How to Make Your Emails Stand Out in an Overflowing Inbox

If you are like most people, your inbox is a never-ending flood of emails — and it’s most likely true for those you email. So, how do you ensure your messages aren’t lost in their inbox? How do you get people to read and act on them? The answer lies in writing clear, concise, and compelling emails.

1. Start with a clear objective.

The clearer your objective, the clearer your email will be. What do you want your reader to think, feel, or do?

2. Use a Strong Subject Line

Your subject line is the first — and sometimes the only thing people see before deciding to open your email. Avoid vague lines like “Quick Question” or “Update.” Instead, be specific and action-oriented.

Weak Subject Lines:

• “Update”
• “FYI”
• “Important”

Good Subject Lines:

• “Action Required: Submit Reports by Friday”
• “Meeting Rescheduled to 2 PM – Please Confirm”
• “New Policy on Telework – What You Need to Know”

3. Get to the Point Quickly

Most people scan emails rather than read them word for word. If your key message is buried in paragraph four, you’ve already lost them. Start with what matters.

Best Practice:

• First sentence: State the purpose of the email.
• Second sentence: Explain why it matters.
• Third sentence: Clearly outline the next steps or action needed.

Example:

“The deadline for submitting your quarterly reports is this Friday at 5 PM. These reports help us allocate next quarter’s budget, so timely submissions are essential. Please upload your report to the shared drive and confirm once done.”

4. Use Bullet Points and White Space

A wall of text is a guaranteed way to make someone close your email without reading it. Break up information with bullet points, short paragraphs, and bolded key details.

Example:

Instead of writing:

“There are three things to keep in mind for next week’s meeting. First, please review the attached document. Second, prepare one slide on your team’s progress. Third, arrive 10 minutes early for a briefing.”

Try:

Before next week’s meeting, please:

• Review the attached document.
• Prepare one slide on your team’s progress.
• Arrive 10 minutes early for a briefing.

5. Make It Easy to Respond

If you need a response, don’t bury the request or make people guess what’s required. Use direct language such as:

• “Please reply by Wednesday with your availability.”
• “Let me know if you approve this by EOD.”
• “Click this link to confirm your attendance.”

The easier you make it for people to respond, the more likely they will.

6. Keep It Professional but Personable

Government emails should be professional, but that doesn’t mean they must be robotic. A little warmth goes a long way.

Instead of:

“Attached is the document you requested.”

Try:

“Here’s the document you requested — let me know if you need anything else!”

The Bottom Line

Every day, your emails compete with hundreds of others.

By writing clear subject lines, getting to the point fast, and formatting for easy reading, you’ll increase the chances that your message gets read — and acted on.

Using these techniques to craft your emails can save you — and everyone — time and improve communication across your agency.

Laurie Brown, CSP, is a globally recognized communication expert with over 30 years of experience as a trainer, coach, and speaker. She specializes in helping professionals enhance their presentation, communication, and customer service skills. Laurie has worked with diverse audiences across four continents, partnering with Fortune 500 companies, government agencies, and small businesses. Her clients include Google, Ford, KPMG, and Salesforce. Known for her engaging and results-driven approach, Laurie is the author of several books and has been named one of the Top 30 Global Communication Gurus.

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