Fictional brief: A design business needs approved photographs and text to finish a brochure. The customer should send materials by September 25 or suggest another date. Names and business details below are invented.
Example Design Studio
September 19, 2026
Morgan Reed
Example Garden Shop
Subject: Materials needed for your brochure draft
Dear Morgan,
Thank you for sharing your ideas for the new brochure. We are ready to prepare the next draft and need your approved photographs and final product descriptions to move forward.
Please send the materials by September 25 using our agreed project folder. Include the photographs you want us to use, the corresponding product names, and any captions or wording that must appear exactly as supplied. Please also confirm that you have permission to use the images.
If any material is still being prepared, let us know what is outstanding and when you expect it to be available. We can then agree on a revised schedule before continuing.
Once we receive the complete materials, we will confirm the next draft date and explain how to provide your feedback. We appreciate your help keeping the project organized.
Sincerely,
Alex Taylor
Project Coordinator
Example Design Studio
The letter states the purpose, specifies the requested materials, and offers a practical next step if the date is difficult. This is an illustrative business letter, not a legal notice or client document.