Email is where colleagues form their first impression of how you work. Clear, polite, short emails make you look organised — and save everyone time.
The structure
- Subject line that says what the email is about: “Leave request: 12–14 March”, “Invoice 4521 – payment status”.
- Greeting: “Hi Rahul,” or “Dear Ms Mehta,” depending on how formal your workplace is.
- The point in the first line: what you need or what you are sharing.
- Details in short paragraphs or bullets.
- Clear next step: what you need, and by when.
- Sign-off: “Thanks,” or “Regards,” with your name.
Example: asking for help
Subject: Help needed with monthly sales report
Hi Anjali,
Could you share last month’s sales data file? I need it to complete the monthly report due on Friday.
If it’s easier, I can pick it up from the shared drive — please let me know the folder.
Thanks,
Karan
Tone tips
- Be polite but direct; avoid long introductions.
- Avoid capital letters for emphasis — they read as shouting.
- Check names, dates and attachments before sending.
- Reply within a working day, even if only to say you will respond fully later.
Following up
If you do not hear back, send a short, friendly follow-up in the same thread after a reasonable time: “Hi Anjali, just following up on the file below — thanks!”
