Account for the relationship as it is now
Use a tone that fits the present relationship, not the closeness, authority, or access that existed in the past. For a message about how to follow up on an internal transfer request, use this factual base: restate the role, conversation, submission, or promise and include the relevant date or reference.
Ask without assigning an obligation
Explain what you hope for while making decline, delay, or a different format genuinely acceptable. Ask one answerable question, make any real deadline visible, and offer an easy way to close the loop. Make the immediate next step clear enough that the recipient can answer without reconstructing the entire history.
Keep the ending honest
Do not send daily reminders, manufacture competing offers, or contact unrelated employees for leverage. Use the official application or accessibility channel when the matter involves protected information or accommodation. Avoid future promises, guilt, flattery, or nostalgia that imply the recipient owes you access.