How to Write Emails That Get Read (And Acted On)
Why Your Emails Are Being Ignored
We’ve all been there—sending an important email, only to wait days for a response (or worse, never getting one). The problem often isn’t the recipient’s lack of time, but how the email is written. If your email doesn’t immediately signal its relevance, it gets lost in the inbox noise.
The good news? Writing emails that get read and acted on isn’t about being longer or more detailed—it’s about being clear, structured, and to the point.
The Anatomy of an Effective Email
To maximize responses, every email should include these key elements:
1. Clear, Specific Subject Line
Bad: Project Update
Good: Approval Needed: [Project Name] Rollout by Friday
Great: Action Required: Your Approval for [Project Name] by Friday
2. An Opening That Gets to the Point
People skim emails. Instead of lengthy intros, state the purpose immediately.
Hi [Name], I’m reaching out to get your approval on [Project Name] before Friday so we can move forward.
3. A Brief but Structured Body
Follow the BLUF (Bottom Line Up Front) approach:
What’s the purpose? (e.g., Need your approval on X)
Why does it matter? (e.g., Impacts rollout timeline)
What do you need from them? (e.g., A quick yes/no or feedback by Friday)
4. A Clear Call to Action (CTA) and a deadline within 72 hours
Specify the required action clearly and set a firm deadline within 72 hours:
Can you confirm your approval by EOD Friday?
Would you be available for a quick call to discuss tomorrow?
5. Concise Closing & Sign-Off
Keep it short: Looking forward to your response. Thanks!
Common Mistakes That Kill Email Effectiveness
Too long: Nobody reads a wall of text.
Vague requests: Don’t assume people know what to do.
No deadline: Without urgency, your email gets buried.
Too formal or robotic: Make it professional, but natural.
Actionable Takeaway
Busy professionals don’t ignore emails because they don’t care—they ignore them because they’re unclear, overwhelming, or lack a clear next step. Next time you send an email, make it easy to skim, easy to understand, and easy to act on.
Your emails will start getting responses—and results.
