If you’ve ever sat in an inbox full of long-winded, unclear, or rambling emails, or had to spend time endlessly scrolling through a discussion on Slack trying to figure out the point, you know how much time is wasted. Poorly written messages create confusion, back-and-forth exchanges, and sometimes, they just get ignored.

Your goal? Write emails and messages that people actually read, understand, and act on—without them having to dig through paragraphs of fluff.

Here’s how. Note that I’ll make this specific to email, but the same concepts apply to all kinds of written messages:

1. Make the Subject Line Work for You

Your subject line is your email’s headline. It should be:

  • Clear: “Q2 Budget Approval Needed by Friday”
  • Action-Oriented: “Review Required: Marketing Proposal (Need Feedback by Wed)”
  • To the Point: If someone can’t tell what your email is about from the subject line, rewrite it.

2. Start With What You Need

People skim emails. If they have to dig for the point, you’ve lost them.

  • Bad: “Hope you’re doing well! I wanted to reach out because we’ve been working on the Q2 budget and have some thoughts on the allocations. We’re wondering if you have any time to review it?”
  • Better: “Can you approve the Q2 budget by Friday? Details below.”

Put your ask right at the top. If you’re giving information instead of asking for something, state that clearly: “FYI – Updated Timeline for Product Launch (See Below).”

3. Be Specific – What, When, Who?

If you need something, spell it out. “Let me know your thoughts” is useless. What thoughts? By when?
✅ Good: “Please review the attached proposal and send your feedback by EOD Thursday.”
❌ Bad: “Let me know if you have any thoughts on this.”

4. Trim the Recipient List

Before you hit “Send,” ask yourself:

  • Who actually needs to see this?
  • Will this email add value for them?
  • Am I just CC’ing people to cover my ass?

Too many people on an email means no one feels responsible. Keep it tight.

5. Background and Context Goes Last

People don’t need a novel before they know what you’re asking. Get to the point, then provide details for those who need them.

✅ Good:

Subject: Approval Needed: Q2 Budget (Due Friday)

Can you review and approve the Q2 budget by Friday?

  • Total spend: $250K (breakdown below)
  • Main changes: Increased ad spend, reduced events budget
  • See attached: Full breakdown in Excel

Context: We adjusted based on Q1 performance and feedback from Finance. Let me know if you have questions.

This way, they see the key info first, and can scroll for details if they need them.

6. Use Bullets and Bold Key Points

No one wants to read a giant wall of text. Make it scannable:

  • Action items: Who needs to do what?
  • Deadlines: By when?
  • Key takeaways: What do they need to know?

If someone only skims your email, they should still get the point.

7. Should This Even Be an Email?

Before you type, ask yourself:

  • Are we brainstorming or discussing strategy? Have a meeting.
  • Is this feedback that could get misinterpreted? Talk in person.
  • Is this a back-and-forth exchange? Pick up the phone.

A good rule of thumb: If an email goes back and forth more than twice, stop typing and call the person.

Bad Email vs. Good Email

❌ Bad Email (Confusing, Long-Winded, No Clear Ask):

Subject: Quick Question

Hey everyone,

Hope you’re all doing well! I wanted to check in because we’ve been looking at the Q2 budget numbers and there are some changes from last quarter. We think we might need to allocate more to advertising and cut back a bit on events, but we’re not totally sure yet. Also, Finance had some feedback, which I’ve summarized in the document attached. Could you take a look when you get a chance? Let me know what you think.

Thanks!

✅ Good Email (Clear, Concise, Actionable):

Subject: Approval Needed: Q2 Budget (Due Friday)

Hi team,

Can you review and approve the Q2 budget by Friday?

Key changes:

  • Ad spend up 10% (based on Q1 performance)
  • Events budget down 15% (low ROI last quarter)
  • Finance feedback incorporated (see attached)

Next Steps:

  • Alex: Approve or request changes by Friday
  • Jordan: Adjust numbers in final report after approval

Let me know if you have any concerns.

Thanks,
Matt

Bottom Line

Before you send an email, ask yourself:
✅ Is the subject clear?
✅ Did I get to the point immediately?
✅ Did I include only the people who need to see it?
✅ Is it scannable (bullets, bolding, clear sections)?
✅ Would this be better as a conversation?

Write emails that work for people, not against them. More clarity, less back-and-forth, and no wasted time.

Now go clean up your inbox.