Write a Business Email that Readers will Read

I opened my inbox to find 100+ new messages, mostly business email.

Which do I open first? Even though I’m familiar with some of the senders, are their emails critical? I can’t tell a thing by the subject line!

The subject lines didn’t answer these key questions:

• When should I read it?
• What’s it about?
• Will I need to do anything?

Why am I concerned about answering these questions?

Because a clear subject line shows that the author respects my time and conveys what they want me (the reader) to do. This is the first step in writing a business email that readers will read. 

What are the other steps in crafting a business email?

Leslie Miller O’Flahavan presented suggestions in her April 2021 webinar, “How to Write Email That Respects Your Reader’s Time.” (Kudos to The Communications Network for hosting!)

My Three Take-aways from Leslie’s Presentation 

1. Start subject lines with a noun (examples: inquiry, suggestion, recommendation, agenda), use 20–25 characters, and answer the reader’s three questions:
   • When should I read it?
   • What’s it about?
   • Will I need to do anything?
2. Email body—BLUF (Bottom Line Up Front) it!
   • Put your most important information first.
   • Include any deadline and action items.
   • In the rest of email, use headings/bullets to help the reader follow the information easily.
3. Tone/rapport. Match the tone to purpose and the person.
   • Example: if you’re writing to someone who isn’t chatty, mimic their style; you can still sound friendly.

Bonus Tip: How to Forward Emails

What do we do with those long email trails that we have to read through to figure out why someone forwarded to us? Leslie offered this guidance.

• Ask yourself: Why am I forwarding this email?
• If you need the new reader to act, then:
  • Summarize the issue in your introduction. Don’t just forward with “FYI” in the body.
  • Focus the new reader on the parts of the conversation that are why you are forwarding the email.
  • Give the new reader the action you’d like them to take.

Write a business email that readers will read!

1. Provide key information in the subject line.
2. BLUF it in the email body! (and write concisely)
3. Use a consistent tone.

And…forward with focus!

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Have a business email tip to share? Enter it in the comments!