# Email Rewrite: Project Deadline Frustration

## Original Email (Rough Draft)

"Hey John,

So the deadline for the Henderson project was yesterday and I still havent gotten the files from your team. This is the third time this has happened and honestly Im getting pretty frustrated. We talked about this in the last meeting and you said it wouldnt happen again.

I dont understand why this keeps being an issue. My team cant do our work until we get the deliverables from yours. Now Im going to have to explain to Sarah why were behind again and honestly that conversation is not going to be fun.

Can you please just get me the files today? I really need them ASAP.

Thanks
Mike"

---

## ANALYSIS OF ORIGINAL

**Issues identified:**
- Accusatory tone ("this is the third time")
- Venting frustration rather than solving problem
- Passive-aggressive elements ("honestly," "I dont understand")
- No specific ask with deadline
- Grammar and punctuation errors
- Likely to trigger defensive response

**What to preserve:**
- The core issue is legitimate
- Reference to previous conversation
- Urgency is real

---

## REWRITTEN EMAIL: PROFESSIONAL VERSION

**Subject:** Henderson Project Files - Need by EOD Today

Hi John,

I wanted to follow up on the Henderson project deliverables that were due yesterday. We have not received the files yet, and our team is blocked until we have them.

I know your team has a lot on their plate right now. That said, this is time-sensitive—I have a check-in with Sarah tomorrow and need to show progress on our portion.

Could you send over the files by end of day today? If there is a blocker on your end, let me know and we can figure out a workaround together.

Thanks,
Mike

---

## REWRITTEN EMAIL: DIRECT VERSION

**Subject:** Henderson Files Needed Today

John,

Quick follow-up: we are still waiting on the Henderson project files that were due yesterday.

Our team cannot move forward without them, and I need to update Sarah tomorrow.

Can you confirm these will be sent by 5pm today? If there is an issue, call me and we will figure it out.

Thanks,
Mike

---

## REWRITTEN EMAIL: DIPLOMATIC VERSION

**Subject:** Henderson Project - Quick Sync Needed?

Hi John,

Hope your week is going well. I wanted to touch base on the Henderson project files.

We were expecting them yesterday, and I want to make sure nothing fell through the cracks on either end. Our team is ready to move forward as soon as we receive them.

Are you able to send them over today? If there is anything blocking the handoff, I am happy to jump on a quick call to troubleshoot.

Let me know what works.

Best,
Mike

---

## WHAT CHANGED AND WHY

| Original | Rewritten | Why |
|----------|-----------|-----|
| "This is the third time" | Removed | Accusatory, triggers defensiveness |
| "Im getting pretty frustrated" | Removed | Venting, not productive |
| "I dont understand why" | Removed | Passive-aggressive |
| "honestly" (2x) | Removed | Signals frustration, unprofessional |
| "ASAP" | "by end of day today" | Specific deadline is actionable |
| No subject line | Clear subject with deadline | Urgency visible before opening |
| Blame focus | Solution focus | "figure out a workaround together" |
| Grammar errors | Corrected | Professional polish |

---

## TONE COMPARISON

| Version | Best For | Tone Level |
|---------|----------|------------|
| Professional | Most situations, maintains relationship | Warm but clear |
| Direct | Repeat issues, time-critical, peer-to-peer | Assertive, no fluff |
| Diplomatic | Senior stakeholders, sensitive relationships | Extra tactful |

---

## SUBJECT LINE OPTIONS

1. "Henderson Project Files - Need by EOD Today" (Clear + Urgent)
2. "Following Up: Henderson Deliverables" (Neutral)
3. "Quick Ask: Henderson Files" (Casual, peer relationship)
4. "Henderson Project - Action Needed Today" (Formal, urgent)

---

## CALL-TO-ACTION VARIATIONS

**Soft ask:**
"Could you send over the files when you get a chance?"

**Clear ask:**
"Can you send the files by end of day today?"

**Firm ask:**
"I need the files by 5pm today to stay on schedule."

**Collaborative ask:**
"Can you confirm timing, or should we hop on a call to troubleshoot?"

---

## ADDITIONAL TIPS FOR THIS SITUATION

1. **Document the pattern:** If this is recurring, follow up this email with a separate conversation (not in writing) about the pattern

2. **Loop in manager only if needed:** Copying Sarah now would escalate unnecessarily. Keep this between you and John first.

3. **Follow up strategically:** If no response by 3pm, send brief follow-up: "John - checking in on this. Let me know status."

4. **After resolution:** Consider proposing a process fix so deliverables are not last-minute dependencies

---

## WHEN TO ESCALATE

If this email does not resolve the issue:

1. Same day: Brief follow-up asking for confirmation
2. Next morning: Call John directly
3. If still blocked: Loop in both managers with factual summary (not emotional history)

Escalation email template:
"Hi Sarah, copying you for visibility. We are blocked on Henderson waiting for files from John team. I have followed up [X] times. Need your help getting this unblocked so we can meet the client deadline."