Writing Work Emails People Actually Answer

Most work emails don’t get ignored because people are rude. They get ignored because the reader can’t tell what you want. Six rules fix that.

You sent the email on Tuesday. It’s Thursday. No reply. You wonder whether to follow up, whether you said something wrong, whether they’re just busy.

Usually it’s simpler than that. The email made the reader work too hard. They opened it, couldn’t see the ask in five seconds, and decided to “come back to it later”. Later never came.

Here are six rules that make your emails easy to answer.

1. One email, one purpose

If you need a decision on the budget and an update on the timeline, send two emails. Mixed emails get half-answered, and the half that’s left gets lost.

2. Put the ask in the subject line

The subject line is the only part everyone reads. Use it.

• Weak: “Project update”
• Strong: “Decision needed by Thurs: which vendor for Q1?”

3. Ask in the first two lines

Don’t start with three paragraphs of background. Start with what you need, then explain. If the reader stops after two lines, they should still know what to do.

4. Make it easy to say yes

Open questions create work. Options make decisions quick. Instead of “What do you think we should do?”, try “I suggest option A because it’s cheaper and faster. Shall I go ahead?” Now the answer can be one word.

5. Give a deadline, and a reason

“By Thursday” helps. “By Thursday, so we can place the order before prices change” helps far more. A reason turns your deadline from a demand into useful information.

6. Read it as the receiver before you send

Imagine you’re opening this between two meetings on your phone. Can you see the ask without scrolling? Is it clear what happens if you don’t reply? Cut anything that doesn’t help them answer.

Before and after

The second email is shorter, clearer and can be answered with one word. It also says what happens by default, so silence doesn’t stall the work.