How to write a short email

How to write a short email

The way we work has shifted significantly in latest years, but one common factor stays: email is even now many people’s primary type of communication. Composing a great email in a formal situation can be challenging. Knowing some of the unstated requirements of work email communication can help you convey your message concisely and efficiently. Several specialists' daily duties include sending emails. To successfully interact with others, you must understand how to write short and transparent emails. If preparing emails is a substantial part of the job, knowing how to create a brief, impactful email is valuable.

Importance of a writing a brief email

There are numerous formal situations in which it is appropriate to send a brief email. Business emails are more lengthy than necessary to communicate details. Composing shorter emails allows you to express information more rapidly and succinctly in a manner that your reader can comprehend. It can save you and your receivers time preparing and reading emails, allowing more time to accomplish other work activities.

Tips for writing short emails

The suggestions below will guide you to be a more successful communicator if you’re making a pitch or messaging a work colleague. Follow these instructions to start writing a great email while keeping it short;

Check if the email is even the appropriate medium

We have all had that never-ending email thread with lots of back-and-forth texts that appear to consume days on end and drain your work energy. When email posts reach this length, it’s usually since the subject necessitates acknowledging numerous detailed nodules, or there’s some uncertainty or confusion that has to be resolved. Make a phone call if an email conversation is becoming too extensive and upsetting. You’re likely to solve the issue and discuss things in a matter of minutes. If an email has multiple paragraphs with various levels of reply asked, it may be necessary to schedule a meeting so that you can work via problems instantaneously, instead of via long and complex essays. Slack or chat is probably the ideal alternative if you know a workmate is online and want a fast reply on a non-urgent issue. Only submit your email if you’re certain that none of the other alternatives is the best way to communicate.

Take time

Emails are sometimes overly long because people do not put much consideration into them. A definite, brief email could, ironically, take longer to compose than a lengthy one. However, spending 10-15 minutes upfront to confirm that your message is cramped and the proposal or request is evident will save you a lot more time and increase the likelihood of receiving a fast and efficient reply. If you’re having problems getting used to this method, simply enter your email as usual, then take a moment to reduce to the main message with as slight context as possible as essential to convey the point.

Create a subject line

Creating a subject line is the initial step in preparing an email. A  subject line outlines the main point of your email in a couple of words. Before opening the email, ensure that the receiver understands its purpose. A headline that describes the receiver’s preferences will increase the likelihood that your email will be clicked on. Making one also implies that you have an understanding of why you are emailing.

Keep it to 5-7 sentences

The body of an email can be divided into these sections, each of which must contain no more than 1-2 sentences.

  • Introduction. If necessary, briefly describe yourself and the total topic of your email.
  • Reason for writing.   Are you inquiring regarding a particular product? Are you submitting papers for feedback?
  • Context. You can add any necessary background/circumstances here.
  • Close. A summary is all that is required here.

If it’s more than 5-7 statements, there should be a valid explanation, normally an action plan or overview of something, which in many instances can be an email attachment. If it must be lengthy, make a note of it in the opening paragraph. “This email is lengthy, but all of it is essential and required.

Clearly emphasize the required question or response 

The emails with vague questions put the pressure on the recipient to figure out what kind of reply is expected; the worst are those that say “We would enjoy working together”. Suggestions?” Pose queries that evoke a particular response — preferably, yes or no. “Would you be interested in collaborating by supporting this marketing initiative?” “Is this a good time for a conference call?”

Limit yourself to one issue per email

Few things frustrate anyone by asking various questions in an email and receiving only one answer. It’s difficult to keep a record of all the texts that flash across people’s screens. You have three choices;

  • Submit one request per email, even if it indicates submitting several to the same individual.
  • Email lots of questions, but number them, and include something in bold, such as “Kindly share reviews and comments for all the questions.”
  • Rather, make a phone call and get prompt answers.

Short Email Example

Hi Elizabeth,

Thank you for organizing today’s group meeting. As we talked about earlier, I would like to have more details. Could you kindly forward me the product marketing document by afternoon?



Pointers for writing short emails

Here are some pointers to assist you in writing brief and effective emails;

  • Use simple language. The language of the email should be as to-the-point as possible. You can accomplish this by eliminating excess expressions and filler terms such as “that.” To make your email more evident and interactive, try writing in an active rather than passive voice.
  • Rewrite and condense your email message. It’s also a good idea to go over your email and recognize any sentences that can be shortened. It can assist you in shortening your email. Avoid using duplicated language—avoid saying the same thing multiple times.
  • Use a proofreading tool. You can speed up the spellcheck process by using online proofreading software, which can be a software application or browser extension. Automatic proofreading software can easily determine aspects of your writing that need clarification. It can facilitate you in condensing your email into a smaller format.
  • Reduce the series of questions you request. Another suggestion for writing brief emails is to restrict the range of questions in a single email. It can allow you to emphasize your email and make it a lot easier for your receiver to acknowledge your request. You can submit numerous emails to the same individual if necessary.
  • Make use of bullet points. Utilize bullet points to make it simple and easy for the recipient.  Bullet points can enable you to manage and make your email easily readable. You don’t have to employ full statements after bullet points, it can keep your email short. For instance, if you’re requesting a progress update on several systems, you can mention each one in bullet points to make your report concise.

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