Introduction
Email is the most used communication tool, personal and professional. But with the average worker getting over 120 emails a day, crafting short emails is more important than ever. Long emails are time consuming to read and are more likely to be skipped or just skimmed. Short emails save time, get higher response rates and get your message across without overwhelming your recipients.
Short emails have many benefits beyond just saving time. They help busy professionals stay organized, reduce inbox stress and improve communication within teams and businesses. Productivity experts agree that keeping emails concise can streamline workflows so both senders and recipients can spend more time on their work and less on managing messages. For professionals, being a master of short emails is a valuable skill that boosts productivity, keeps communication efficient and makes sure important points aren’t lost in a sea of text.
In this article we’ll show you how to write short, effective emails that get your message across and are polite. You’ll get tips, strategies and examples to help you write concise emails that move the conversation forward – without all the fluff. Whether you want to save time, sharpen your communication skills or get faster responses this guide has got you covered.
Why Short Emails Are Better Than Long Emails
In today’s fast paced world concise communication is key. While long emails may seem thorough they can be overwhelming to read and lead to delayed responses or worse a message that gets ignored. Understanding why short emails are often better can help you save time and improve your communication skills.
Concise Communication
Short emails show you respect the recipient’s time and keep everyone focused. Research says people spend almost 28% of their workweek managing emails so clear concise emails can cut down on that significantly. By focusing on the essentials short emails make it easy for recipients to quickly understand the purpose of the message and get higher response rates and keep workflows moving.
Mobile First
A big chunk of emails – about 40% – are read on mobile devices. Long emails can be difficult to read on smaller screens and often require recipients to scroll or zoom in on the text. A short email fits within the viewable screen and is easy to scan so recipients are more likely to read and respond quickly no matter where they are.
Email Etiquette and Productivity
Short emails also help with email etiquette. Polite focused emails show you value the recipient’s time. By avoiding filler language and irrelevant details you’ll be professional and increase the chances of a clear and actionable response. Writing short emails is a simple way to improve workplace productivity and professional relationships by reducing back and forth.
Long Emails vs Short Emails
When you compare long and short emails the benefits of brevity are even more obvious. Long emails have more detail than needed which can bury the main point and make it hard for the recipient to know what’s being asked. Short emails get to the point quickly and avoid the fluff often getting higher response rates as recipients aren’t bogged down by long paragraphs.In this article, we’ll show you how to write short, effective emails that get the balance right between clarity and politeness. For more email productivity tips, check out these strategies on writing shorter, more effective emails from Fast Company.
The Components of a Short Email
According to MindTools, writing a short email means including only the essentials to be clear and get a response. Each component should serve a purpose and guide the recipient through the message without the fluff. Here’s the breakdown of the key parts of a concise email:
Subject Line
The subject line is the first thing the recipient will see and can make or break the email. A clear direct subject line tells the reader what the message is about and why they should open it. Avoid vague terms like “Quick Question” or “Follow-Up” and be specific about the topic and any action required.
- Example Subject Lines:
- “Project Update: Feedback by Friday”
- “Meeting on [Date]”
- “Approval Request on Proposal by EOD”
Tip: Use keywords in the subject line and keep it under 50 characters for mobile friendliness.
Brief Intro
The opening of a short email should be polite and relevant. Introduce yourself if necessary but keep it brief. If the recipient knows you already a simple greeting is fine especially if you’re writing for a quick follow up or check-in.
- Example: “Hi [Name], hope you’re doing well. I wanted to follow up on…”
Tip: Only include pleasantries if they add value to the message and don’t overdo the small talk which can make the email less urgent.
Clear Purpose
In one to two sentences state the main reason for your email. This will ensure the recipient knows what the message is about and reduces the chance of miscommunication or delayed response.
- Example: “I’m confirming the details for our meeting.”
Tip: Be direct but polite and remember a clear purpose gets quicker and more focused responses.
Only the Essentials
When you need to include extra information keep it to the bare minimum. Only include the information the recipient needs to understand the message and take action. Avoid filler words and redundant phrases and remember if extra information is required you can always attach a document or link.
- Example: “Attached is the draft proposal. Review the highlighted sections by Friday.”
Tip: Using active voice helps you cut out extra words and get the message across.
Clear Call-to-Action (CTA)
End with a CTA that tells the recipient what you need from them and by when. The CTA is the most important part of a short email as it tells the recipient what to do next so they can respond quickly.
- Example CTAs:
- “Reply by Friday”
- “Call this week?”
- “Confirm by replying to this email”
Tip: Put your CTA on a separate line or make it bold if the email has multiple points or attachments.
By following these basics you’ll be writing short emails that are clear, effective and time respectful. Next up we’ll look at more tips for concise messaging with a professional tone.
Short Email Tips
Writing short emails is more than just cutting words; it’s about clarity, focus and purpose. Here are some tips to help you keep your emails brief:
Write with a purpose
Before you start writing your email, define what’s the main goal you want to achieve. Whether you’re asking for feedback, scheduling a meeting or sharing an update, having this goal in mind will help you avoid tangents and unnecessary information. When you have one purpose in mind your email will be concise and the recipient will know what you need.
- Example: “I’m confirming the date for our team meeting next week.”
Tip: If you find yourself adding extra information pause and ask, “Does this help me achieve my goal?” If not, remove it.
Keep it Simple
Simple language makes emails easy to read and understand. Avoid jargon and complex words that confuse the reader or slow down the message. Keep sentences short and use active voice to get the message across.
- Example: “Review the attached by Friday”
Tip: Replace passive phrases like “It would be great if you could” with direct phrases like “Please” to make your sentences punchy and to the point.
Cut out unnecessary words
Removing redundant or filler words can shorten your emails without losing the meaning. Words like “just”, “very” and “actually” add little value and make emails look cluttered. Try to cut these out wherever you can.
- Example: Instead of “I just wanted to check if you have time” use “Do you have time”
Tip: After you’ve written your email, read it again and highlight any unnecessary words. Cutting out one or two per sentence can make a big difference.
Use formatting to make it clear
When you have multiple points to cover in a short email, format them clearly. Breaking up the information into bullet points or numbered lists makes it easy for the recipient to scan the email and find the key info.
- Example:
- “Here are the details for tomorrow’s meeting:
- Agenda items
- Duration
- Attendees”
Tip: Don’t use long paragraphs; use line breaks or lists to keep it all tidy.
Be polite without unnecessary words
According to Business New Daily, maintaining a professional tone in emails is essential for effective communication, even in brief messages. Even in short emails it’s important to be polite and professional. A concise email doesn’t mean being rude; a simple greeting and a kind closing can make a big difference in tone. Keep the small talk to a minimum especially in urgent emails but make sure the email is still nice.
- Example: “Hi [Name], hope you’re doing well. I’m just checking in…”
Tip: Use “Thanks for your time” or “Best” to add a bit of friendliness without adding words.
Don’t ask multiple questions in one email
If you have multiple questions, consider prioritizing the most important one or sending separate emails for each topic. Multiple questions in one email can overwhelm the reader and slow down the response.
- Example: Instead of asking “Can you review the document and also confirm the meeting time?” split it into two separate emails if you can.
Tip: When you do have multiple questions, use bullet points and make each question clear and separate.
By following these tips you’ll be able to write short emails that are both professional and good. Next up we’ll cover common email mistakes and how to avoid them so your emails stay on point.
Short Email Mistakes (And How to Fix Them)
Even when you’re going for short you can still make mistakes that muddy your message, confuse the recipient or come across as rude. Here are the most common mistakes to avoid when writing short emails and how to make sure your emails are clear, professional and good.
Vague Subject Lines
A vague subject line can cause confusion or delay in response as the recipient may not know what the email is about immediately. A clear subject line helps the reader prioritize your email and understand the content at a glance.
- Example of Vague Subject Line: “Quick question”
- Better Alternative: “Feedback required for project proposal by Friday”
Tip: Make the subject line as specific as possible. What does the recipient need to know before they even open the email? Try to summarize that in the subject.
Filler Words
Even in short emails, unnecessary filler words can creep in and muddy your message. Words like “just”, “kind of”, “really” and “actually” don’t add meaning and make the email feel less direct.
- Example of Filler Words: “I just wanted to check in and see if you had a chance to look at the document.”
- Better Alternative: “Did you look at the document?”
Tip: After you’ve written your email, scan for filler words and delete them. Direct language reads more professional and saves space.
Too Much Small Talk
While a friendly greeting or polite closing is necessary, too much small talk can detract from the message. Recipients appreciate brevity, especially in professional settings, so keep the pleasantries short and to the point.
- Example of Excessive Small Talk: “Hi [Name], I hope you’re doing well and that your week has been good so far. It’s been a busy month for us but I wanted to check in about…”
- Better Alternative: “Hi [Name], I hope you’re well. I wanted to check in about…”
Tip: Keep small talk to one or two lines and get to the point without a long intro.
Too Abrupt or Impersonal
While brevity is key, an email that’s too abrupt can come across as unprofessional or rude. Even in a short email you need to keep a courteous tone that acknowledges the reader and the relationship.
- Example of Abrupt Tone: “Feedback required. Friday.”
- Better Alternative: “Please send feedback by Friday.”
Tip: Even when in a rush, be polite. Simple words like “please” and “thank you” don’t add much length.
No Clear Call-to-Action (CTA)
One of the biggest mistakes in short emails is forgetting the CTA, which leaves the recipient unsure what to do. A clear CTA tells the reader what to do next and gives them a reason to respond.
- Example of Unclear CTA: “Get in touch.”
- Better Alternative: “Reply by Friday.”
Tip: If you want the recipient to take action, be specific about what and when. If no action is required, use “FYI” or “No response needed” to avoid confusion.
Attachments or Key Info Missing
Omitting attachments or important info can lead to follow-up emails which add to the recipient’s inbox clutter. Make sure any mentioned documents are attached and include all necessary info to minimize back-and-forth.
- Example: “Report attached” (but not actually attached).
- Solution: When you’ve written the email, review for any mentions of attachments or external links and make sure they’re there.
Tip: Get into the habit of attaching files before you write the email so you don’t forget when you go to send.
By avoiding these mistakes you’ll make your short emails clearer and more professional. Here are some examples of short emails for different situations to put these into practice.
Short Emails for Common Situations
Using examples is the best way to see how to apply these principles in real life. Below are short email templates for different professional situations to show you how to keep your emails short, clear, and actionable.
Example 1: Requesting Feedback from a Colleague
Scenario: You need feedback from a colleague on a document before you can move forward.
Original (Long Version):
Short Version:
Example 2: Project Update
Scenario: You need a quick project update.
Original (Long Version):
Short Version:
Example 3: Meeting Reminder
Scenario: You need to remind someone of a meeting.
Original (Long Version):
Short Version:
Example 4: Event Confirmation
Scenario: You’re confirming attendance for an event.
Original (Long Version):
Short Version:
Example 5: Follow-up after No Response
Scenario: You previously reached out and got no response.
Original (Long Version):
Short Version:
These examples show how to turn a long email into a short, to-the-point message. Now we’ll give you more tips to help you write even shorter emails.
More Short Email Tips
Writing short emails is not only about clarity but also about speed. Streamlining your email writing process will save you time, increase productivity and help you communicate better. Here are some practical tips to help you write faster and better short emails.
Set a Time Limit for Writing Emails
Setting a time limit for writing emails will keep your messages short and sweet. Set a timer for 5 minutes per email and focus on the essentials, don’t get bogged down in the details. This will help you communicate clearly and concisely without getting lost.
Tip: If you find yourself taking too long, go back to the purpose of your email and make sure every line is contributing to that.
Use Email Templates for Repeat Situations
If you write the same type of emails often—project updates, meeting reminders, follow-ups—consider creating a template for each scenario. Templates will save you time by giving you a starting point to work from and you can customize as needed.
Example Template:
Tip: Save your most used templates in your email client or a separate document for easy access.
Use Bullet Points for Multi-Part Messages
When an email has multiple pieces of information or requests use bullet points or numbered lists to organize your thoughts. This will make your message scannable and save the recipient time reading.
Example:
Tip: Don’t explain each bullet in detail; keep each one as short as possible.
Check for Redundancy
After you’ve written your email, read it over and check for redundant words or sentences. It’s easy to add extra words without realizing, so a quick scan will help you cut out the fluff and make it clearer.
Tip: Look for filler words like “just,” “very,” and “actually” and remove where possible. Each sentence should add to the overall message.
Attachments and Links
Too many attachments or external links can make your email messy and hard to focus on the main message. Only include attachments or links if they are absolutely necessary to the purpose of the email.
Example: If you just need a yes or no, don’t attach a large document that will overwhelm the reader. Instead reference where they can find the document if it’s online.
Tip: When using attachments, mention them in the email and give a brief description so there’s no confusion.
Send at the Right Time
If your email is time sensitive or needs a quick response, consider sending it during peak hours when recipients will see it. Research shows emails sent in the early morning or right after lunch have higher open and response rates.
Tip: Use your email client’s scheduling feature to send at optimal times especially for emails sent across different time zones.
Use a Pro Email
Use an email productivity tool like MailMaestro to make your email writing process easier. Tools like these will refine language, offer templates and check tone so you can write professional and concise emails that follow email etiquette.
Tip: Write your email in MailMaestro then use the tool’s features to make it polished, concise and easy to read.
By following these tips you’ll find it easier to write clear, quick emails that save time for you and the recipient. In the last section we’ll summarize the key points and ask you to try these out in your own communication.
Summary
Writing short emails is a skill that will help you be more productive and clear in your communication. With busy inboxes and short attention spans, concise emails show respect for the recipient’s time so they can respond quickly and stay engaged. By understanding the benefits of short emails, structuring your messages with the essentials, avoiding the mistakes and using the productivity tips you’ll be writing emails that work.
Remember clear subject lines, direct CTAs and a polite tone are key to making your emails professional and effective. Practice makes perfect so go ahead and try these out in your everyday email interactions. You’ll streamline your own workflow and probably inspire others to do the same.
And if you want to take your email writing to the next level MailMaestro has tools to refine, polish and optimize your messages for clarity and professionalism. Go ahead and try them out!
Now go! Try these out and start writing short, clear and effective emails that get the response you need, quickly and professionally.
