6 tips for emails that get read.

Writing emails that actually get read doesn’t have to feel like pulling teeth. Whether you're sharing updates, giving instructions, or making an announcement, these six tips will help you write emails that are clear, engaging, and get the job done.

1. Start with the "why."

Why are you writing this email? What do you need your reader to know, feel, or do? Start with that. For example, instead of rambling into a backstory, try: "I’m writing to share an exciting update on our project launch."

Leading with your "why" gets straight to the point and grabs your reader’s attention right away.

2. Use subheadings to guide your reader.

Think of subheadings as little road signs for your email. They help break things up and make your message easier to skim—especially for busy readers.

Not sure how to use them? Try jotting down a few key points you want to cover and turn those into subheadings. Or, if you prefer to write everything out first, go back and add them in later to organise your content.

3. Stick to the active voice.

The active voice makes your emails clearer and more direct. Instead of saying, "A decision was made to postpone the meeting," say, "We’ve decided to postpone the meeting."

See how the second one sounds more confident? Passive sentences can be confusing or feel like they’re dancing around the point. Skip them when you can.

4. Keep it short and sharp.

Nobody has the time—or patience—for long, wordy emails. Short sentences, short paragraphs, and only the essentials are the way to go.

Here’s a quick test: if you can say something in fewer words, do it. For instance, swap "In light of the fact that we need more time" for "We need more time." Less fluff, more impact.

5. Make it personal.

Want people to actually connect with your email? Make it feel like you’re talking to them. Use inclusive language like "we" and "our," and don’t be afraid to address readers directly.

For example, instead of saying, "The document will be shared shortly," try, "I’ll send you the document later today." It feels warmer and more approachable, right?

6. End with a clear next step.

What do you want your reader to do after they finish your email? Reply? Sign up for something? Sit tight and wait for an update?

Make it obvious. Phrases like "Let me know your thoughts by Friday" or "Click here to register" work wonders. A clear call to action ensures your email isn’t just read—it’s acted on.

With these tips, you’ll be writing emails that people actually want to read (and respond to). Why not pick one or two of these ideas and try them out in your next message? You might be surprised how much smoother your email game gets!