How to Write an Email People Actually Read and Answer
Most people skim email on a phone between other things. Emails that get answered are short, clear about what you need and easy to respond to.
To write an email people read and answer, use a specific subject line, put your main point or request in the first sentence, keep it short, use short paragraphs or a few bullets, ask one clear question or make one clear request, include any deadline, and make it easy to reply. Read it once from the recipient’s point of view before sending.
Most of us receive far more email than we can read carefully. Microsoft found that employees are interrupted every two minutes during core hours by meetings, emails or chats. In that environment, long, unclear emails get skimmed, saved for later and forgotten.
The emails that get answered respect the reader’s time.
Seven habits for emails that get answered
- Specific subject line. “Approval needed: Q3 schedule by Friday.”
- Lead with the point. Your request in the first sentence.
- Keep it short. A few short paragraphs at most.
- One clear ask. Multiple requests get partial answers.
- Include the deadline. And why it matters.
- Make replying easy. Yes or no questions when possible.
- Read it as them. Would you know what to do?
Lead with the point
Put your request or main point in the first sentence. Could you approve the Q3 schedule by Friday? Background can come after. If someone reads only the first line, they should know what you need.
Make one clear ask
Emails with several questions often get answers to only one. If you need several things, number them or send separate emails. Clear, single requests get faster responses.
Make it easy to reply
The easier a reply is, the faster it comes. Offer options: would Tuesday or Thursday work better? or propose a default: unless I hear otherwise by Friday, I will move forward with option A.
Clear communication is part of my signature keynote, You Are Capable of More. See also How to Say No at Work and How to Manage Up.
Emails get answered when they respect the reader’s time. Write a specific subject line, lead with your point, keep it short, make one clear ask with a deadline, make replying easy and read it as the recipient before sending.
Frequently asked questions
How do you write an email that gets a response?
How long should a professional email be?
What makes a good email subject line?
Why do people not respond to emails?
You Are Capable of More
A No-Excuses Guide to Becoming Your Best Self. The bestselling book behind Chris’s keynotes and the 2026 Paris Book Festival winner in the How-To category. Many teams hand a copy to every seller at their kickoff.
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