Picture this: You open your inbox on a Monday morning. There’s a message from a colleague. The subject line is vague. The body is a wall of text. You scan, sigh, and move on. If you’ve ever sent an email and wondered why you got crickets in response, you’re not alone. Writing business emails that get results isn’t magic—it’s a skill anyone can learn. Let’s break down the tips for writing business emails that actually get read, answered, and acted on.
Why Most Business Emails Fail
Here’s the part nobody tells you: Most business emails fail because they’re written for the sender, not the reader. We rush, we ramble, we forget the person on the other side is busy, distracted, and probably a little tired. If you want your emails to work, you need to flip the script. Write for the reader. Make it easy for them to say yes, no, or “let’s talk.”
Who Needs These Tips (And Who Doesn’t)
If you send emails at work—whether you’re a manager, a new hire, or a freelancer—these tips for writing business emails are for you. If you’re a novelist who only writes to your cat, you can probably skip this. But if you want your emails to get results, keep reading.
Start With a Clear Subject Line
Your subject line is the gatekeeper. If it’s boring or confusing, your email might never get opened. Be specific. Instead of “Question,” try “Quick question about Friday’s meeting.” Instead of “Update,” try “Project X: Status update needed by 3 PM.”
- Keep it under 50 characters
- Use action words: “Approve,” “Review,” “Confirm”
- Avoid all caps or exclamation points
Here’s why: People scan their inboxes. A clear subject line tells them exactly what to expect and why they should care.
Open With Purpose
Don’t bury the lead. The first sentence should answer: Why are you writing? What do you want? If you’re nervous, try this formula:
- State your reason: “I’m reaching out to confirm our meeting time.”
- Give context: “We discussed this last week, but I want to make sure we’re still on.”
If you’ve ever struggled with small talk in emails, you’re not alone. But most people appreciate directness. Save the pleasantries for the end.
Keep It Short (But Not Rude)
Long emails get skimmed or ignored. Aim for three to five sentences per paragraph. Use bullet points or numbered lists for clarity. If you need to explain something complex, break it into sections with clear headings.
- State your main point
- Provide supporting details
- Ask for what you need
Here’s a secret: If you can’t explain it simply, you probably don’t understand it well enough yet. That’s okay—rewrite until it’s clear.
Use Simple, Direct Language
Skip the fancy words. Use “help” instead of “assist.” Say “start” instead of “commence.” If you wouldn’t say it out loud, don’t write it. This isn’t about dumbing things down—it’s about respect for your reader’s time and attention.
Example: Instead of “Please be advised that the aforementioned documents are attached herewith,” try “I’ve attached the documents we discussed.”
Make Your Ask Crystal Clear
Every business email should have a purpose. Do you want a reply? A decision? A file? Spell it out. Don’t assume the reader knows what you want.
- “Can you send me the report by Thursday?”
- “Please confirm if you’ll attend the meeting.”
- “Let me know if you have questions.”
Here’s the trick: Only ask for one thing per email if possible. If you need more, use a numbered list.
Be Human—But Professional
People respond to people, not robots. Use the reader’s name. Add a touch of warmth: “Hope you had a good weekend.” But keep it professional. Emojis and jokes are fine if you know your audience, but when in doubt, keep it simple.
Confession: I once sent a joke to a new client. It fell flat. Lesson learned—read the room, even in email.
Edit Before You Hit Send
Typos and unclear sentences can kill your credibility. Read your email out loud. Does it sound like you? Is it clear? If you’re asking for something important, sleep on it and review in the morning.
- Check for spelling and grammar
- Make sure your ask is clear
- Trim any fluff
Here’s the part nobody tells you: Most people won’t notice your perfect grammar, but they’ll remember if your message was confusing or rude.
Follow Up (Without Being Annoying)
If you don’t get a response, wait two or three days, then send a polite follow-up. Reference your original email and restate your ask. Keep it short and friendly.
Example: “Just checking in on my previous email about the report. Let me know if you need anything from me.”
Don’t send more than two follow-ups unless it’s urgent. If you still don’t get a reply, try another channel—call, message, or ask in person.
Common Mistakes (And How to Avoid Them)
- Writing too much—edit ruthlessly
- Being vague—be specific about what you want
- Using jargon—stick to plain language
- Forgetting attachments—double-check before sending
- Replying all when you shouldn’t—think before you hit send
If you’ve ever sent an email with “Please see attached” and forgot the attachment, you’re in good company. We’ve all been there. Slow down and check your work.
Next Steps: Practice Makes Perfect
Writing business emails that get results takes practice. Try these tips for writing business emails in your next message. Notice what works. Pay attention to which emails get quick replies and which get ignored. Adjust your approach. Over time, you’ll find your own voice—and your emails will start working for you.
Remember, the best business emails respect the reader’s time, make the ask clear, and sound like a real person wrote them. If you do that, you’ll stand out in any inbox.