Requesting Missing Details to Complete an Internal Form.
English for Office Administrators. Lesson 2.
A request form lands in your queue, but it is missing key fields and the attachments are not there. If you process it, it will be rejected later. If you send it back, you need to do it in a way that is clear, neutral and easy to act on. In this lesson you practise spotting what is missing by scanning a form, checking mandatory fields, and comparing it to a short policy extract. You then write and say structured requests for information that do not sound accusatory. You will practise a simple checklist style that works well in Teams, internal tickets, or short emails, and you will also practise confirming spellings, dates and reference numbers so you can update the record accurately. By the end, you will be able to request exactly what you need to proceed, with a clear deadline and a tidy summary that reduces back-and-forth.
1. A form lands in your queue with gaps.
Right, let’s step into a very normal admin moment. A request form has landed in your queue, and you can already see there are missing fields and missing attachments. This is exactly where good admin English protects you. If you process it as it is, it will likely be rejected later, and you’ll waste time. If you send it back, you need to sound neutral, helpful and clear, not annoyed and not blaming the requester.
In this first block, I want you to practise the simplest but most valuable skill: scanning a form quickly and spotting what is missing. You’ll see a short form extract on screen, and your job is to identify the gaps that block processing. Then you’ll write a brief note listing what’s missing, as if you’re preparing to message the requester. Keep your focus on facts: missing cost centre, missing approver, missing attachment, unclear deadline. That factual tone sets you up for a professional request in the next block.
Today’s situation.
You’re working in an office admin role. A request form arrives in your queue. The requester wants it processed quickly, but the form is incomplete. If you submit it now, it may be rejected later (or bounced back by Finance/Procurement), creating extra back-and-forth.
In this lesson, we stay inside one realistic thread from start to finish:
You receive an incomplete form.
You scan it for missing fields and attachments.
You check what the policy requires.
You request the missing information in a tidy checklist style (Teams/email/ticket).
You confirm spellings, dates and reference numbers.
You set expectations: what happens next, and when.
What “good” looks like when you scan a form.
When you scan, you are not “judging” the requester. You are simply checking whether the request is actionable.
Look for:
Mandatory fields (often marked with an asterisk *).
Approval route (who approves, and is that person named?).
Coding (cost centre, project code, GL code, etc.).
Attachments: Quote [not attached]; Business justification [attached]
Notes: “Please process urgently. New starter intake next week.”
What you’ll do at the end of this block.
You’ll write a short list of what is missing. Keep it clean and specific so you can act on it in the next step.
Practice & Feedback
Read the form extract carefully. Then write your quick scan notes as if you are preparing to contact Jamie.
Write 3–6 short lines (not full paragraphs). Focus only on what is missing or unclear and what it stops you from doing.
Keep the tone factual and admin-style. For example: “Missing field: …”, “Attachment not provided: …”, “Clarification needed: …”.
Do not write the message to Jamie yet. That’s coming next. For now, just show that you can scan the form and identify exactly what’s blocking processing.
Attachments: Quote _(not attached)_; Business justification _(attached)_
Notes: “Please process urgently. New starter intake next week.”
2. Check the policy and request what you need.
Now that you’ve spotted what’s missing, the next step is to anchor your request in process, not personality. In real workplaces, that’s what keeps your tone calm: you’re not saying, ‘You forgot’, you’re saying, ‘To proceed, we need X and Y.’
In this block, you’ll read a short policy extract that explains mandatory fields and required attachments. Then I’ll show you a simple checklist style that works brilliantly in Teams messages, internal tickets or short emails. The key is structure: a friendly opener, one clear line that explains the reason, a bullet list of what you need, and a closing that sets expectations.
As you write, aim for polite but firm. You’re helping the requester succeed, but you’re also protecting the workflow. And remember: if the requester is busy, a neat list is a gift, not a criticism.
Why policy language helps your tone.
When you need to send something back, it can feel awkward. The easiest way to stay professional is to:
focus on requirements (what the process needs),
use neutral verbs (add, attach, confirm),
avoid blame (not “you didn’t”, but “it’s not showing on the form”).
Short policy extract (internal).
You do not need to quote policies in a heavy way. But you can refer to them lightly to make your message clear.
Typical wording:
“To proceed, I’ll need the following…”
“I can’t submit this as it stands.”
“Once I have these details, I can process it today.”
A practical checklist message structure.
Here is a model you can reuse:
1) Friendly opener
> Thanks for sending this through.
2) Reason (process-based)
> I can’t submit this as it stands as a couple of mandatory fields and the quote are missing.
3) Checklist (specific requests)
> To proceed, I’ll need the following:
> - Cost centre (e.g., MKT-204)
> - Approver name (and team, if relevant)
> - Attached supplier quote (latest version)
> - Required-by date (a specific date, if possible)
4) Expectation / next step
> Once I have these details, I can process it today and confirm the reference number.
5) Helpful closing
> If it’s easier, you can reply in bullet points.
Mini tips to sound neutral (not accusatory).
Compare these:
Accusatory: “You forgot the cost centre.”
Neutral: “The cost centre field is blank at the moment. Could you add it?”
Accusatory: “You didn’t attach the quote.”
Neutral: “The quote isn’t attached on the form. Can you attach the latest version?”
Your turn in this block.
You’ll write the actual message to Jamie. Keep it short, structured, and easy to action. Imagine Jamie will read it quickly on Teams while juggling other tasks.
Practice & Feedback
Write a Teams-style message to Jamie Patel requesting the missing information so you can process the purchase request.
Aim for 90–140 words. Use the structure you saw above: opener + reason + checklist + next step.
Make sure your checklist includes the key missing items from the form (cost centre, approver, supplier quote, and a clear required-by date). Keep the tone polite but firm.
Try to use at least 3 phrases from this lesson’s useful language, such as: “Thanks for sending this through”, “To proceed, I’ll need the following:”, “I can’t submit this as it stands”, “Once I have these details, I can process it today”, “If it’s easier, you can reply in bullet points.”
Policy extract (internal).
For external supplier purchases, the request must include:
Cost centre
Named approver
Supplier quote attached (latest version)
Specific required-by date
Requests with missing mandatory fields or missing quotes will be returned to the requester and set to On hold – awaiting information.
Useful phrases.
Thanks for sending this through.
To proceed, I’ll need the following:
I can’t submit this as it stands.
Once I have these details, I can process it today.
If it’s easier, you can reply in bullet points.
Let me know if any of the fields are not applicable.
3. Confirm spellings, dates and reference numbers.
Good. Now imagine Jamie replies quickly, and some details are still risky. This is where admin accuracy matters: one wrong digit in a cost centre, one unclear date, one supplier name spelt differently, and you end up with rework or the wrong coding.
In this block, you’ll listen to a short call-style update from Jamie. Your job is to catch the critical details and then write a short confirmation back. The language skill here is simple but powerful: you repeat information back in a tidy way and ask one clear checking question when something could be ambiguous.
Listen for the cost centre code, the approver’s name, and the required-by date. Pay attention to how we check a date that could be misunderstood. Then you’ll write your confirmation message, including one clarification question to remove any risk before you update the system record.
Why “checking” is not the same as “doubting”.
In admin work, checking details is part of quality. The key is to make it sound routine and supportive.
Useful patterns:
Just to confirm, is the reference number correct?
Could you spell the supplier name for me, please?
Is that the 14th of May, or the 5th of April?
So just to confirm, you need X by Y.
Notice how these phrases:
signal a normal admin check (“just to confirm”),
focus on the detail (date, code, spelling),
avoid blame.
How to confirm details clearly in writing.
A good confirmation message often has two parts:
Part A: your summary (so the other person can say “yes”)
> Thanks, Jamie. Just to confirm: cost centre MKT-204, approver Rina Shah, and you need delivery by Friday 16 May.
Part B: one targeted check (only if needed)
> Quick check: when you say “Friday 16 May”, you mean 16/05 (not 05/16), correct?
You don’t need to over-check everything. Choose the details that commonly cause problems:
codes with letters and numbers,
dates,
names of suppliers,
reference numbers.
What you’ll listen for.
In the audio, Jamie gives you the missing details, but one element is slightly ambiguous. Your job is to catch that and fix it before you update the record.
After you listen, you’ll write a short confirmation message you could send on Teams. Aim for calm, precise, and easy to reply to.
Practice & Feedback
Listen to Jamie’s short call update. Then write your Teams reply.
Write 70–110 words. Include:
A brief thanks.
A clear summary of the key details you heard (cost centre, approver, required-by date, and any reference mentioned).
One clarification question to remove ambiguity (for example, about the date format or spelling).
A next step (for example, “Once confirmed, I’ll update the request and move it forward today.”).
Keep the tone neutral and professional, using “Just to confirm…” style wording.
4. Upgrade your tone: polite, neutral and firm.
At this point in the workflow, you’re doing the right things: scanning, requesting, confirming. But there’s one more skill that separates a solid B1 admin from a confident B2 admin, and that’s tone control.
Sometimes the requester is stressed or impatient, and it’s very easy to mirror that stress in your wording. Even small choices like ‘You need to’ or ‘You didn’t attach’ can sound sharp in writing. In this block, we’ll take a few common “risky” sentences and convert them into neutral, process-focused English.
I’ll also show you a simple firmness ladder: soft, neutral, and firm. You can move up the ladder when you need to protect the process, for example when you truly cannot submit the request without the quote. Then you’ll practise rewriting sentences so they sound calm and professional, while still being very clear about what you need.
Tone is a tool, not a personality.
In admin work, your tone needs to do two jobs at the same time:
keep the relationship smooth, and
keep the process safe and traceable.
A simple wording ladder you can reuse.
Here are three levels for the same message. Notice how the meaning stays the same, but the firmness increases.
Soft (helpful, light touch)
> Could you please add the cost centre when you have a moment?
Neutral (clear and professional)
> Could you add the cost centre? The field is blank at the moment.
Firm (when you must protect the workflow)
> I can’t submit the request as it stands. Please add the cost centre so I can proceed.
You are not being rude at the firm level. You are stating a process reality.
“Risky” sentences and safer alternatives.
Below are examples of what to avoid, and what to use instead.
Risky wording
Safer, neutral wording
You forgot the cost centre.
The cost centre field is blank at the moment. Could you add it?
You didn’t attach the quote.
The quote isn’t attached on the form. Can you attach the latest version?
This is incomplete again.
A couple of mandatory items are missing, so I’ve put it on hold for now.
I can’t do anything until you send it.
Once I have the missing details, I can move it forward straight away.
A useful closing line that reduces back-and-forth.
If you expect multiple answers, guide the person:
> If it’s easier, you can reply in bullet points.
That sentence is small, but it often speeds things up.
What you’ll do now.
You’ll rewrite a few sentences. Focus on:
removing blame,
keeping the request specific,
keeping the workflow clear.
Practice & Feedback
Rewrite the three sentences below so they sound neutral, professional, and process-focused.
Write three rewritten sentences, one for each original. Keep the meaning, but improve the tone.
Try to use at least two of these patterns: “The ___ field is blank at the moment…”, “The ___ isn’t attached…”, “I can’t submit this as it stands…”, “Once I have ___, I can proceed…”.
Original sentences to rewrite:
“You forgot to put the cost centre.”
“You didn’t attach the quote so I can’t do this.”
“ASAP isn’t a date. Send me the right date.”
Tone tools (quick reference).
The ___ field is blank at the moment. Could you add it?
The ___ isn’t attached on the form. Can you attach the latest version?
I can’t submit this as it stands.
Once I have these details, I can process it today.
If it’s easier, you can reply in bullet points.
5. Teams chat simulation: getting the missing info fast.
Now let’s put this into a realistic Teams thread, because this is where admin English really lives day to day. You’ve already asked for the missing details and confirmed key points, but you still need one attachment: the quote. And you also need to keep the thread traceable and easy to follow.
In this simulation, you are you, the admin. I’ll be Jamie, the requester. Jamie is not rude, but they’re in a hurry and they’ll give you short answers. Your job is to keep the conversation structured: acknowledge, restate what you have, ask for the missing item clearly, and set expectations about what happens next.
Remember your best tools: checklist wording, “just to confirm” checks, and one clean next step. You can also use a gentle boundary: you can’t submit it without the quote, so you’ll keep it on hold until you receive it. Let’s do it in three turns so it feels like a real chat, not an essay.
What makes a good admin chat message?.
A Teams thread often becomes evidence later, so you want it to be:
easy to skim,
clear about what is missing,
clear about what you will do next.
A strong three-turn pattern.
In a quick chat, you can often solve things in three moves:
Turn 1 (you): confirm + request)
> Thanks, Jamie. Just to confirm: cost centre MKT-204 and approver Rina Shah. I’m still missing the supplier quote. Could you attach the latest version here?
Turn 2 (Jamie): quick reply)
> I thought it was attached. I’ll send it.
Turn 3 (you): acknowledge + next step + expectation)
> Perfect, thanks. Once I have the quote, I’ll submit the request today and send you the reference.
Useful “holding” language (calm but clear).
Sometimes you need to pause the process. Here are neutral options:
“I’ll keep this on hold until we have everything.”
“At the moment, I can’t submit this as it stands.”
“Once it’s attached, I can move it forward straight away.”
Small but important detail: reduce friction.
If the requester is busy, don’t ask for long explanations. Ask for concrete items:
“Could you attach the quote (PDF is fine)?”
“If there are multiple versions, please send the latest one.”
Your job in the simulation.
You will write three messages (three turns) as if you are responding to Jamie. Keep them short, natural, and traceable. You are aiming for speed and accuracy, not perfect formal email style.
Practice & Feedback
Write a 3-turn Teams chat where you (the admin) get the missing quote from Jamie.
Format it like this:
You: …
Jamie: … (you invent Jamie’s short reply)
You: …
Your two admin messages should be 30–55 words each. Jamie’s message can be 10–20 words.
Include in your first message: a brief thanks + confirmation of what you already have + a clear request for the quote.
Include in your last message: acknowledgement + what you will do next + a timeframe (for example, “today” or “by close of business”).
Use at least two of these phrases: “Just to confirm…”, “To proceed…”, “I’ll keep this on hold…”, “Once I have… I can…”, “If it’s easier…”.
Chat phrases you can recycle.
Thanks for sending this through.
Just to confirm, you need X by Y.
To proceed, I’ll need the following:
The quote isn’t attached on the form.
I’ll keep this on hold until we have everything.
Once I have these details, I can process it today.
I’ll come back to you by close of business.
6. Final output: send the request and update the record.
You’ve done all the right micro-skills, so now we’ll finish the thread properly. In real admin work, the job isn’t complete when you ask for information. It’s complete when the requester knows what’s happening next and the system record is tidy and traceable.
So in this final block, you’ll produce two short outputs. First, a polished message to Jamie that confirms you now have everything, restates the key details, and sets expectations about what you will do and when. Second, a short internal case note or ticket update that would make sense to a colleague who picks up the task tomorrow. That note should be factual, dated, and specific: what was missing, what you received, what you updated, and what happens next.
This is your capstone for the lesson: a professional external message plus an audit-friendly internal note. Aim for calm clarity, not lots of words.
The finish matters: close the loop.
Many admin problems happen because the end of the interaction is vague. A strong close includes:
confirmation of the key fields,
what you will do next,
what the other person should expect,
and a system update that another admin could understand.
Model: final message to the requester (Teams or email).
Notice the structure: confirm, action, timeframe.
> Thanks, Jamie. I’ve now got the cost centre (MKT-204), approver (Rina Shah), required-by date (Friday 16 May) and the supplier quote (latest version).
>
> I’m going to submit the request today. Once it’s processed, I’ll send you the reference number.
>
> If anything changes on the required-by date, please let me know straight away so we can adjust the priority.
13 Dec, 10:35 – Requested missing info via Teams; set status to On hold – awaiting information.
13 Dec, 11:05 – Received details: cost centre MKT-204; approver Rina Shah; required-by 16 May; quote received.
Next step: submit request and confirm reference to requester once generated.
Mini rubric for your final performance.
When you write your two outputs, check:
Clarity: Are the missing items and final details explicit?
Tone: Neutral, helpful, not blaming.
Traceability: Names, dates, and what happened are recorded.
Next step: Who does what, and by when.
Your task.
Write:
a final message to Jamie, and
an internal note for the system.
Keep both short, but complete.
Practice & Feedback
Write two items to finish the scenario.
Item 1 (message to Jamie): 90–130 words. Confirm you now have everything (cost centre, approver, required-by date, quote). State what you will do next and when you will update Jamie. Keep it friendly and professional.
Item 2 (internal ticket note): 5–7 lines, bullet style. Include a timestamp style (you can invent today’s date/time), what was missing, what you requested, what you received, the status update (for example, “On hold – awaiting information”), and the next step.
Use at least 4 phrases/patterns from the lesson (for example: “Thanks for sending this through”, “To proceed…”, “I can’t submit this as it stands”, “Once I have…”, “I’ll keep this on hold…”, “Just to confirm…”, “I’ll come back to you by close of business”).
