Clear written messages
Written messages are read quickly and often only once. Short, structured writing with a clear request saves time for everyone and prevents misunderstandings.
Key ideas
- The subject line and first sentence carry most of the message.
- Short paragraphs and lists make action items visible.
- Every message should make the next step obvious.
Step by step
- 1
Write a subject line that states the purpose or decision needed.
- 2
Put the request or conclusion in the first sentence.
- 3
Keep supporting detail brief and grouped.
- 4
End with the action, the owner and the deadline.
Example
'Update' becomes 'Decision needed by Thursday: new rota for December'. Replies arrive the same day instead of after three reminders.
Your drill
Rewrite your last three emails with a purposeful subject line and the request in the first sentence.
Common mistakes
- Long blocks of text that bury the request.
- Vague subject lines such as 'Quick question'.
Check yourself
What should the subject line of a work message do?
Show the answer
State the purpose or the decision needed so the reader knows why it matters.
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