What you need
- Recipient’s correct email address
- One clear purpose
- Relevant dates or details
- Any supporting file or link
Every step
- 1
Name the purpose
Decide whether the email is an update, request, decision, introduction, or follow-up. Keep one main purpose per message.
- 2
Write a useful subject
Use a few specific words that help the recipient identify the topic and any deadline, such as “Project estimate for October 22.”
- 3
Start with context
Address the person appropriately and give one sentence explaining why you are writing. Include enough context for the email to make sense on its own.
- 4
Make the request clear
State exactly what you need, who should act, and the requested date. Separate multiple actions into a short list.
- 5
Keep the message focused
Use short paragraphs, plain language, and only details that help the recipient respond or complete the task.
- 6
Add supporting material
Attach or link the relevant file and check the sharing permissions. Mention what the recipient should review.
- 7
End with the next step
Thank the recipient, clarify how they can respond, and include your name and useful contact details.
- 8
Review before sending
Check the recipient, tone, dates, links, attachments, and whether you included private information that does not need to be shared.
Important warnings
- Verify recipients before sending sensitive information.
- Do not use urgent language unless the timing is genuinely urgent.
Finished when
The email has a specific subject, enough context, a clear request and deadline, correct attachments, and a professional close.