How to write emails people actually read (and reply to)

Your colleagues receive dozens of emails a day and skim most of them. A few simple habits make yours the one that gets a quick, clear reply.

Write a subject line that does work

Make the subject tell the reader what you need and by when: "Decision needed: venue for March offsite (by Thu)" beats "Offsite".

Bottom line up front

Put your request or conclusion in the first two lines. Context comes after. If someone only reads the first sentence, they should still know what to do.

One email, one ask

Multiple unrelated questions lead to partial answers. If you have three topics, consider three emails, or number them clearly.

Make it skimmable

• Short paragraphs (2–3 lines).
• Bullets for options or steps.
• Bold for deadlines, sparingly.

A reusable structure

Subject: [Action/Decision/FYI]: topic (by date)

Hi Priya,

[The ask or conclusion in one sentence.]

Context:
- [Key fact 1]
- [Key fact 2]

Options (if relevant):
1. ...
2. ...

Could you reply by [day]? Thanks!

Check the tone

Read it once as the receiver. Would it make sense if they were rushed, stressed or new? Remove anything that could sound like blame.