claims must be submitted through the ExpensePro app or website – Original receipts should still be kept for 3 months – Approvals will happen digitally through the same system – Reimbursements will be processed within 5 business days
Training sessions will be held on April 25 and 26 in the Main Conference Room. You can sign up for a session using the link below.
Kindly do the needful to: 1. Download the ExpensePro app on your company phone or register on the website using your company email 2. Attend one of the training sessions 3. Submit any pending expense claims through the old system by April 28
If you have questions about this change, please contact the Finance team at finance@company.com.
Thank you for your cooperation during this transition.
Best regards,
[Signature block: Full name, Chief Financial Officer, Company logo, Contact information, Link to training session sign-up page, Link to ExpensePro download]
15. Request for Feedback on Draft Report
Subject: Request for Feedback: Annual Customer Satisfaction Report Draft
Dear Marketing and Sales Teams,
I have completed the first draft of our Annual Customer Satisfaction Report based on the survey data collected last quarter. Before finalizing it for management review, I would like to get your input.
The draft report focuses on: – Overall satisfaction trends compared to previous years – Key areas of improvement and concern – Product-specific feedback – Recommendations for action
You can access the draft here: [Link to shared document]. Please pay special attention to the recommendations section, as these will guide our strategy for the coming year.
Kindly do the needful to review the document and add your comments by April 23. Your insights as those who work directly with our customers are extremely valuable for making this report accurate and useful.
Thank you for taking the time to help with this important report.
Kind regards,
[Signature block: Name, Customer Experience Analyst, Department, Company details, Contact information including team chat handle, Small professional photo]
Wrap-up: Email Samples That Get Results
Using “kindly do the needful” in your emails adds a touch of politeness while clearly stating what action you expect from the reader. This phrase works well across many business situations, from simple requests to complex issues that need attention.
The key to making these emails work is being clear about what exactly you need done, by when, and why it matters. When you pair this phrase with specific details, you make it easy for people to help you and take the right action.
Try using some of these samples as starting points for your own emails. Adjust them to fit your specific situation and company culture. With practice, you will find that clear, action-oriented emails like these help you get better results and save time for everyone.