Report a budget overrun: an annotated email example
Warn Catherine and get a decision before Thursday.
The situation
The CRM project will go $12,000 over budget because licences were underestimated. Two options: cut scope (drop the reporting module) or ask for extra budget. The steering committee meets on Thursday.
Direct and rational. She hates finding out about problems late, but appreciates people who come with options.
The winning structure
A good email for this situation includes these elements, in this order:
- A greeting with the recipient's first name.
- The amount ($12,000)
- The cause (licences)
- The two options
- A decision before Thursday
- 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 amount ($12,000) : « How much, exactly? »
- Leaving out the cause (licences) : « How did we end up here? »
- Leaving out the two options : « So what do we do? No proposal? »
- Leaving out a decision before Thursday : « When do I need to decide? »
- 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 Catherine,
- Greeting by first name: the reader knows it's for them.
The CRM project will go $12,000 over budget. Licence costs were underestimated.
- Includes: the amount ($12,000).
- Includes: the cause (licences).
Two options:
- cut scope by dropping the reporting module;
- request extra budget.
- Includes: the two options.
- Bullet list: readable at a glance.
Could you tell me which you prefer before Thursday's committee? I can walk you through the numbers in 15 minutes.
- Includes: a decision before Thursday.
- Clear ask: the reader knows what to do.
Best regards,
Alex
- Short sign-off, then the name.
Why it works : 51 words against a target of 110, 5 words per sentence on average, no filler phrases.