Simultaneously Introduce Yourself and Light a Fire in Email to Supplier [closed]

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I just took over management of our software product releases. Now I am tasked with sending an email to a supplier of ours to try and light a fire under them for some updated documentation. But they don't really know who I am, so I basically need to introduce myself at the same time.

What is the best way to simultaneously introduce yourself and explain why you are the one sending this email, and try to light a fire in getting what we need to finish this next release?

A few details that might help:

• This is a supplier of equipment that we sell.


• We also create and sell software that interfaces with this equipment.


• We can't really get any further on the software until we have their updated documentation.

management communication email

share|improve this question

edited Dec 8 '15 at 17:47

Myles

25.4k658104

asked Dec 8 '15 at 15:02

Andarta

22716

closed as off-topic by Dawny33, DJClayworth, gnat, Lilienthal♦, The Wandering Dev Manager Dec 10 '15 at 9:00

This question appears to be off-topic. The users who voted to close gave this specific reason:

• "Questions asking for advice on what to do are not practical answerable questions (e.g. "what job should I take?", or "what skills should I learn?"). Questions should get answers explaining why and how to make a decision, not advice on what to do. For more information, click here." – Dawny33, DJClayworth, gnat, Lilienthal, The Wandering Dev Manager

If this question can be reworded to fit the rules in the help center, please edit the question.

• 
  
  
  

  
  2
  

  
  
  
  
  
  

  
  This is a question about how to do your job.
  – DJClayworth
  Dec 8 '15 at 15:37
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  You could always ring them.
  – DavidB
  Dec 8 '15 at 15:51
  

  
  
  
  

suggest improvements | 

up vote
1
down vote

favorite

I just took over management of our software product releases. Now I am tasked with sending an email to a supplier of ours to try and light a fire under them for some updated documentation. But they don't really know who I am, so I basically need to introduce myself at the same time.

What is the best way to simultaneously introduce yourself and explain why you are the one sending this email, and try to light a fire in getting what we need to finish this next release?

A few details that might help:

• This is a supplier of equipment that we sell.


• We also create and sell software that interfaces with this equipment.


• We can't really get any further on the software until we have their updated documentation.

management communication email

share|improve this question

edited Dec 8 '15 at 17:47

Myles

25.4k658104

asked Dec 8 '15 at 15:02

Andarta

22716

closed as off-topic by Dawny33, DJClayworth, gnat, Lilienthal♦, The Wandering Dev Manager Dec 10 '15 at 9:00

This question appears to be off-topic. The users who voted to close gave this specific reason:

• "Questions asking for advice on what to do are not practical answerable questions (e.g. "what job should I take?", or "what skills should I learn?"). Questions should get answers explaining why and how to make a decision, not advice on what to do. For more information, click here." – Dawny33, DJClayworth, gnat, Lilienthal, The Wandering Dev Manager

If this question can be reworded to fit the rules in the help center, please edit the question.

• 
  
  
  

  
  2
  

  
  
  
  
  
  

  
  This is a question about how to do your job.
  – DJClayworth
  Dec 8 '15 at 15:37
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  You could always ring them.
  – DavidB
  Dec 8 '15 at 15:51
  

  
  
  
  

suggest improvements | 

up vote
1
down vote

favorite

up vote
1
down vote

favorite

I just took over management of our software product releases. Now I am tasked with sending an email to a supplier of ours to try and light a fire under them for some updated documentation. But they don't really know who I am, so I basically need to introduce myself at the same time.

What is the best way to simultaneously introduce yourself and explain why you are the one sending this email, and try to light a fire in getting what we need to finish this next release?

A few details that might help:

• This is a supplier of equipment that we sell.


• We also create and sell software that interfaces with this equipment.


• We can't really get any further on the software until we have their updated documentation.

management communication email

share|improve this question

edited Dec 8 '15 at 17:47

Myles

25.4k658104

asked Dec 8 '15 at 15:02

Andarta

22716

I just took over management of our software product releases. Now I am tasked with sending an email to a supplier of ours to try and light a fire under them for some updated documentation. But they don't really know who I am, so I basically need to introduce myself at the same time.

What is the best way to simultaneously introduce yourself and explain why you are the one sending this email, and try to light a fire in getting what we need to finish this next release?

A few details that might help:

• This is a supplier of equipment that we sell.


• We also create and sell software that interfaces with this equipment.


• We can't really get any further on the software until we have their updated documentation.

management communication email

share|improve this question

edited Dec 8 '15 at 17:47

Myles

25.4k658104

asked Dec 8 '15 at 15:02

Andarta

22716

share|improve this question

share|improve this question

edited Dec 8 '15 at 17:47

Myles

25.4k658104

edited Dec 8 '15 at 17:47

Myles

25.4k658104

edited Dec 8 '15 at 17:47

Myles

25.4k658104

25.4k658104

asked Dec 8 '15 at 15:02

Andarta

22716

asked Dec 8 '15 at 15:02

Andarta

22716

asked Dec 8 '15 at 15:02

Andarta

22716

22716

closed as off-topic by Dawny33, DJClayworth, gnat, Lilienthal♦, The Wandering Dev Manager Dec 10 '15 at 9:00

This question appears to be off-topic. The users who voted to close gave this specific reason:

• "Questions asking for advice on what to do are not practical answerable questions (e.g. "what job should I take?", or "what skills should I learn?"). Questions should get answers explaining why and how to make a decision, not advice on what to do. For more information, click here." – Dawny33, DJClayworth, gnat, Lilienthal, The Wandering Dev Manager

If this question can be reworded to fit the rules in the help center, please edit the question.

closed as off-topic by Dawny33, DJClayworth, gnat, Lilienthal♦, The Wandering Dev Manager Dec 10 '15 at 9:00

This question appears to be off-topic. The users who voted to close gave this specific reason:

• "Questions asking for advice on what to do are not practical answerable questions (e.g. "what job should I take?", or "what skills should I learn?"). Questions should get answers explaining why and how to make a decision, not advice on what to do. For more information, click here." – Dawny33, DJClayworth, gnat, Lilienthal, The Wandering Dev Manager

If this question can be reworded to fit the rules in the help center, please edit the question.

• 
  
  
  

  
  2
  

  
  
  
  
  
  

  
  This is a question about how to do your job.
  – DJClayworth
  Dec 8 '15 at 15:37
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  You could always ring them.
  – DavidB
  Dec 8 '15 at 15:51
  

  
  
  
  

suggest improvements | 

• 
  
  
  

  
  2
  

  
  
  
  
  
  

  
  This is a question about how to do your job.
  – DJClayworth
  Dec 8 '15 at 15:37
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  You could always ring them.
  – DavidB
  Dec 8 '15 at 15:51
  

  
  
  
  

2

2

This is a question about how to do your job.
– DJClayworth
Dec 8 '15 at 15:37

This is a question about how to do your job.
– DJClayworth
Dec 8 '15 at 15:37

You could always ring them.
– DavidB
Dec 8 '15 at 15:51

You could always ring them.
– DavidB
Dec 8 '15 at 15:51

suggest improvements | 

3 Answers
3

active

oldest

votes

up vote
6
down vote



accepted

As this is a matter of urgency, introducing yourself as the head of releases would add in weight(of importance) to your mail, rather than just sending them a plain mail asking them to update documentation.

Something like this, should do:

Dear XYZ,

I am _____. I have recently taken charge as the head of releases, and
is a pleasure to meet you.

We have been having some problems due to the documentation, which has
to be updated in order to clear the roadblock for the next release.

......... Some more text explanation .............

regards,

XXX

share|improve this answer

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

• 
  
  
  

  
  1
  

  
  
  
  
  
  

  
  I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
  – Dan
  Dec 8 '15 at 17:19
  
  

  
  
  
  

suggest improvements | 

up vote
2
down vote

Clearly you need to introduce yourself. They need to know you are a person of authority and this is your role.

In addition to the content the to and cc is equally important. Make sure is it directed to the appropriate parties at the supplier (not just support). Find out who the sales rep is and CC them - they need to understand this is potential sales problem down the line (or already). CC your manager and any other appropriate parties on your side.

1. Introduce yourself and your role


2. State very specifically what information you need


3. Tell them why you need it


4. State when you need it
   
   If this is already critical path on your project then state that
   
   "At this point lack of this updated documentation is delaying release of the software"
   
   In a nice way tell them you needed it yesterday if that is the case


5. Ask them when you can expect that information

share|improve this answer

edited Dec 8 '15 at 16:09

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

• 
  
  
  

  
  

  
  
  
  
  
  

  
  For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
  – Laconic Droid
  Dec 8 '15 at 15:54
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  @LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
  – paparazzo
  Dec 8 '15 at 16:05
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
  – Laconic Droid
  Dec 8 '15 at 16:43
  

  
  
  
  

suggest improvements | 

up vote
0
down vote

Email is a poor tool for what you are aiming to do. I would suggest that either meeting your sales rep face to face or calling them would be a much better option. That way you can get a commitment for a specific time frame in that conversation, begin to build the relationship that you need from them, and have confirmation that they know who you are. Once that has been established, sending an email requesting confirmation on what was agreed on for content delivery and time frame catches everything you need in writing.

share|improve this answer

answered Dec 8 '15 at 17:49

Myles

25.4k658104

suggest improvements | 

3 Answers
3

active

oldest

votes

3 Answers
3

active

oldest

votes

active

oldest

votes

active

oldest

votes

up vote
6
down vote



accepted

As this is a matter of urgency, introducing yourself as the head of releases would add in weight(of importance) to your mail, rather than just sending them a plain mail asking them to update documentation.

Something like this, should do:

Dear XYZ,

I am _____. I have recently taken charge as the head of releases, and
is a pleasure to meet you.

We have been having some problems due to the documentation, which has
to be updated in order to clear the roadblock for the next release.

......... Some more text explanation .............

regards,

XXX

share|improve this answer

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

• 
  
  
  

  
  1
  

  
  
  
  
  
  

  
  I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
  – Dan
  Dec 8 '15 at 17:19
  
  

  
  
  
  

suggest improvements | 

up vote
6
down vote



accepted

As this is a matter of urgency, introducing yourself as the head of releases would add in weight(of importance) to your mail, rather than just sending them a plain mail asking them to update documentation.

Something like this, should do:

Dear XYZ,

I am _____. I have recently taken charge as the head of releases, and
is a pleasure to meet you.

We have been having some problems due to the documentation, which has
to be updated in order to clear the roadblock for the next release.

......... Some more text explanation .............

regards,

XXX

share|improve this answer

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

• 
  
  
  

  
  1
  

  
  
  
  
  
  

  
  I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
  – Dan
  Dec 8 '15 at 17:19
  
  

  
  
  
  

suggest improvements | 

up vote
6
down vote



accepted

up vote
6
down vote



accepted

As this is a matter of urgency, introducing yourself as the head of releases would add in weight(of importance) to your mail, rather than just sending them a plain mail asking them to update documentation.

Something like this, should do:

Dear XYZ,

I am _____. I have recently taken charge as the head of releases, and
is a pleasure to meet you.

We have been having some problems due to the documentation, which has
to be updated in order to clear the roadblock for the next release.

......... Some more text explanation .............

regards,

XXX

share|improve this answer

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

As this is a matter of urgency, introducing yourself as the head of releases would add in weight(of importance) to your mail, rather than just sending them a plain mail asking them to update documentation.

Something like this, should do:

Dear XYZ,

I am _____. I have recently taken charge as the head of releases, and
is a pleasure to meet you.

We have been having some problems due to the documentation, which has
to be updated in order to clear the roadblock for the next release.

......... Some more text explanation .............

regards,

XXX

share|improve this answer

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

share|improve this answer

share|improve this answer

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

answered Dec 8 '15 at 15:15

Dawny33

12.2k34563

12.2k34563

• 
  
  
  

  
  1
  

  
  
  
  
  
  

  
  I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
  – Dan
  Dec 8 '15 at 17:19
  
  

  
  
  
  

suggest improvements | 

• 
  
  
  

  
  1
  

  
  
  
  
  
  

  
  I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
  – Dan
  Dec 8 '15 at 17:19
  
  

  
  
  
  

1

1

I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
– Dan
Dec 8 '15 at 17:19

I would also include the previous in-charge person as well. Something to the effect of, "I will be taking over Z's responsibility as head of releases." That way they know who that is and can relate to you.
– Dan
Dec 8 '15 at 17:19

suggest improvements | 

up vote
2
down vote

Clearly you need to introduce yourself. They need to know you are a person of authority and this is your role.

In addition to the content the to and cc is equally important. Make sure is it directed to the appropriate parties at the supplier (not just support). Find out who the sales rep is and CC them - they need to understand this is potential sales problem down the line (or already). CC your manager and any other appropriate parties on your side.

1. Introduce yourself and your role


2. State very specifically what information you need


3. Tell them why you need it


4. State when you need it
   
   If this is already critical path on your project then state that
   
   "At this point lack of this updated documentation is delaying release of the software"
   
   In a nice way tell them you needed it yesterday if that is the case


5. Ask them when you can expect that information

share|improve this answer

edited Dec 8 '15 at 16:09

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

• 
  
  
  

  
  

  
  
  
  
  
  

  
  For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
  – Laconic Droid
  Dec 8 '15 at 15:54
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  @LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
  – paparazzo
  Dec 8 '15 at 16:05
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
  – Laconic Droid
  Dec 8 '15 at 16:43
  

  
  
  
  

suggest improvements | 

up vote
2
down vote

Clearly you need to introduce yourself. They need to know you are a person of authority and this is your role.

In addition to the content the to and cc is equally important. Make sure is it directed to the appropriate parties at the supplier (not just support). Find out who the sales rep is and CC them - they need to understand this is potential sales problem down the line (or already). CC your manager and any other appropriate parties on your side.

1. Introduce yourself and your role


2. State very specifically what information you need


3. Tell them why you need it


4. State when you need it
   
   If this is already critical path on your project then state that
   
   "At this point lack of this updated documentation is delaying release of the software"
   
   In a nice way tell them you needed it yesterday if that is the case


5. Ask them when you can expect that information

share|improve this answer

edited Dec 8 '15 at 16:09

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

• 
  
  
  

  
  

  
  
  
  
  
  

  
  For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
  – Laconic Droid
  Dec 8 '15 at 15:54
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  @LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
  – paparazzo
  Dec 8 '15 at 16:05
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
  – Laconic Droid
  Dec 8 '15 at 16:43
  

  
  
  
  

suggest improvements | 

up vote
2
down vote

up vote
2
down vote

Clearly you need to introduce yourself. They need to know you are a person of authority and this is your role.

In addition to the content the to and cc is equally important. Make sure is it directed to the appropriate parties at the supplier (not just support). Find out who the sales rep is and CC them - they need to understand this is potential sales problem down the line (or already). CC your manager and any other appropriate parties on your side.

1. Introduce yourself and your role


2. State very specifically what information you need


3. Tell them why you need it


4. State when you need it
   
   If this is already critical path on your project then state that
   
   "At this point lack of this updated documentation is delaying release of the software"
   
   In a nice way tell them you needed it yesterday if that is the case


5. Ask them when you can expect that information

share|improve this answer

edited Dec 8 '15 at 16:09

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

Clearly you need to introduce yourself. They need to know you are a person of authority and this is your role.

In addition to the content the to and cc is equally important. Make sure is it directed to the appropriate parties at the supplier (not just support). Find out who the sales rep is and CC them - they need to understand this is potential sales problem down the line (or already). CC your manager and any other appropriate parties on your side.

1. Introduce yourself and your role


2. State very specifically what information you need


3. Tell them why you need it


4. State when you need it
   
   If this is already critical path on your project then state that
   
   "At this point lack of this updated documentation is delaying release of the software"
   
   In a nice way tell them you needed it yesterday if that is the case


5. Ask them when you can expect that information

share|improve this answer

edited Dec 8 '15 at 16:09

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

share|improve this answer

share|improve this answer

edited Dec 8 '15 at 16:09

edited Dec 8 '15 at 16:09

edited Dec 8 '15 at 16:09

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

answered Dec 8 '15 at 15:42

paparazzo

33.3k657106

33.3k657106

• 
  
  
  

  
  

  
  
  
  
  
  

  
  For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
  – Laconic Droid
  Dec 8 '15 at 15:54
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  @LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
  – paparazzo
  Dec 8 '15 at 16:05
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
  – Laconic Droid
  Dec 8 '15 at 16:43
  

  
  
  
  

suggest improvements | 

• 
  
  
  

  
  

  
  
  
  
  
  

  
  For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
  – Laconic Droid
  Dec 8 '15 at 15:54
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  @LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
  – paparazzo
  Dec 8 '15 at 16:05
  

  
  
  
  


• 
  
  
  

  
  

  
  
  
  
  
  

  
  I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
  – Laconic Droid
  Dec 8 '15 at 16:43
  

  
  
  
  

For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
– Laconic Droid
Dec 8 '15 at 15:54

For item 4, I'd also suggest telling them when you need it before asking them when you can expect it.
– Laconic Droid
Dec 8 '15 at 15:54

@LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
– paparazzo
Dec 8 '15 at 16:05

@LaconicDroid I infer it was needed yesterday. It is critical on getting out the software. I will try and add that to the question.
– paparazzo
Dec 8 '15 at 16:05

I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
– Laconic Droid
Dec 8 '15 at 16:43

I don't disagree about it being "needed yesterday". I always like to put a specific date in any email of this kind, however, so there is no ambiguity and the supplier can't feign ignorance of the deadline.
– Laconic Droid
Dec 8 '15 at 16:43

suggest improvements | 

up vote
0
down vote

Email is a poor tool for what you are aiming to do. I would suggest that either meeting your sales rep face to face or calling them would be a much better option. That way you can get a commitment for a specific time frame in that conversation, begin to build the relationship that you need from them, and have confirmation that they know who you are. Once that has been established, sending an email requesting confirmation on what was agreed on for content delivery and time frame catches everything you need in writing.

share|improve this answer

answered Dec 8 '15 at 17:49

Myles

25.4k658104

suggest improvements | 

up vote
0
down vote

Email is a poor tool for what you are aiming to do. I would suggest that either meeting your sales rep face to face or calling them would be a much better option. That way you can get a commitment for a specific time frame in that conversation, begin to build the relationship that you need from them, and have confirmation that they know who you are. Once that has been established, sending an email requesting confirmation on what was agreed on for content delivery and time frame catches everything you need in writing.

share|improve this answer

answered Dec 8 '15 at 17:49

Myles

25.4k658104

suggest improvements | 

up vote
0
down vote

up vote
0
down vote

Email is a poor tool for what you are aiming to do. I would suggest that either meeting your sales rep face to face or calling them would be a much better option. That way you can get a commitment for a specific time frame in that conversation, begin to build the relationship that you need from them, and have confirmation that they know who you are. Once that has been established, sending an email requesting confirmation on what was agreed on for content delivery and time frame catches everything you need in writing.

share|improve this answer

answered Dec 8 '15 at 17:49

Myles

25.4k658104

Email is a poor tool for what you are aiming to do. I would suggest that either meeting your sales rep face to face or calling them would be a much better option. That way you can get a commitment for a specific time frame in that conversation, begin to build the relationship that you need from them, and have confirmation that they know who you are. Once that has been established, sending an email requesting confirmation on what was agreed on for content delivery and time frame catches everything you need in writing.

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answered Dec 8 '15 at 17:49

Myles

25.4k658104

share|improve this answer

share|improve this answer

answered Dec 8 '15 at 17:49

Myles

25.4k658104

answered Dec 8 '15 at 17:49

Myles

25.4k658104

answered Dec 8 '15 at 17:49

Myles

25.4k658104

25.4k658104

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