How to Write a Solid Email Even if You’re Not a Writer

When it comes to email, we're all writers. Sure, there's Slack and Teams, text messages and phone calls, but for workplace communication, email is king.

Harvard Business Review reports that business people spend an average of 28% of their time on email. That works out to 2.6 hours a day spent tackling 120 messages!

Don't add to that time for your reader, or yourself. By composing your emails thoughtfully, you can:

streamline the back-and-forth
make it more likely your emails will be read
position yourself as a competent professional

The subject line

Here's your chance to grab your reader's attention. Use your subject line to make it clear what your email is about. Summarizing your email in your subject line gives you two benefits:

It makes it easy for your reader to prioritize your message
When you get a reply, even a few days later, you'll remember what the topic was

In business communication, don't use subject lines like:

Hi!
Just checking in
Following up?

Instead, summarize your email in a few clear words:

STORY IDEA: How to Be More Grateful if You're Not a Gratitude-Journal Person
SOURCE REQUEST: Need surgeon to interview for knee replacement article
URGENT: Feedback on Merckel report due by EOD
MEETING: Availability Thursday to discuss office relocation?

While all-caps text generally comes across as yelling, it's fine to have a word or two at the beginning of an email in all caps. It helps your email stand out in the flood of messages in your reader's inbox.

If there's a key deadline as part of your message, put it in your subject line. I've had people send messages to me with the deadline in the subject line and I think that's brilliant — I stole their idea.

The opening

If you're starting a new email to someone, not replying to one, use their name in the opening, like you would if you were writing a letter.

And if you have a personal connection to the reader, it's nice to include a short sentence to acknowledge your link. Try:

I hope the school year is going well for your kids.
I hope you had a nice vacation.
I hope you are doing well.

Caveat: Some people think including sentences like these is a waste of time. They would rather get right into the message. But I don't think a touch of human interaction is so terrible. If you know your reader doesn't like chit chat, leave this part out.

The body

Get right into what you're emailing about. There's no need to write, "I'm writing to inform you…" Your reader knows you're writing for a reason.

Use short sentences, bold text, and bullets. Your reader has a lot of email to tackle and is probably skimming for the important points. They might be reading on a phone or small tablet. Make it easy for them to know why you're writing and what you need.

If you have multiple questions or topics you're covering in your email, make them clear. Try something like:

Here are 3 things I need from you.

Your thoughts on whether the timeline for the new project works for your department
Ways we can streamline the timeline
A time we can meet next week to review, Thursday or Friday afternoon?

You know your reader. If three bullet points will overwhelm them, start with the most important one and save the others for future emails.

Be clear about dates.

If you're trying to set up a meeting, provide blocks of time when you're free: "I could talk Tuesday morning, Wednesday afternoon, or anytime Thursday."
Don't make assumptions. "EOD Wednesday" might mean 5 p.m. to you but midnight to your reader.
Include your time zone unless you're sure your reader is in the same time zone you are.

If there's any chance your email might touch on a sensitive topic or be misconstrued, a phone call, video call, or meeting might be a better choice. That way you can see facial expressions and body language and clear up any misunderstandings right away.

The closing

You don't need a closing like you would with a letter. If you have an automatic email signature that should work fine.

If you feel like your email would be too curt or abrupt otherwise, it's fine to add a line like:

Please let me know if you have any questions
I look forward to hearing from you
Thanks for your help

If you would like your reader to follow up outside of email, give them the relevant information they need, such as your phone number.

The final read

Read through your email. Does it communicate what you intended? Could it be misconstrued negatively? Are there places you can shorten it?

Check your spelling and grammar. Grammarly is a great resource for catching mistakes.

Timing

If you're in an authority position, think about when to send that email. During business hours is always fine. But don't send emails at night or on the weekend unless they're urgent. Your reader might think they need to reply right away.

You can use the "schedule send" feature or save a draft and send it on the next weekday morning instead.

Replies

If your email chain gets long, change the subject line or start a new one.

It's frustrating to dig through a chain of 20 or 30 messages where the topic has changed to find the information you need.

The bottom line

Pay attention to how you write your emails. It doesn't take long to craft a strong message. You'll streamline communication, get the answers you need, and look smart.

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