How to write clear business emails that get answered

What makes a good subject line?

A subject line should tell the reader what the message is and what you need. Compare 'Quick question' with 'Approve homepage copy by Thursday 14:00'. The second can be triaged without opening the email and is easy to find later.

Put the action word and the deadline near the front, and include the project name if the reader handles several. Avoid reusing an old thread for an unrelated topic, because the subject then lies about the content.

How should the first paragraph start?

Lead with the purpose. One sentence that states why you are writing and what you need is more respectful than a warm-up paragraph the reader has to decode. Context comes second, and only as much as the reader needs to act.

If the reader may not remember the background, add two or three lines of context after the request, not before it.

How many requests should one email contain?

Aim for one main request per email. When you need several decisions, number them so the reader can answer by number, and say who owns each one. Long paragraphs hide questions; short lists expose them.

• — State the decision or action you need.
• — Name the person responsible for it.
• — Give a date and, if helpful, the reason for that date.
• — Attach or link the exact files the reader needs, with clear file names.

How do you edit an email before sending?

Read the email as if it were the only message the reader will see today. Delete greetings that repeat, hedging such as 'just' and 'maybe', and any sentence that does not change what the reader will do.

Finally check that a stranger could answer the key request from the subject and first two lines alone. If they cannot, restructure before you send.