Busy people skim. A professional email that gets a reply makes it easy for the reader to understand what you need and respond quickly.
Step 1: Write a specific subject line
Summarise the purpose and any deadline: “Approval needed: Q3 budget by Friday” works better than “Quick question”.
Step 2: Lead with the point
State why you’re writing in the first one or two sentences. Background can follow if needed.
Step 3: Make one clear request
Say exactly what you need, from whom and by when. If there are several questions, number them so they can be answered in order.
Step 4: Keep it short and scannable
- Short paragraphs of two or three sentences.
- Bullets for options or details.
- Attachments named clearly and mentioned in the text.
Step 5: Check tone and proofread
Read the email aloud before sending. Check names, dates and attachments, and remove anything that could be misread as abrupt.
Follow up politely
If there’s no reply after a few working days, send a brief follow-up in the same thread restating the request and deadline.
