There is a widespread belief that short emails are rude. That a one-sentence reply signals disrespect or disengagement. That a proper email requires a greeting, a body, and a closing, regardless of the content.
This belief costs everyone time. A brief, clear email is not rude. It is efficient. The rudeness is in the waste of the reader's time, not in the brevity of the message.
The anatomy of unnecessary length
Most workplace emails are longer than they need to be because of:
- Ceremonial openings: "I hope this email finds you well." This phrase communicates nothing. The reader knows you hope they are well. They do not need it stated.
- Excessive context: Restating background the reader already has. If they were in the meeting, they know what was discussed. You do not need to summarize it before making your point.
- Hedging language: "I was just wondering if perhaps you might be able to..." This is three times longer than "Could you..." and communicates the same request with less clarity.
- Ceremonial closings: "Please do not hesitate to reach out if you have any questions." The reader knows they can ask questions. They do not need permission.
How to be brief without being curt
Brevity and warmth are not opposites. A short email can be warm. The key is tone, not length.
Curt: "Send me the report."
Brief and warm: "Could you send me the report when you have a moment? Thanks."
The second version is four words longer. It is not a novel. It is a complete, respectful request.
The permission to be brief
You are allowed to write short emails. A one-sentence reply to a one-sentence question is appropriate. "Yes, Thursday works" is a complete response to "Does Thursday work?" You do not need to add anything.
If you are worried about seeming curt, add a single warm word: "Yes, Thursday works — thanks!" This is brief, warm, and complete.
The test: Read your email and remove every sentence that does not add information or warmth. If the email still makes sense and still sounds like a human wrote it, you have found the right length.