Emails dominate our daily communication, whether for scheduling meetings, sharing information, or staying updated. Yet, writing emails can be challenging even for simple tasks, and we are seldom taught how to write effective emails that are clear, concise, and efficient. Even with modern AI tools that generate text for emails, it can be difficult to get the point you want across, as they tend to use overly flowery prose and fall short for emails that require more context. So in this blog, I provide tips for writing effective and efficient emails.
1. Bottom Line Up Front
If you are to walk away with one point from this blog, it is to write emails with the bottom line up front (BLUF). This lingo is common in the US military (Sehgal, 2016) and refers to providing the reader with the most important information first. Why? Well…because generally no one wants to write or read emails. By putting the most important information at the top, you get your point across immediately and save everyone time.
Hence get straight to the point in the first one or two sentences after the greeting. Avoid filler phrases like “Sorry to bother you” and avoid being too general at the beginning of the email, for example:
“Hi, I have a question for you. I got stuck on my code and I do not know what to do. Something about my modeling code does not work as it is supposed to. Do you have any advice on…?”
Instead, lead with specificity:
“Hi, I am having trouble modeling rigid body dynamics and generating a video to visualize the motion. Can you help review my approach? I am free to meet tomorrow.”
“Hi, I have a paper submission deadline next week. Could you review the attached draft and give feedback on organization, clarity, and flow?”
The email subject is another good place to apply the BLUF concept, by keeping it concise and reflecting the main point of the email. Good subject lines prime the reader and also make it easier to find the email later if needed, for example:
“Feedback request for Scitech presentation”
“Scheduling PhD committee meeting in March”
For emails with more information, the BLUF concept may be harder to apply. However, the gist is to keep the email concise. Think of how you can write your email to save time for the reader. A good rule of thumb is to keep emails shorter than two paragraphs. Anything longer and you run the risk of it not being read.
If you need more space to get your point across, try to still summarize the email in the first few sentences so the reader can decide whether they want to keep reading. If you do write a long email, ask yourself whether email is the best format to get that information across – maybe setting up a meeting would be better.
2. Minimize Distractions
The next tip is to minimize distractions in your email, such as long URLs, dense blocks of text, and unnecessary media like QR codes. The purpose of an email is to convey information quickly, and excessive details or clutter can cause readers to overlook key points. A clean, structured email makes it easier to skim and absorb the important details.
One way to reduce distractions is by using descriptive hyperlinks instead of long URLs. This keeps the email visually clean and improves readability. For example:
“If you’re interested, you can find more information on our website, or reach out to me or any of the current Fellows with questions.”
“Schedule an appointment for help with your upcoming presentation!”
Hyperlinks provide additional information without disrupting the flow of the email, allowing readers to click only if they are interested.
Other ways to keep your email streamlined include using short sentences and paragraphs to improve readability, breaking up information with bullet points to highlight key points, and using bold or italics to emphasize critical details. For example:
“How to write a good email?
-
-
- Use bullet points for lists
- Get straight to the point
- Minimize distractions
- Bold important info”
-
The more concise and well-structured the email, the more effective it will be.
3. Be Professional
Emails may serve as first impressions, so another tip is to always be professional. The greeting and closing are especially important. A simple “Hi” or “Hello” works well, but avoid excessive formalities like “Respected” or “Dearest.” Be sure to research the recipient’s correct title (e.g., “Dr.” or “Prof.”) and use it in your initial email. Once they reply, you can mirror the title they use. After the greeting, short phrases like “Hope you are doing well” may be appropriate depending on your relationship with the recipient, but try to be more specific as these phrases are easy to glaze over.
In the body, maintain a professional tone by avoiding emojis, exclamation points, or overly casual language. For example, instead of “Hey, just checking in!” write, “I wanted to follow up on…” Similarly, avoid slang or filler words like “kinda” or “you guys.” Keep in mind that emails are essentially a permanent record and could be viewed by third parties, so always write with professionalism and discretion. Also note that it is okay to write concisely – there is no need to repeat information just to make an email longer.
For endings, a simple “Best,” “Sincerely,” or “Thank you,” followed by your name, is usually appropriate. Avoid overly enthusiastic closings like “Cheerio!” unless you have an established rapport. Further, avoid mismatching the ending with the content of the email, e.g. expressing thanks may not make sense if you are not requesting anything.
A well-crafted email signature also shows professionalism — I personally prefer a minimalist style that highlights my current title and includes hyperlinks to more information, for example:
Harsh G. Bhundiya | LinkedIn | Google Scholar
Ph.D. Candidate | Massachusetts Institute of Technology
Aerospace Materials and Structures Laboratory
Here is some additional information you may want to include in your email signature:
- Personal or lab website
- Social media profiles (e.g. LinkedIn)
- Meeting scheduler link
- Portfolio link
4. Reply promptly
Another important tip is to reply promptly to emails. Emails are meant for quick communication, and when someone requests information, they usually expect a prompt reply. A slow response can signal disinterest or a lack of reliability, something you want to avoid. That said, while responding promptly is ideal, it is important to take the time needed to ensure your message is well-thought-out. If you’re not in the right headspace or need more time to craft a thoughtful response, it’s better to wait until you’re ready.
A helpful strategy is the 2-minute rule: if an email requires less than two minutes to address, reply immediately instead of letting it sit in your inbox. For instance, if someone asks for a file or a meeting time, respond immediately rather than postponing it. For longer responses, consider the sender’s deadline and urgency. If someone needs a response to move forward with their work, delaying your reply could slow down an entire process. Even if you don’t have a full answer yet, a quick acknowledgment and timeframe for follow-up can be helpful, such as “Got your email, I’ll get back to you by [time/day].” On the flip side, if you need an urgent response, explicitly mention the deadline in your email (ideally in the subject or beginning of the email — remember BLUF!) so the recipient can prioritize accordingly.
Further, be mindful of when you send emails. Try to send them during business hours to ensure they’re seen promptly and don’t disrupt work-life balance. If you’re drafting an email late at night, consider scheduling it to be sent the next morning. Finally, to avoid sending an incomplete email by mistake, leave the recipient field blank until you are ready to send it.
Do these tips resonate with you? What are your email pet peeves? Let us know at aacommlab@mit.edu. Happy emailing!
Citation:
Sehgal, Kabir. How to Write Email with Military Precision. Harvard Business Review, 2016