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What are some of the best practices for writing clear and concise emails that save time?

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Email is one of the most common and convenient ways of communicating in the workplace, but it can also be a source of stress and wasted time if not done well. Writing clear and concise emails can help you save time, avoid misunderstandings, and improve your professional image. In this article, you will learn some of the best practices for writing clear and concise emails that save time.

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1 Know your purpose

Before you start writing an email, ask yourself what you want to achieve with it. Do you want to inform, request, persuade, or thank someone? Depending on your purpose, you will need to adjust your tone, content, and format. For example, if you want to inform someone about a project update, you will need to provide relevant facts and details, but if you want to persuade someone to accept your proposal, you will need to highlight the benefits and address the objections. Knowing your purpose will help you focus on the main message and avoid unnecessary information.

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Rahul Pandey

Staff Engineer. Building joinTaro to help engineers find career success. Taro, Meta, Pinterest, Stanford.
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If it's an important email, take a 2 minute break before you send it. Then come back with a fresh perspective and ensure your message comes across.

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Ellen Delap CPO

Organizer Coach I Productivity Consultant I ADHD specialist l Helping You Make Time and Space for What's Important to You
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Having a clear, concise reason for your email makes it easier to communicate. Know what you want before beginning to communicate. Be sure your subject line succinctly communicates this to make it easy for those to respond.

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2 Write a clear subject line

The subject line is the first thing that your recipient will see, and it will determine whether they will open your email or not. Therefore, you need to write a clear and concise subject line that summarizes the main point of your email and captures the attention of your recipient. Avoid vague or generic subject lines, such as "Hello" or "Update", and use specific and relevant keywords, such as "Feedback on draft report" or "Invitation to webinar on time management". You can also use prefixes, such as "URGENT", "FYI", or "ACTION REQUIRED", to indicate the priority or action of your email.

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Dilean Molina

OpEx, CX, Reporting & Data Analytics, Process & Resource Optimization, Strategic Planning
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To share my intent with the reader, I use [INFORM], [ASK], or [ACTION REQUIRED] at the beginning of the subject line. If there’s a due date, I include it here too.

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3 Use a simple and polite tone

The tone of your email is the way you express your attitude and emotions through your words. You want to use a simple and polite tone that conveys respect and professionalism, but also shows some personality and warmth. Avoid using jargon, slang, or acronyms that your recipient may not understand, and use plain and simple language that is easy to read and comprehend. Also, avoid using sarcasm, humor, or emoticons that may be misinterpreted or inappropriate for the situation. Use courteous and friendly phrases, such as "Thank you for your time" or "I hope you are well", to show appreciation and rapport.

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4 Structure your email logically

When composing an email, it is important to structure your information and arguments in a logical and coherent way that is easy for your recipient to follow. Start with a salutation that matches the level of formality and relationship with your recipient. Then, introduce yourself and state the purpose of your email in one or two sentences. After that, provide the main information and arguments that support your purpose in one or more paragraphs, using headings, bullet points, or numbers to break up the text and highlight the key points. Be sure to be concise and specific, and avoid repeating or irrelevant information. Summarize the main message and action of your email in one or two sentences before ending with a complimentary close, such as "Sincerely" or "Best regards", and your name and signature.

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Rahul Pandey

Staff Engineer. Building joinTaro to help engineers find career success. Taro, Meta, Pinterest, Stanford.
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Brevity is key. If you are trying to hop on a call, put the minimum information in the email that gets you on the call. No need to include all the details over email.

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5 Proofread and edit your email

Before you hit send, you need to proofread and edit your email to check for any spelling, grammar, punctuation, or formatting errors that may affect the clarity and credibility of your email. You can use tools, such as spell checkers or grammar checkers, to help you identify and correct some of the common errors, but you should also read your email aloud or ask someone else to review it for you. You should also check that you have attached any files or documents that you mentioned in your email, and that you have addressed your email to the right person or group.

By following these best practices, you can write clear and concise emails that save time for you and your recipient, and that improve your communication and productivity in the workplace.

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Rashelle Isip

I help successful entrepreneurs overcome overwhelm and get things done in their businesses | Productivity Consultant | Time Management Coach | Organization Expert | Speaker | Author | LinkedIn Top Voice | Inc. Columnist
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If you have sufficient time available to you, consider writing a first draft of your email today. You can review the email first thing tomorrow when your mind is fresh and make any necessary changes before you send.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Paul Holbrook

LinkedIn Top Voice on Finding Time to Lead - with Love | Speaker | Author | Ex City of London Technology MD | Selected for GB Triathlon Age Group Team 2024
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Use To: Cc: and Bcc correctly! The only person who should be in the To: is the person who you are expecting to take action. Ideally this should be ONE PERSON, otherwise it can be unclear who should take action – unless you need action from more than one person, of course! Bcc: is usually for anyone else you want to tell. Using this instead of Cc: means that they won't be accidentally copied in on any replies. This is mandatory (in my opinion) for FYI emails that traditionally would be the super-spreader for the 'REPLY TO ALL' email. Cc: is for when you want someone else to see the email AND you need the person in the To: to know you've told them. But it’s also for when you WANT them to be copied in automatically on any response.

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Rashelle Isip

I help successful entrepreneurs overcome overwhelm and get things done in their businesses | Productivity Consultant | Time Management Coach | Organization Expert | Speaker | Author | LinkedIn Top Voice | Inc. Columnist
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Create a short email checklist for yourself and keep it by your computer on a sticky note or in a digital note or app. You can use the main points in this article as a starting point. The checklist will help you identify what you need to do for each email.

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Emilija Jovanovska-Stanton, PhD

Educator/Researcher PhD in Curriculum & Instruction
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Try to start always an email with a kind greeting that will positively impact the recipient’s mood. Going from the famous saying always try to be a little kinder than necessary because you do not know what struggles anyone faces that day. A small sign of kindness that will put the reader on a positive note helps connecting a bit personally. It may also contribute to getting a positive response. Along with the kind greeting, a closing with a similar tone is in order for a complete, clear, and concise message of the email. These two, on the surface small details, generate effective communication.

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What are some of the best practices for writing clear and concise emails that save time?

1

2

3

4

5

6

1 Know your purpose

2 Write a clear subject line

3 Use a simple and polite tone

4 Structure your email logically

5 Proofread and edit your email

6 Here’s what else to consider

Time Management

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What are some of the best practices for writing clear and concise emails that save time?

1

2

3

4

5

6

1 Know your purpose

2 Write a clear subject line

3 Use a simple and polite tone

4 Structure your email logically

5 Proofread and edit your email

6 Here’s what else to consider

Time Management

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