ACADEMY EDITORIAL / 15 NOVEMBER 2026
A useful workplace email helps the reader understand what matters and what to do next. Before you write a greeting, decide what the message needs to achieve. Are you asking for a decision, sharing an update or confirming an arrangement?
Start with the action you need
Write a one-sentence purpose for yourself: “I need the team to confirm their availability by Thursday.” That purpose should guide the subject line and the opening paragraph. If you cannot state the purpose clearly, pause and decide whether one email is trying to do too much.
Make the subject useful
“Meeting” leaves the reader guessing. “Confirm availability: project planning meeting, Thursday” gives them a reason to open the message and a clue about the action required. Keep it specific without putting confidential information into the subject.
Put the main point near the top
Give the reader the request or update early. Add the background they need to respond, then close with a specific next step. A message that asks someone to approve a draft should identify the draft, explain the decision needed and say when you need a reply.
“Please review the attached client briefing and confirm whether we can send it by 14:00 on Thursday. The two sections needing your input are highlighted.”
Check it from the reader's side
Before sending, ask whether the person knows why they received it, what you need from them and where to find any supporting information. Check names, dates, attachments and recipients. Remove details that distract from the purpose.
Try this at work
Choose an email you recently sent. Rewrite the subject line and first two sentences so the purpose and next action are unmistakable. Compare the versions. Which would be easier to answer on a busy day?