#1: Assign Tasks in an Email Usin the “3W”

Every action should have a clear Who, What and When.

2: Write the Perfect Subject Line

Summarize your email, use prefix modifiers, and don’t change the subject line unless the subject changes.

3: TL;DR – Write Emails That

are Five Sentences or Less
Know what you really want first, and then get to that point at the top of your email.

4: Break Long Emails into Two Parts

Label the two parts “Quick Summary” and “Details”.

5: Make Your Emails Scannable

Use bullet points, subheadings, white space, highlights and bold text.

6: Show Instead of Tell by

Attaching Screenshots
Use them to give someone instructions or to highlight slides in a deck.

7: Spell Out Time Zones,

Dates, and Acronyms
Be very specific and don’t make any assumptions.

8: Use “If…then…” Statements

For increasing accountability, setting expectations, and giving clarity on next steps.

9: Present Options Instead of

Asking Open-Ended Questions
State “Do you think we should do A, B or C?” instead of “What do you think about this?”

10: Re-Read Your Email Once

for a Content Check
Review it for incorrect responses, misquoted dates, or wrong facts.

11: Save Drafts of Repetitive Emails

Use email templates for your weekly and monthly updates to improve communication.

12: Write It Now, Send It Later

Using Delay Delivery
Send emails when they’re most likely to be read.

13: Don’t Reply All (Unless

You Absolutely Have To)
Don’t use reply all when only the original sender needs to read your message.

14: Reply to Questions Inline

List questions on separate lines and use different color fonts.

15: Reply Immediately to

Time-Sensitive Emails
Make your acknowledgements meaningful instead of just saying “Ok”

16: Read the Latest Email on a

Thread Before Responding
Sort by subject line or use conversation threading.

17: Write the Perfect Out-of-

Office (OOO) Auto Reply
Include everything your recipient needs to know while you’re away.

18: Share the Rules of Email Ahead of Time

Set up a short meeting with your team to agree on email best practices.
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