Do you want to deliver results with your business email? Then get to the point.
Immediately.
This advice may seem obvious, but in my experience, it’s rare.
Do you want to help your teammates deliver the results your organization needs?
Start by applying these simple techniques to communicate clearly and concisely in every email you write.
No time to waste
Your team is busy. They have important things to do and no time to waste. The same is true for you.
That’s my assumption at least, based on my experience and the experience of nearly every colleague I speak with.
Your team is likely no different. They don’t have time to spend reading poorly written emails.
They have work to do. Results to deliver for the organization.
And, with every email you send, you can help your teammates do what they really need to be doing. You can make them more efficient and effective with their time.
Here’s how.
Start with the subject
The best place to start when writing a business email to drive results is the subject.
Why the subject?
The subject is the second thing the reader sees
Whether your teammate gets your email on their phone or on a computer, they will most likely see your name first and then the subject line.
Email programs are configured by default to show the user the most important information first.
The designers who create these tools know email readers want the answer to this question.
Who is sending me a message and what do they want?
Again, that seems obvious.
But, how many emails do you receive with a subject that communicates basically no useful information.
Too many people fail to use this valuable component of an email message. They waste or misuse the subject line of their emails.
Don’t let his happen to you.
State your purpose in the subject line
You are sending an email to someone because you want to achieve a particular result. That is why you are investing your time to write the message.
You are writing for a purpose.
So, put the purpose of the email in the subject line.
Ask yourself this question.
“What am I trying to achieve with the words I am writing?”
Or, to say it a different way,
“Why am I writing this email?”
That answer should be included in the subject line.
Do you want someone to do something? Does someone need to know information you have?
When you’ve answered these questions, you’ll be ready to enter meaningful content in the subject line.
But, there are some things to keep in mind.
Subject line structure
It’s important to state your purpose in the subject line if you want your business email to deliver results.
But, the reality is the subject line doesn’t allow enough room for all the information you need to communicate.
Here are some tips you can use to make the most of the limited space.
5 tips for effective subject lines
1. Summarize your purpose
The entire purpose of your email will probably not fit in the subject line. All the action items from a meeting, for instance, don’t belong there. A summary like “Action Items from 2/2 Team Meeting”, however, is useful for your readers.
2. Call attention to your purpose within the subject
Using parentheses or brackets around your email’s purpose will draw your reader’s attention to what they need to know.
3. Keep the subject length short but still effective
The length of the subject line is really up to you.
Strive to keep it as short as possible while still effectively communicating your message.
Here’s a good guideline.
Use no more than 9 words or 60 characters in the subject line.
4. Consider your reader’s email tools and preferences
Think about what might work the best for the people getting your emails.
Are they generally reading your emails on their computers or their mobile devices? What length of subject works best for you?
Your coworkers probably have similar preferences if you’re using the same email tools and settings.
5. Avoid acronyms
FYI, I recommend avoiding acronyms in general. And, this applies to email subject lines too.
I’ve spent way too much time trying to decipher an acronym from a well-intentioned coworker who was actually trying to save me time.
It didn’t work.
Unless all the recipients of your email are completely familiar with an acronym, don’t use it.
This will save your teammates time and mental energy.
So, what do these 5 tips look like in real life? Let’s take a look at a few examples.
Effective subject line examples
- (Action Requested) – Safety Report for 3/1 Ops Review
- [Input Needed] Please comment – Dart sales proposal
- (No Action Required) – 12/15 team meeting notes
- {Information Only} – Updated Travel Policy
- Please Approve: Pemly Purchase Order $495.21
- [Low Priority] – Ideas Needed For Christmas Party
Once you’ve created a subject to drive results through the business email you’re writing, next focus on the body of the email.
As you’ve done in the subject line, you should get to the point quickly. But not too quickly.
Don’t skip the greeting
To get results with your business email, it is important to communicate your message immediately. But you don’t want to be abrupt.
There is actually something more important than getting results with your email. Actually, someone not something.
The person reading your email is more valuable than the message you are communicating to them.
Here’s a phrase I try to live by.
“People are more important than projects.”
So, before you immediately jump to the work part of your email, greet the person (or people) you are writing to.
After all, you wouldn’t barge into someone’s office and immediately tell them to do something without saying hello would you?
The same applies for email.
In my post, “3 Simple Tips For Polite And Effective Email” I explain how you can care for the recipients of your email through the greeting. It sets the tone for the rest of your message.
And, without a proper greeting, your email may inadvertently deenergize your teammate and cause them to not want to do what you need them to do. And, an email like that won’t deliver the results you’re after.
So, apply the lessons from that post to craft an effective greeting. Then, immediately after that greeting, get right to your reason for sending the email.
Begin with what’s most important
When writing emails to get results, this is a critical point to remember.
Begin your email message with what is essential for the reader to know.
The bottom line doesn’t go at the bottom
Sure, your readers will benefit from background information and explanations of the content. But, what do they absolutely need to know?
In other words, what’s the bottom line?
And, ironically, the bottom line shouldn’t go at the bottom of your email.
The bottom line should be at the beginning of your email message.
And, if you are into acronyms, you’ve got a couple of good options to remember this important point.
Pick an acronym – BLUF or BLOT
Both of these acronyms are easy to remember and reinforce the importance of starting with the purpose of your email.
- BLUF – Bottom Line Up Front
- BLOT – Bottom Line On Top
BLUF and BLOT are simple reminders to put the most important information first. Then, add details to support your request and give context in the rest of the email body.
This communication approach is taught, along with the BLUF acronym, in the United States military. The U.S. Air Force communications handbook, The Tongue and Quill, is a valuable resource if you’d like to learn more. And, it’s free.
Whether you like BLUF or BLOT, the approach is the same. Both are built on the Minto Pyramid Principle.
Pyramid Principle communication
Barbara Minto created this well-known and highly effective framework for writing and presenting ideas. It applies to emails and all types of communication.
This image from an interesting article in which Minto explains the origin of the Pyramid Principle captures the concept well.
Since this concept was published in the 1980’s, communicators in all types of industries, in organizations of all sizes have followed this approach.
It’s effective when communicating in any way including email.
The point of the Pyramid Principle is to get to the point. At the very beginning.
Getting to the point in your business email will get results
Getting to the point immediately in your emails will help your teammates be clear on what you are asking of them.
They will know exactly why you are sending them an email. And, they will know this by reading only the subject line and the initial section of the body.
Those who read your emails written using these tips will avoid wasting time trying to figure out what they need to do or how they need to respond.
They can invest their energy into doing meaningful work and delivering results.
Of course there is much more to creating an effective business email. But, writing an meaningful subject line and then delivering the critical information at the very beginning is a great way to start.
Your emails that follow these guidelines demonstrate you are a leader who can communicate well.
Every email you write is an opportunity to lead
Email may not seem like a powerful leadership tool, but it is.
And, everyone can send an email, not just leaders in a formal position of authority.
Anyone can lead using email
Do you want to have a positive impact on your team and your organization, but aren’t sure how to make a difference because you aren’t a formal leader?
Start by making a commitment to write high quality emails.
Invest thought and time to serve your teammates with every email you send.
Serve your teammates with the emails you send them
Writing emails that have useful subject lines and get to the point quickly without being abrupt equip your teammates to be successful.
A thoughtful greeting between the subject and the “bottom line” message shows you care about the recipient as a person and you want to encourage and energize them with every word you use.
By applying these simple tips, you can care for your team with each email you send and drive the results your organization needs.
Your email will help your team use their time efficiently and effectively through clear, concise communication. And that’s good leadership.
I encourage you to take your email writing seriously. Invest time to perfect this powerful tool in your career toolbox.
Don’t miss the opportunity to lead with kindness and confidence with every email you write.
Let’s lead with kindness and confidence.
Greg
Discussion Questions
- What techniques do you use to create effective subject lines?
- How do you apply the Pyramid Principle in communicating with your team?
I’m interested to know how you put these techniques into practice in the emails you write. Please share your experiences in the comments section so we can learn together.
