Most emails are too long, too vague, and too passive. This 5-step checklist turns any draft into a clear, professional message that gets a response.
5 min read
Before rewriting, answer: "What do I need the reader to do after reading this?" If you cannot answer in one sentence, your email is probably trying to do too much. Split it.
Before
I wanted to touch base about the project and also discuss the timeline and maybe talk about budget too and see if you had thoughts on the team structure.
After
Can we lock in the Q3 timeline by Friday? I have two options to propose.
Most emails open with a paragraph that says nothing: "I hope this finds you well. I wanted to reach out regarding..." Delete it. Start with your point.
Before
Hi Sarah, I hope you're doing well! I wanted to reach out to you regarding the quarterly report. As you know, it's been a busy quarter and there's a lot to cover.
After
Hi Sarah, the Q3 report is due Thursday. Here's what I need from your team.
Passive voice ("The report was reviewed by the team") hides who did what. Active voice ("The team reviewed the report") is shorter, clearer, and more confident.
Before
The proposal was reviewed and it was decided that changes should be made to the budget section before it is submitted.
After
I reviewed the proposal. The budget section needs changes before we submit.
Count how many times you wrote "just", "maybe", "I think", "sort of", "kind of", or "perhaps". Each one weakens your message. Remove them unless they add genuine nuance.
Before
I just wanted to maybe suggest that we could perhaps consider sort of moving the deadline if that would be okay.
After
I recommend moving the deadline to the 15th. That gives us time to address the feedback.
Every email should end with who needs to do what by when. "Let me know your thoughts" is not a next step. "Can you confirm by Wednesday?" is.
Before
Let me know your thoughts when you get a chance. Happy to discuss further if needed. Thanks!
After
Can you confirm the revised timeline by Wednesday? I will update the team once I hear back.
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