Negotiate a deadline: an annotated email example
Offer a compromise and let him choose.
The situation
Ryan wants the new website two weeks early: on the 10th instead of the 24th. That's impossible without risk. Options: deliver the shop alone on the 10th and the rest on the 24th, or add a developer for $4,000.
Under pressure from his leadership, he wants everything faster. He'll accept a compromise if he stays in control.
The winning structure
A good email for this situation includes these elements, in this order:
- A greeting with the recipient's first name.
- The early date declared unrealistic
- Option 1: partial delivery on the 10th
- Option 2: extra developer ($4,000)
- A choice requested
- 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 the early date declared unrealistic : « So can you do the 10th or not? »
- Leaving out option 1: partial delivery on the 10th : « Is there really no way? »
- Leaving out option 2: extra developer ($4,000) : « What if I put money on the table? »
- Leaving out a choice requested : « So what am I supposed to do? »
- Getting defensive before acknowledging the problem.
- Sharing bad news with no solution and no next step.
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.
Hi Ryan,
- Greeting by first name: the reader knows it's for them.
Delivering the whole site on the 10th instead of the 24th isn't realistic without risking quality.
- Includes: the early date declared unrealistic.
- Includes: option 1: partial delivery on the 10th.
Two options:
- deliver the shop on the 10th, and the rest on the 24th;
- add an extra developer, for $4,000.
- Includes: option 1: partial delivery on the 10th.
- Includes: option 2: extra developer ($4,000).
- Bullet list: readable at a glance.
Which would you prefer?
- Clear ask: the reader knows what to do.
Best regards,
Alex
- Short sign-off, then the name.
Why it works : 47 words against a target of 100, 6 words per sentence on average, no filler phrases.