3 months ago
- Start with the point: first sentence should state the ask, decision, risk, or update; avoid warming up or building suspense.
- Put bad news early: state problems clearly without hiding behind context or politeness.
- Use as few words as possible: delete filler, repetition, and softening language; every sentence must earn its place.
- Be literal: say exactly what you mean; avoid sarcasm, hints, irony, or coded language.
- Be specific: use names, numbers, dates, and facts instead of vague statements.
- One email should do one job: focus on a single purpose like asking, deciding, updating, escalating, or confirming.
- Make the next step obvious: specify who needs to do what by when, including deadlines for decisions or feedback.
- Separate facts, judgment, and recommendation: keep these distinct; clearly state uncertainty and avoid presenting guesses as facts.
- Write for forwarding: ensure the email makes sense if forwarded without extra context, with clear topic, names, dates, and decisions.
- AI is fine but avoid generic language: use AI for drafting or reviewing, but edit to sound specific and human; avoid clichéd phrases.
- Respect time: aim for emails that fit on one screen; if longer, put the punchline first with short sections underneath.
- Prioritize clarity over saving face: be direct and clear rather than vague or overly polite but useless.
- Keep threads clean: reply on the same thread only for the same topic; start new emails for new topics with clear subject lines and appropriate CCs.
- Use helpful subject lines: include action, decision, update, or risk to aid quick triage; avoid weak or vague subjects.
- Follow a default structure: subject with topic type, first sentence as punchline, facts, recommendation or next step, and owner/deadline.
- Use email appropriately: avoid it for long debates, unresolved issues, or high emotion; opt for calls or chats for speed, then send a summary email.
- Focus on reader understanding: a good email prioritizes fast comprehension over sounding smart, warm, or impressive.