Level 1 · simple request
Book a meeting room: an annotated email example
Book the room with Facilities.
The situation
FacilitiesReception & logistics
You're running a workshop for 12 people next Tuesday from 2pm to 4pm. You need a room with a projector.
An efficient team that needs all the practical details in one go, with no back-and-forth.
Goal
Book the room with Facilities.
The winning structure
A good email for this situation includes these elements, in this order:
- A greeting with the recipient's first name.
- Number of people (12)
- The slot (Tuesday 2–4pm)
- The projector
- A clear ask at the end: a question or an action with a deadline.
- A short sign-off, then your name.
Common mistakes
- Leaving out number of people (12) : « For how many people? »
- Leaving out the slot (Tuesday 2–4pm) : « When is it, and for how long? »
- Leaving out the projector : « Do you need any equipment? »
- Opening with padding ("I hope this email finds you well") instead of getting to the point.
- A vague subject line like "Question" or "Request".
Write your own version: the recipient reacts and you get a score out of 100.
The annotated example
Try it yourself first: you'll remember more. Click to show the example.
Subject : Room booking – Tuesday 2pm-4pm
Hi team,
- Group greeting: right for a team.
I'd like to book a room for 12 people next Tuesday, from 2pm to 4pm. We'll need a projector.
- Includes: number of people (12).
- Includes: the slot (Tuesday 2–4pm).
- Includes: the projector.
Could you confirm which room is available?
- Clear ask: the reader knows what to do.
Thanks,
Alex
- Short sign-off, then the name.
Why it works : 30 words against a target of 75, 5 words per sentence on average, no filler phrases.