How to write a clear request

Start with the outcome

Before you describe the task, say what you want to be true when it's finished.

"Make a flyer" is a task. "A flyer I can hand out at Saturday's market so people know we now offer weekend appointments" is an outcome. The second one tells whoever picks it up what the flyer is for, who will see it and what it needs to say, and most of the decisions follow from that.

One sentence is enough. Write it first, and write it in plain words, as if you were explaining it to a friend who doesn't know your business.

The five details to include

Once the outcome is clear, five details cover most of what a good request needs.

1. The goal. The outcome sentence from above. What is this for, and what should it do?
2. Who it's for. Customers, your team, a supplier, a manager? The audience changes the tone and the level of detail.
3. The details that must be right. Exact names, prices, dates, spellings, links and wording. If something must appear word for word, paste it in.
4. Examples or preferences. A link to something you like, something you don't, or the style you already use. "Similar to our last newsletter, but shorter" is useful.
5. The deadline. A date, and the reason for it if there is one. "Friday, because the event is Saturday" is better than "soon".

You don't need to write much. A few lines on each is better than a page on one.

Attach the right files

Files are where a lot of requests stall, so it's worth a minute.

• Send the source, not a screenshot of it. If you want a document formatted, attach the document. If you want a logo placed, attach the logo file.
• Name the files in the request. "The photo called team-2.jpg goes on the About page" beats a folder of unlabelled pictures.
• Include what already exists. Last year's version, the old brochure or the current page address give context.
• Say which files are final. If one version is the approved one, say so.
• Add login or access details only through a safe route. Don't paste passwords into a request. If a task needs access to a tool, ask how to share it safely.

A copy-and-paste template

Copy this, fill in what you know, and delete the lines you don't need.

What I need: (one sentence: the thing, in plain words)
What it's for: (the goal, and where it will be used)
Who will see it: (customers, team, suppliers)
Details that must be right: (names, prices, dates, wording, links)
Files attached: (list them, and say what each one is for)
Something similar I like: (a link or a description; optional)
Needed by: (date, and why)
Anything to avoid: (optional)

Here is the same template filled in for a real kind of job:

What I need: A one-page price list for our spring services.
What it's for: To email to existing customers and print for the front desk.
Who will see it: Current customers.
Details that must be right: The attached list of services and prices, exactly as written. Our phone number and booking link.
Files attached: prices-spring.xlsx (final prices), logo.png.
Something similar I like: Our winter price list, attached.
Needed by: Thursday, so it can go out in Friday's email.
Anything to avoid: Please don't change the service names.

If something is unclear, say so

You don't have to get it perfect. If you're not sure about a detail, write "not sure" next to it and say what you'd like to happen. A question like "I haven't decided between two headlines. Can you suggest a few?" is a fine request.

It also helps to send one request per job. A request that asks for a flyer, a spreadsheet clean-up and a new web page is three tasks, and splitting it up makes each one easier to follow.

How Clique's request forms help

In the Clique app, you send a request through a structured request form. The form is there to collect the details and the files needed to get started, so you aren't composing an email from scratch each time. To begin, sign in and select Start new task.

A few things that go with it:

• You can follow the status of each task in the app, from received to completed, and answer questions in messages attached to the task.
• If you want changes to completed work, you can ask. A revision counts as part of the same task, so it doesn't use up a new task slot.
• Every plan includes unlimited requests and a dedicated account manager who coordinates each one. Your plan sets how many task slots are worked on at once.

You can see what Clique can help with on the services page, and the plans and prices on the pricing page. If you're not sure whether something is the kind of work Clique does, ask first at [email protected].

Whether you send your requests to a colleague, a freelancer or a team, the same habit helps: say what it's for, include what must be right, attach the files and give a date. When you're ready to send your first request in the app, you can start your subscription.