STEP BY STEP GUIDE

1. First of all, let’s start with a clear subject line

• Use: Relevant subject with purpose of the email on a first place
• Avoid: Vague or generic subjects.
• Example: Use "Request for Approval: Marketing Budget for Q1" instead of "Quick Question on budget.»
• Tip: if the email is urgent or something is requested from recipients, put it to the beginning of the subject, e.g «[action needed] survey to fill in»

2. in the very beginning of your email - start with a proper greeting

• Use a professional and appropriate salutation, Avoid using overly casual or incorrect titles.
• Tip: If unsure about the title, "Hello" followed by the recipient's full name is usually a safe bet.

3. Then, open your email with a direct purpose

• Use: A brief opening sentence that states the purpose of your email.
• Avoid: A long introduction or unnecessary pleasantries.
• Example: Use "I'm writing to request your feedback on the attached project plan" instead of «as you may remember we were discussing previously the project plan which our team need to prepare…»

4. Follow your purpose with a brief background

• Use: Explaining necessary context, main info which recipient(s) needs to know firstly.
• Avoid: Diving deep into details that can be discussed later or are already known.
• Tip: Limit background information to one or two sentences that directly support the action you're requesting.
• Example: "Following our Project review, we identified key areas for improvement and worked on A, B and C. On the current stage we prepared a plan with next actions»

5. Main part of the email - prepare actionable request

• Use: Action request showing what you need, from whom, and by when.
• Avoid: Not assigning owner of the action or addressing it to the whole group
• Example: «@Andrew, Please review the attached plan and provide your approval or feedback by March 15.» Instead of «dear team, please check attached report once you find some time»
• Tip: Highlighting the deadline in bold to ensure it stands out, tag action owner with «@»

6. If relevant - offer your assistance

• Use: Clear communication showing where exactly you are able to help - for example to provide further details or information.
• Avoid: Silently assuming recipients will ask if they have questions.
• Tip: Include a specific offer, such as "I'm available for a call to discuss further if needed."

7. Finalise everything with «thank you»

• Use: Polite tone to show gratefulness for time and consideration.
• Avoid: Forgetting to show appreciation or come off as demanding.
• Tip: Good closure option is to simply say thank you and mention before that you are waiting for reply/feedback or anything else if relevant
• Example: «Waiting for your feedback. Thank you»

Do not forget : sign Off Professionally

• Use: A professional sign-off that matches the tone of your email.
• Avoid: casual or unfamiliar closing.
• Example: «Best regards,» or «Sincerely» instead of «have an amazing day»

Structure above can be applied to your email communication with your team, managers, leadership or external partners. Obviously, it can be changed and adjusted depending on a context, for example, if you are sharing a survey with the team, it would be enough to go with «action request» + «brief background» or it’s possible that your email might not contain any call for action and just have a purpose to inform recipients.

Nevertheless, all written communication should always follow 3 main principles indicated in the very beginning - be clear, brief and actionable.

Other important points to consider:

1. Data accuracy - only provide information you are sure about
2. Professional Tone: Maintain a professional tone throughout your email. This includes using proper greetings and closings, as well as polite language
3. Purposefulness: Every email should have a clear purpose or goal. You should always clearly understand why you are writing this email and why recipient should read it.