Email structure

The structure of effective emails should be clear, easy to skim, and encourage action.

 

The structure of an effective email

Every effective email has the same basic elements, arranged in a specific order. If you have the right structure, people will read your emails even when they are busy.

BLUF principle

BLUF stands for 'Bottom Line Up Front'. It's a military communication technique, and it works very effectively with email.

Traditional structure (inefficient)

1. Greeting
2. Background
3. Context
4. Add context
5. Ultimately, what you want

BLUF structure (efficient)

1. Greeting
2. What you want (request)
3. Why is that important (brief context)
4. Details if needed
5. Conclude

The reader will immediately know what you need. Everything else will support that.

5-part structure

1. Introduction (1 sentence)

Skip the phrase 'I'm writing this email to ask how you're doing.' Get straight to the point.

Options:

• Begin with an indirect approach: 'I'm contacting you because…'
• Begin by bringing up another topic: 'Continuing our conversation about…'
• Begin by stating the situation: 'We need to make a decision about…'
• A direct opening: 'I have a quick question about…'

2. Request (1-2 sentences)

State exactly what you need. Be specific.

3. Context (2-4 sentences)

 

Just provide enough background information to understand the request. Nothing more.

Too much:

Như các bạn còn nhớ, chúng ta đã thảo luận vấn đề này tại cuộc họp hội đồng quản trị tháng trước, và đã có một số lo ngại được nêu ra về phương pháp tiếp cận, đặc biệt là về ngân sách và thời gian thực hiện. Kể từ đó, nhóm đã tiến hành nghiên cứu bổ sung và chúng tôi đã điều chỉnh một số giả định ban đầu dựa trên phản hồi từ các bên liên quan.

Reasonable:

Bản đề xuất sửa đổi giải quyết những lo ngại của hội đồng quản trị về tiến độ – chúng tôi đã cắt giảm phạm vi để đáp ứng thời hạn quý 3.

4. Details (optional)

If additional information is needed, present it in a way that is easy to skim:

• Bullet points for lists
• Bold text for key terms
• Short paragraph
• Comparison table

5. Conclusion (1-2 sentences)

It ends with:

• The next step is obvious, OR
• A time limit, OR
• A question that needs answering.

Options:

• 'Let me know by Thursday if this is appropriate.'
• Do you have any questions before I continue?
• 'Click here to schedule: [link]'

Easy-to-skim format

whitespace

People don't read emails. They just skim them. Help them.

Difficult to skim:

I'd like to contact you regarding the upcoming product launch. As you know, we've been working on this for several months and are nearing completion. There are still a few issues that require your input before we can proceed. First, we need your approval on the final pricing. Second, we need your agreement on the marketing materials. Third, we need confirmation of the launch date. Please let me know your thoughts on each of these matters when you have time.

Easy to skim:

Quick announcement about the product launch - we need your feedback on the following three points:

1. Price Approval – Proposed: $99/month (see attached analysis)
2. Marketing approval – The final design is attached and needs to be approved by Friday.
3. Confirming the release date – Is March 15th a good date?

Can you quickly answer each item with a yes/no?

 

Important information is printed in bold.

Focus your attention on what's important:

The meeting has been rescheduled to Thursday, 3 p.m. , in Meeting Room B.

Use bullet points for lists.

Whenever you have three or more related items:

Please bring the following documents to the meeting:

• First Quarter Report
• Budget estimates
• Team work schedule

Each paragraph contains only one idea.

Short paragraphs. Each paragraph contains only one idea.

You shouldn't write : 'I wanted to update you on the project and also ask about the budget, and also let you know that Sarah will be away next week so we may need to adjust the schedule accordingly.'

Instead : Separate it into three distinct paragraphs.

Common structural templates

Simple request

[Mở đầu]: Một câu hỏi nhanh về [chủ đề]. [Hỏi]: Bạn có thể [hành động cụ thể] trước [thời hạn] được không? [Ngữ cảnh]: Việc này là vì [lý do/dự án]. [Kết thúc]: Hãy cho tôi biết nếu bạn có bất kỳ câu hỏi nào.

Update + Requirements

[Mở đầu]: Cập nhật về [dự án]. [Tình trạng]: Chúng tôi đã hoàn thành X và Y. Bước tiếp theo là Z. [Hỏi]: Tôi cần [ý kiến/phê duyệt/quyết định] của bạn về [mục cụ thể]. [Chi tiết]: Đây là các lựa chọn: - Lựa chọn A: [mô tả ngắn gọn] - Lựa chọn B: [mô tả ngắn gọn] [Kết thúc]: Hướng nào phù hợp nhất? Tôi có thể tiến hành ngay khi nhận được phản hồi từ bạn.

Introduction

[Mở đầu]: [Tên] gợi ý tôi liên hệ. [Ngữ cảnh]: Tôi là [bạn là ai] và đang làm [công việc của bạn]. [Sự liên quan]: [Tại sao bạn lại liên quan đến họ]. [Hỏi]: Chúng ta có thể lên lịch một cuộc gọi 15 phút để thảo luận về [chủ đề cụ thể] được không? [Kết thúc]: Tôi rảnh vào [thời gian cụ thể]. Thời gian nào phù hợp?

Length guide

General rule : If it takes more than 2 minutes to read, the email is too long. Write a shorter email and attach the relevant documents.

Exercise

Take this unstructured email and rewrite it using the BLUF structure:

Hi team, I wanted to update you all on the website redesign progress. As you know, we've been working with the design company for about six weeks now and have made significant progress on the initial ideas. They submitted three different options last week, and the management team is reviewing them. We believe Option B is the most viable, but we want to gather everyone's feedback before making a final decision. Additionally, we need to decide on the launch date – we initially planned for April, but that might be a bit rushed due to some technical limitations. The Marketing team is concerned about launching too close to a trade show. Could you please review the options and let me know your thoughts by the end of this week?

 

Suggest:

Subject: Website Redesign – We Need Your Feedback Before Friday

To the whole team,

You need to give your opinion on two decisions:

1. Design approach – Which option do you prefer? (A, B, or C)
2. When will it be launched – in April or after the trade show (June)?

The management is leaning towards option B and launching in June.

Three design options are attached. The main differences are:

• Option A : Traditional, very similar to the current website.
• Option B : Modern brand reshaping is recommended.
• Option C : Bold changes, higher risks

Please respond with your opinion by the end of Friday. I'd be happy to discuss any questions you may have.

Key points to remember

• Using BLUF: State the main idea and ask questions first.
• Follow the five-part structure: Introduction, Requirements, Background, Details, Conclusion
• Easy-to-read formatting: Whitespace, bullet points, keywords in bold.
• Keep emails concise – details will be attached.
• A clear request for each email

• Question 1:

  Why should you use bullet points in emails?

  • A. They look more professional.
  • B. They make information easier to scan and process.
  • C. Email browsers prefer them.
  • D. They use fewer characters.

  EXPLAIN:

  Bullet points break up long paragraphs and make key information easier to scan. Readers can quickly find what's relevant to them.

• Question 2:

  What is the purpose of the BLUF (Bottom Line Up Front) structure?

  • A. To make the email longer
  • B. To put your conclusions and requests first, here are the details:
  • C. To hide the bad news at the end.
  • D. To make the email more formal.

  EXPLAIN:

  BLUF means starting with your main point and requirements, then providing supporting details. Busy readers will grasp the key information immediately.

• Question 3:

  Where should your main request appear in the email?

  • A. At the very end
  • B. Hidden in the middle section
  • C. In the first few sentences
  • D. Only in the headline

  EXPLAIN:

  Put your request at the beginning. Many readers never read beyond the first few sentences, so your request should appear early.

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