The goal of an email is to clearly and concisely communicate its purpose and make it easy for the recipient to respond or take action.
The Mindset of a Negotiator
Communication happens on the reader’s (or listener’s) terms
Your email must be relevant to them and easy to understand, rather than important to you. Avoid lengthy justifications, complexity, or jargon. Don’t show off your vocabulary.
Example:
Instead of: “I wanted to briefly touch base in regard to the current status of our ongoing project to ensure alignment on next steps.”
Write: “Quick follow-up on project status—let’s confirm next steps.”
Treat each word as if it costs $50
Respect the reader’s time.
Reread your email, speak it out loud, and remove anything promotional, self-centered, or unnecessary. Focus on the recipient and what they’ll gain or lose by responding—or not responding.
Example:
Instead of: “I was hoping to take the opportunity to discuss some exciting possibilities for collaboration in the near future.”
Write: “Let’s discuss collaboration opportunities.
They don’t care about your urgency.
Don’t threaten because you’ll appear needy. Be professional, respectful, and thoughtful.
How to Structure an Email
Strong Connection
Start by asking the question: Why should they read this? Acknowledge the recipient, reference a shared experience, or mention something relevant to them. This sets a respectful tone.
Examples:
“Hi [Name], it was great speaking at [event].”
“Since we talked on Monday, I wanted to [specific project].”
Highlight the Context
State the purpose of your email upfront. Why are you writing? Why should the recipient care? Be direct and clear.
Examples:
“This is a quick update on [specific project/task].”
“I wanted to follow up on our discussion about [specific topic].”
Use Commitment Bias to Prompt Action
When possible, always leave discussions with a confirmed next step. Commitment bias means that if they agreed to something in the past, they are more likely to follow through on it. Use that as the hook in your email by tying it to something they previously agreed on. Then the email feels like a continuation of a previous conversation rather than a cold outreach.
Examples:
“As discussed in our last meeting, here’s the updated proposal for review.”
“Following up on the timeline we agreed on. I’ve outlined the key milestones below.”
State Your Purpose and Intent
Be clear about what you want. Are you asking for feedback, requesting input, or expecting a decision? Avoid vague language.
Examples:
“I’d like your thoughts on the attached proposal.”
“Can you confirm if this timeline works for you?”
The Meat of Your Email
The main content of your email should be focused, concise, and easy to follow. Use this structure:
Ask Open-Ended Questions
If you’re seeking input, phrase your questions to encourage detailed responses.
Example: “What challenges do you foresee with this approach?”
Summarize and Confirm
Briefly recap prior discussions or agreements to ensure alignment.
Example: “As discussed, the next step is to finalize the timeline for [specific task].”
Provide Concise Updates
Share short, clear updates. Avoid overloading the recipient with information.
Respect Time
Keep your email short and to the point. Consider their time constraints.
If helpful, include a brief, relevant example to support your points.
End with a Call to Action/Open-Ended Question
Close your email with an open-ended question. Use “How” or “What” to make it easy for the recipient to respond. This encourages engagement. Keep it simple. The goal is to prompt reengagement, not to close a deal in one email.
Examples:
“What are your thoughts on the revised timeline?”
“How does this approach align with your priorities?”
This is the last sentence they’ll see, especially if they skip to the end. Skip trivialities like “Hope to hear from you soon” in your last sentence.
Summary
Knowing how to write an effective email requires clarity, brevity, and a focus on the recipient. By respecting their time and tailoring your message to their needs, you can create emails that prompt action without appearing pushy or self-centered. Use this mindset and structure to ensure every email you send delivers results.
