How to Write Shorter Emails That Get Faster Replies

Long emails don't get read. They get skimmed, filed for later, or quietly ignored.

Short emails get responses. Fast ones.

Here's how to trim the fat and write emails that actually get read and acted upon.

TL;DR:

Lead with your point, not background
One email = one topic
If it takes more than 30 seconds to read, it's too long
Use bullet points for multiple items
Make your ask crystal clear

Why Shorter Emails Win

The math is simple: busy people have limited attention. Every unnecessary word is friction between your message and their response.

Short emails signal:

You respect their time
You know what you want
You're organized and thoughtful
You're easy to work with

Long emails signal:

You haven't thought this through
You're shifting the work of figuring things out to them
You might be difficult to deal with

The Core Principles

1. Start With the Point

Most people write emails like stories: background first, request last. Flip it.

Story structure (bad):

We've been discussing the website redesign for a few weeks now, and after reviewing the latest mockups and considering the feedback from stakeholders, I think we're getting close to a final direction. However, there are still a few open questions about the timeline that I wanted to run by you before we proceed.

Inverted pyramid (good):

Can you approve the website redesign timeline by Friday?

Background: We're close to finalizing the mockups. Once you confirm the timeline works, we can lock in the developer schedule.

Put the action item or key point in the first sentence. Then add context only if necessary.

2. One Topic Per Email

Emails with multiple topics get partial responses—or no response at all. The recipient sees too much to deal with and moves on.

Split it up:

Topic 1: Budget approval → one email
Topic 2: Meeting reschedule → separate email
Topic 3: FYI on new hire → another email

This also makes each thread easier to search later.

3. Use Bullets and Formatting

Walls of text are exhausting. Structure makes information scannable.

Hard to scan:

I need you to review the proposal, confirm the timeline with the client, update the budget spreadsheet with the new numbers, and let me know if you need any additional resources for the project.

Easy to scan:

Before Thursday, could you:

Review the proposal

Confirm timeline with client

Update budget spreadsheet

Flag any resource needs

4. Cut These Filler Phrases

Every email has unnecessary words. Hunt them down.

Cut completely:

"I hope this email finds you well"
"I just wanted to reach out"
"I wanted to follow up on"
"Per our previous conversation"
"As discussed"
"Please don't hesitate to"

Shorten:

"In order to" → "To"
"At this point in time" → "Now"
"Due to the fact that" → "Because"
"In the event that" → "If"

5. Make Your Ask Obvious

If you need something, say it clearly. Don't bury it in paragraph three.

Buried ask:

The project is going well overall, and the team has made good progress on the initial phases. We're now entering a critical stage where we need to finalize the resource allocation. I was thinking it might be helpful to discuss this further. Would you have any time this week?

Clear ask:

Can we meet for 15 minutes this week to finalize resource allocation? The team is entering a critical phase and I need your input before proceeding.

Before You Hit Send: The Editing Checklist

Run through this before every email:

Is my main point in the first sentence?
Can I cut the first paragraph entirely? (Often the second paragraph is where the real content starts)
Is each sentence earning its place?
Does every paragraph have one idea?
Is my ask specific and easy to respond to?

Templates for Common Situations

Quick Question

Hey [Name],

Quick question: [specific question]?

Context: [one sentence of background if needed]

Thanks, [Your name]

Requesting Approval

Hi [Name],

Can you approve [specific item] by [date]?

Details: [2-3 bullets if needed]

Let me know if you have questions.

Thanks, [Your name]

Status Update

Hi team,

[Project] update:

[Key point 1]

[Key point 2]

[Key point 3]

Next steps: [one sentence]

[Your name]

The 30-Second Rule

Here's a good benchmark: if your email takes more than 30 seconds to read, it's probably too long.

Time yourself. Read your email out loud. If you're still reading at 30 seconds, start cutting.

Exceptions

Sometimes longer emails are necessary:

Complex explanations where brevity would sacrifice clarity
Sensitive topics requiring careful tone
Documentation meant for reference, not immediate action

But even then, lead with a summary.

The Bottom Line

Writing short emails is a skill—and it takes more effort than writing long ones. You have to think harder about what really matters.

But that effort pays off in faster responses, clearer communication, and a reputation as someone who respects people's time.

Next email you write, challenge yourself: can you cut it in half?