Here’s an email I’d be embarrassed to send:

Subject: Meeting?

P-

Let’s meet. What works for you?

-n

 

Why this is a disaster:

• Forces the other person to do all the work
• No context, no options, no timeline
• Sloppy! Using initials instead of names, capital “P”, lowercase “n”
• Laziness disguised as communication

Here’s the same question, different format, in an email you can proudly hang your hat on:

✅ GOOD EMAIL

Subject: Scheduling: Marketing Strategy Check-In

Hi Priya,
I’d like to schedule a 30-minute check-in to go over the marketing strategy draft. Are you available Wednesday at 10 a.m. or Thursday at 3 p.m.? If not, I’m happy to work around your schedule.

Best,
Nadya

 

Why this works:

• Shows purpose
• Provides clear time options
• Still flexible

Writing a professional email requires clarity, intention, and a little finesse. The good news? With a few reliable habits, you can write emails that get quicker replies, fewer misunderstandings, and a lot more respect.

1. Start with a Clear Subject Line

Your subject line is the email’s “first impression.” Make it easy for the reader to know what’s inside. Their inbox is a battlefield.

• Good: “Follow-Up on Tuesday’s Meeting”
• Not as good: “Quick Question”

The clearer your subject is, the faster your email will be read.

2. Be Friendly, But Not Fluffy

Your greeting sets the tone. Warm is great. Wordy is not. Normal is the bar.

• “Hi Jordan,” works almost everywhere.
• Use “Dear” only if it’s formal or legal.
• Avoid overly casual openers like “Heyyy!!!” (save that for brunch friends).

3. Get to the Point (Quickly)

People don’t read emails. They skim. So do the work for them.

Open with what you want. One sentence. Boom.

“I’m reaching out to schedule next week’s training session.”

After that, add context if needed. But don’t bury your ask five paragraphs down.

4. Break Up the Text

Long blocks of text = guaranteed skim mode.

Use:

• Short paragraphs
• Bullet points
• White space

The easier it is on the eyes, the faster you’ll get a response.

5. Be Direct, Not Demanding

Swap out bossy language for collaborative wording.

• Better: “Please send the file by Wednesday.”
• Not as good: “I need this ASAP.”
• Absolutely not: “Per my last email…” (aka the corporate equivalent of “Listen, clown…”)

You can be clear and kind at the same time.

6. End with a Simple Call to Action

Every email should end with one clear next step. If there are three, list them. If there are zero, ask yourself why you’re sending the email.

Endings that work:

• “Please let me know by Friday.”
• “Please confirm by EOD.”
• “I’m available Tuesday and Wednesday — which works for you?”

7. Choose a Clean Sign-Off

Default options that always work:

• Best,
• Thanks,
• All the best,