Business and Administrative Communication 10th Edition by Kitty Locker,Donna Kienzler

Exercise 22

Calling in a Favor
Last month, your co-worker Mike asked you for a favor: he needed to take an afternoon off to look after one of his children, but he didn't have any vacation or leave time left. Your supervisor had authorized him to take the time off as long as he could get someone else to cover his client meetings for him. You agreed, and spent the day covering for him.
Now you're in the same position: you need to take a morning off, and your supervisor wants you to convince someone to cover for you. You'll be missing a conference call with a client that cannot be rescheduled, and which will take an hour. Mike is the obvious choice-he knows the client, and he owes you a favor-but you know that he's very busy and might object to taking on more work. Write a short memo or e-mail to Mike asking him to return the favor and cover for you.
Hints:
Your informal relationship with Mike allows you to exchange favors. It also means that you can use more informal language and tone in your e-mail. (Not too informal, though: any e-mail can be forwarded.)
Be sure to build common ground and goodwill as part of your opening.
Mike may object to taking on more work. What other objections might he raise Be sure to address those objections in your e-mail.