(Think of this as a diary-style friendly nudge about how to email at work without feeling like a robot)
But, What’s the Point Again?
Alright, first things first—know why you’re writing that email. Are you clarifying next steps? Asking for feedback? Sharing a quick update? I’m telling you, people are busy, and if your email’s not clear on why it exists, it might just get buried or ignored. So maybe scribble your goal first—like “I need approval by Friday” or “just FYI, the deadline moved”. That clarity = a better shot at a reply. Web-wise, folks call this starting with your purpose in mind and letting that shape the message.
1. Subject lines are kinda everything
Ever skim your inbox and ignore a vague email like “Hey” or “Update”? Me too. Good subject lines instantly tell people what’s inside—“Policy draft attached – feedback by Thu?” or “Reminder: 2 PM meeting today”. That helps them prioritize, and even increases open rate. Short, clear, specific—that’s the vibe.
2. BLUF — get to the point
I learned this neat trick called Bottom Line Up Front—BLUF for short. Basically, you say your main point first then add details. So instead of “Here’s all the context… anyways, I need your approval,” you go: “BLUF: Could you approve the attached memo by 3 PM today? Then you dive into the why or context. Makes life easier for people with inboxes full of stuff.
3. Keep it tidy—let format do the heavy lifting
No one’s into wall-of-text emails. Break up ideas into paragraphs, use bullets or numbering, bold the ask if needed. It helps folks scan fast and actually get what you’re saying. Even extra props for simple fonts like Arial or Calibri—just don’t paste in weird formatting.
4. Who even needs to be on this?
Don’t send to everyone unless they truly need it. Check “To”, “CC”, “BCC” fields. Reply-all? Only if everyone truly does. Helps cut the noise and avoids that eye-roll moment—“ugh, why am I cc’d?” And oh—BCC is sneaky helpful when you don’t want reply-alls—but watch out, someone might slip and hit “reply all” anyway.
5. Tone—like verbal meets digital
Email’s tricky—no facial cues, no tone of voice, so sarcasm? Probably risky. Test your tone by reading out loud. If it sounds harsh, soften it up. A little human warmth goes a long way. Also, match the vibe of the person you’re emailing—formal when needed; “Hey, thanks!” when it fits.
6. Please don’t say “just checking in”
Psst—experts say that phrase “just checking in” can sound weak or vague. Instead, be specific: “Hi—could I have your feedback on section 2 by Thursday?” Clear ask = more effective communication.
7. Proofread… or risk sending gibberish
Typos happen—one misplaced word can change the meaning or send a weird vibe. Take a second to scan spelling, punctuation, and word choice. Write first, add recipient later (prevents accidental “oops, send to wrong person”), then proof again.
8. When emotions are high… maybe wait
Feeling mad? Frustrated? That email you draft might land all wrong. A good practice: don’t send it. Save as draft. Come back after a break. Much better than sending regret.
9. Might email not be the best way?
Sometimes, email is not the answer—urgent or complicated stuff? Maybe a quick call or face-to-face beats the back-and-forth chaos. Use email when it’s appropriate.
10. Wrap it with a clear closing
End with what you want—“Thanks!” → “Can we meet Friday?” → “Please let me know by 5 PM.” Also, a tiny “thank you” can go a long way—it’s kinda basic but decent.
11. Secret sauce—team norms save hours
This one’s golden—having team-wide email habits (like best send times, format, or response ways) can cut down on back-and-forth massively. Talk about it as a team sometime—makes email smoother for everyone.
12. Email security & sensitive info
Heads up: work emails can be vulnerable. Avoid sending proprietary or sensitive stuff through personal accounts. Some companies even track or encrypt emails. Stay on the safe side—follow company rules.
Communication all Around—the Bigger Picture
Email is one part of workplace communication. Trust and open culture help make everything flow better—face-to-face chats, quick questions, asking for clarity—they all build that vibe. Good comms = less mistakes, more collaboration.
Recap: Your Friendly “Do This (and Maybe Don’t)” List
- Do write with purpose and BLUF.
- Do craft a clear, specific subject.
- Do break text into paragraphs, bullets, whatever helps.
- Do send only to relevant people.
- Do match tone to recipient, read out loud to test.
- Do replace vague lines like “just checking in” with concrete asks.
- Do proof your draft—but write before addressing.
- Do pause sending if you’re emotional.
- Do pick the right medium: email vs call.
- Do close with your ask and maybe a “thanks.”
- Do establish team norms to streamline comms.
- Do respect email privacy protocols.
- Do remember that email’s just one channel—cultivate trust and two-way chats.
Final Human-Tone Note
So yeah—email in the office can feel kinda weird sometimes. One day you think it’s quick and easy, the next you’re drowning in “reply-alls”. But a little intention helps—a clear subject line, a tiny bit of humanity, bullets instead of essays, and just… slowing down enough to make it make sense for everyone.
We’ve all accidentally sent something too early, or vague enough it leaves people wondering. I’ve been there, lol. And honestly? That’s okay. The trick is making the next one a smidge better.
And hey, if you want help on tough email types—like asking for a raise, following up, dealing with a conflict—happy to go deeper.
