Why your emails are probably too long (and not clear enough)
Most professionals don’t have an “email problem”. They have a clarity problem.
You’ve seen it:
According to McKinsey, knowledge workers spend about 28% of their week on email. If those emails are unclear, that’s a lot of collective time wasted on follow-ups, misunderstandings, and “just to clarify” messages.
The good news? Writing clear, impactful professional emails is less a “talent” than a checklist. Follow a few simple steps, and you can save time for everyone – including yourself.
Let’s break it down.
Start by asking: does this even need an email?
Before you write anything, ask one basic question: Is email the right channel?
Use email when you want:
If it’s urgent, ambiguous, or emotionally charged, a quick call first, then a short “as discussed” email recap, often works better than a long written negotiation.
Define your goal in one sentence before you type
The biggest time-waster in email? Not knowing exactly what you want.
Before writing your first word, finish this sentence in your head (or on a sticky note):
“After reading this email, I want the recipient to…”
If you can’t complete that sentence clearly, you’re not ready to write. You’re about to send an email that will generate questions, not answers.
Once you have that one-line goal, your email becomes a simple exercise: lead the reader from context to that specific action.
Craft a subject line that tells the whole story
Your subject line is not a teaser. It is a summary.
A good subject line answers three questions at a glance:
Compare these:
Some useful patterns you can adapt:
In busy inboxes, a precise subject line is an act of respect. The recipient knows instantly if they need to open your email now, later, or never.
Use a simple, professional opening (and move on)
You don’t need literary creativity here. Choose a standard, neutral opening that matches the level of formality and stick to it.
Skip long-weather-intro paragraphs and get to the point quickly. Politeness doesn’t mean being vague.
Example:
Less effective:
“I hope this email finds you well. I just wanted to touch base about something that’s been on my mind regarding the reporting we’ve been doing…”
Better:
“Hi Anna,
I’m writing to propose a simpler format for our monthly reporting, to save time for both teams.”
One sentence, and your reader already knows why they’re here.
Follow a clear structure that everyone can scan
A professional email is not a novel. It’s more like an instruction manual: structured, easy to skim, and predictable.
A simple structure that works in 90% of cases:
Example of this structure in action:
Subject: Approval needed – Q4 budget proposal – by Friday 5pm
Hi Laura,
1. Context
Following our meeting on 3 October, I’ve updated the Q4 budget proposal based on your comments.
2. Main message
The revised version reduces marketing spend by 8% and reallocates this to customer support for the product launch.
3. Clear ask
Could you confirm your approval, or share any final adjustments, by Friday 5pm so we can lock the numbers?
4. Practical details
You’ll find the updated file attached (“Q4_Budget_v3.xlsx”). The changes are highlighted in yellow on the “Summary” tab.
5. Close
Thanks in advance for your feedback.
Best regards,
[Your name]
Notice there’s no long argumentation or mixed requests. One email, one key objective.
Make your emails easy to scan in 5 seconds
Most people don’t read emails. They scan them.
Your job is to make sure that in 5 seconds, they can answer these three questions:
To do that:
Example before/after:
Wall of text:
“As discussed, we need to complete several steps before the audit, namely gathering all invoices from last quarter, checking that all supplier contracts are signed and up to date, confirming that our GDPR documentation is complete, and preparing a summary report for the auditor. It would be great if you could start working on this as soon as possible because the audit is approaching fast and we really don’t want to be late with this again like last year.”
Scannable version:
“To prepare for the audit, could you handle the following by 22 November:
If the 22nd is not realistic, tell me what is feasible and we’ll adjust.”
Same content, but in the second version the tasks and the deadline jump out instantly.
Say exactly what you need (and from whom)
Many email threads drag on because nobody states clearly:
Use explicit, visible instructions. Some teams even use labels in caps at the start of the line:
If multiple people are in copy, remove all ambiguity:
Never assume “someone” will do it. “Someone” is nobody.
Adapt your tone without losing clarity
Professional emails can be friendly without being vague, and direct without being aggressive.
To soften a direct request without diluting it:
To avoid passive-aggressive clichés:
Clarity first, diplomacy second. But you can absolutely have both.
Cut the clutter: what to remove without mercy
Everything that doesn’t move the email towards its goal can go.
Typical clutter you can delete:
Instead, keep your sentences short and factual:
Your reader will thank you for every line they don’t have to read.
Attach smartly and reference like a pro
Few things are more annoying than “See attached” with no further explanation… and three different files called “final”, “new_final”, “really_final”.
When you add attachments, always:
If you link to an online document (Google Docs, SharePoint, etc.), specify:
Example:
“You can review the full proposal here: [link]. You have comment access – feel free to add your questions directly in the document.”
Handle replies, CC and “Reply all” like an adult
Writing a clear email is good. Managing the thread that follows is even better.
About CC:
About “Reply all”:
About closing threads:
This small discipline reduces “ghost” threads that never quite end and quietly drain attention.
Templates you can reuse (and adapt)
You don’t need to reinvent the wheel. Here are simple templates you can tweak for your context.
1. Requesting information
Subject: Information needed – [topic] – by [date]
Hi [Name],
I’m working on [project / task] and need a few details to move forward.
Could you please send me the following by [date]:
If you need more context, I’m happy to share it.
Thanks in advance for your help.
Best regards,
[Your name]
2. Following up without being annoying
Subject: Follow-up – [original subject]
Hi [Name],
Just a quick follow-up on the email below about [topic].
To move forward, I mainly need:
If this is not a priority at the moment, just tell me what timing would work better on your side.
Thanks,
[Your name]
3. Summarising a meeting
Subject: Recap – [Meeting name] – [date]
Hi all,
Here is a short recap of our meeting this morning.
Key points discussed
Actions & owners
If I missed or misunderstood anything, please reply and I’ll update.
Best,
[Your name]
4. Saying no clearly (without burning bridges)
Subject: Re: [original subject]
Hi [Name],
Thanks for your message and the proposal.
After reviewing it, we won’t be able to [accept / move forward] because [short factual reason].
If things change on our side in the future, I’ll keep your contact.
Best regards,
[Your name]
A simple checklist before you hit “Send”
Take 30 seconds before sending and run through this mini-checklist:
It looks long on paper, but with practice this check takes less time than re-writing a confused thread three days later.
In the end, clear professional emails are less about “good writing” and more about good thinking: knowing what you want, respecting your reader’s time, and making decisions visible. Do that consistently, and your inbox won’t magically empty itself – but every message you send will cost less energy to everyone involved.
