Capgemini Email Writing – Practice Sheet
1. Polite Reminder
Situation: You emailed your colleague to submit the monthly sales report, but they haven’t replied.
Subject: Follow-up on Monthly Sales Report
Dear Rajesh,
I hope you are doing well. I am following up on the monthly sales report
submitted on 22nd September. Please let me know if you need any information from
my side.
Thank you,
Nikhil Patel
2. Apologizing for Wrong Information
Situation: You mistakenly told your manager the project deadline is 30th September, but it’s actually 15th
October.
Subject: Correction Regarding Previous Email
Dear Mr. Sharma,
Apologies for the confusion in my previous email. The correct deadline for the
XYZ Project is 15th October. Kindly disregard the earlier date.
Thank you,
Nikhil Patel
3. Requesting Information
Situation: You need the latest client data to complete a report.
Subject: Request for Information
Dear Priya,
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I hope you are doing well. Could you please provide the latest client data for
the ABC Project? This will help me complete the report efficiently.
Thank you,
Nikhil Patel
4. Requesting Deadline Extension
Situation: You are unable to finish the website design task by 25th September due to workload and need
an extension.
Subject: Request for Deadline Extension
Dear Mr. Sharma,
I hope you are well. Due to workload, I am unable to complete the website design
task by 25th September. Kindly allow an extension until 30th September.
Thank you,
Nikhil Patel
5. Reporting Delay or Issue
Situation: Due to a server issue, your project delivery will be delayed.
Subject: Update on Project Status
Dear Mr. Sharma,
Due to a server issue, the DEF Project may be delayed. I am working to complete
it as soon as possible and will keep you updated.
Thank you,
Nikhil Patel
6. Thanking Someone for Assistance
Situation: Your colleague helped you finish the client presentation on time.
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Subject: Thank You for Your Assistance
Dear Priya,
Thank you for your support on the client presentation. Your help made it
possible to complete it successfully.
Best regards,
Nikhil Patel
7. Sharing Documents
Situation: Your manager requested the quarterly finance report.
Subject: Submission of Quarterly Finance Report
Dear Mr. Sharma,
Please find attached the quarterly finance report as requested. Kindly review
and let me know if further details are required.
Thank you,
Nikhil Patel
8. Apologizing for Late Reply
Situation: You replied late to a client email regarding project clarification.
Subject: Apology for Delayed Response
Dear Mr. Verma,
Apologies for the delayed response regarding the project clarification. Please
find the required details below.
Thank you,
Nikhil Patel
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9. Clarifying Miscommunication
Situation: Your previous email to your manager caused confusion about the number of resources
allocated.
Subject: Clarification on Previous Email
Dear Mr. Sharma,
I would like to clarify the points mentioned in my previous email regarding
resource allocation. The correct number of team members assigned is 5, not 4.
Apologies for any confusion caused.
Thank you,
Nikhil Patel
10. Requesting Feedback
Situation: You have completed the UI design task and want your manager’s feedback.
Subject: Request for Feedback on UI Design Task
Dear Mr. Sharma,
I have completed the UI design task and would appreciate your feedback to ensure
it meets expectations.
Thank you,
Nikhil Patel
11. Handling Client Complaint
Situation: A client complained that the delivered module has errors and wants an update.
Subject: Response to Your Concern Regarding Module Delivery
Dear Mr. Verma,
I apologize for the errors in the delivered ABC module. We are reviewing the
issues and will ensure the corrected module is delivered by 28th September.
Thank you for your patience.
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Best regards,
Nikhil Patel
12. Reporting Team Member’s Delay
Situation: A team member delayed data collection, affecting project submission.
Subject: Update on Project Status
Dear Mr. Sharma,
Due to a delay in data collection by a team member, the DEF Project may be
slightly delayed. We are addressing the issue and working to meet the revised
schedule.
Thank you for your understanding.
Best regards,
Nikhil Patel
13. Requesting Urgent Support
Situation: You need urgent help from a colleague to finish a critical task by today.
Subject: Request for Urgent Assistance
Dear Priya,
I hope you are doing well. I require your urgent support on the GHI Task to meet
the deadline today. Your assistance would be highly appreciated.
Thank you,
Nikhil Patel
14. Apologizing for Missing a Meeting
Situation: You missed a scheduled team meeting because of an unexpected personal issue.
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Subject: Apology for Missing Scheduled Meeting
Dear Mr. Sharma,
Apologies for missing today’s meeting due to an unexpected personal issue. I am
available to reschedule at your convenience.
Thank you for your understanding.
Best regards,
Nikhil Patel
15. Sharing Corrected Report
Situation: You sent a report with incorrect numbers and now need to send the corrected version.
Subject: Corrected Report Submission
Dear Mr. Sharma,
Please find attached the corrected version of the DEF Report. Apologies for the
oversight in the previous submission.
Thank you for your understanding.
Best regards,
Nikhil Patel
16. Requesting Feedback on Urgent Task
Situation: You completed an urgent task and want immediate feedback to proceed further.
Subject: Feedback Request on Urgent Task
Dear Mr. Sharma,
I have completed the urgent task assigned today and would appreciate your quick
feedback to proceed further.
Thank you,
Nikhil Patel
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17. Escalating a Technical Issue
Situation: A system error is blocking your work, and you need your manager’s help.
Subject: Assistance Required for Technical Issue
Dear Mr. Sharma,
I am facing a technical issue with the ABC system, which is delaying the
project. Kindly advise on the best approach to resolve it quickly.
Thank you,
Nikhil Patel
18. Responding to Misunderstanding
Situation: Your manager misunderstood your previous email; progress was shown as 60%, but it’s actually
80%.
Subject: Clarification on Project Progress
Dear Mr. Sharma,
I would like to clarify that the XYZ Project is 80% complete, not 60% as
mentioned earlier. Apologies for any confusion caused.
Thank you for your understanding.
Best regards,
Nikhil Patel
19. Coordinating with Multiple Team Members
Situation: You need all team members to share their updates for compiling the final report.
Subject: Request for Team Updates
Dear Team,
Kindly share your progress updates for the DEF Project by 5 PM today to compile
the final report. Your prompt response is appreciated.
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Thank you,
Nikhil Patel
20. Apologizing for Delay Due to System Issue
Situation: You couldn’t submit a report on time because your computer crashed.
Subject: Apology for Delay in Submission
Dear Mr. Sharma,
I apologize for the delay in submitting the ABC Report due to an unexpected
system issue. The report has been attached now for your review.
Thank you for your understanding.
Best regards,
Nikhil Patel
