The average workplace email generates at least one follow-up. Often more. The follow-up exists because the original email was unclear about what it was asking, who it was asking, or when a response was needed.

Writing a clear email is not complicated. It requires answering a few questions before you start writing.

Before you write

  • What do I need from this email? A decision, information, an action, or nothing — just an update.
  • Who needs to receive it? Not who might find it interesting. Who needs to act on it or be informed.
  • When do I need a response? If you need a response by a specific date, say so.

The subject line

The subject line should tell the reader what the email is about and, if relevant, what you need from them. "Update" is not a subject line. "Project X — decision needed by Friday" is a subject line.

If your email is for information only and requires no response, say so: "Project X — update, no action needed."

The opening sentence

State the purpose of the email in the first sentence. Not the background. Not the context. The purpose.

"I need a decision on X by Friday" is a good opening sentence. "As you may be aware, we have been working on X for several months, and following our recent discussions, I wanted to reach out to share some thoughts" is not.

The action request

If you need something from the reader, say exactly what you need, who you need it from, and when you need it. Do not bury the request at the end of a long email. Do not make the reader infer what you want.

"Please confirm by Thursday whether you can attend" is clear. "Let me know your thoughts" is not.

The one-read test: Read your email once, quickly, as if you are the recipient seeing it for the first time. After one read, can you state what the email is about, what it is asking, and when a response is needed? If not, rewrite it.

Length

Emails should be as long as they need to be and no longer. For most requests and updates, that is a few sentences. For complex situations, it might be longer — but it should still follow the same structure: purpose first, details second, action request last.

If your email requires a scroll to read, consider whether it should be a document with a short summary email.

The CC field

CC means "this person needs to know but does not need to act." If you are CCing someone who needs to act, move them to the To field. If you are CCing someone who does not need to know, remove them.

Every person you add to an email is a person who has to decide whether the email is relevant to them. Make that decision for them by only including people who need to be there.