5 Shifts to Write Better Emails Faster

Writing emails is a part of daily life for many people. Whether for work, school, or personal reasons, emails are one of the most common ways to communicate. But writing emails can often feel slow and frustrating. Sometimes you spend too much time thinking about what to say or how to say it. Other times, you might send a message that is confusing or unclear. The good news is that with a few simple changes, you can write better emails in less time. These five shifts can help you communicate clearly and save time every day.

Shift 1: Know Your Purpose Before You Write

Before you start writing an email, ask yourself what the goal is. Are you asking a question, sharing an update, giving instructions, or replying to a message? When you know your purpose, it becomes much easier to decide what to include and what to leave out. Many people waste time writing emails because they try to explain too much or are not sure what they want to say.

Take a moment to answer these questions before you write:

• What do I want the reader to know?
• What action do I want them to take?
• What details are truly necessary?

When you are clear on your purpose, your message will be more focused. This helps the reader understand your email quickly and makes it easier for you to write it.

Shift 2: Use a Simple Structure Every Time

Using the same structure for most of your emails can save you a lot of time. You don’t need to come up with a new format every time you write. A clear and simple structure helps you stay organized and keeps your emails easy to read.

Here’s a simple email format you can use:

• Greeting (Hello [Name], or Hi [Team],)
• Purpose of the email (Why you are writing)
• Details or main message (What the reader needs to know)
• Call to action or next steps (What you want them to do)
• Closing (Thanks, Best regards, etc.)

For example:

Hi Sarah,
I wanted to follow up on the meeting notes from yesterday.
Please review the attached summary and let me know if I missed anything.
Thanks,
[Your Name]

Sticking to this format helps you focus on what matters and avoid long or confusing emails.

Shift 3: Keep Your Language Clear and Direct

Many people try to sound polite or professional by using long or complex sentences in emails. But this can make your message harder to read. Using clear and simple language helps you get your point across faster and reduces the chance of confusion.

Tips for clearer writing:

• Use short sentences when possible.
• Avoid words you don’t use in normal conversation.
• Say exactly what you mean.
• Use bullet points for lists or steps.

Instead of writing:

“We would greatly appreciate it if you could consider submitting the requested document at your earliest convenience,”

Write:

“Please send the document by Friday.”

Clear writing is respectful because it saves time for both the sender and the reader. It also makes your emails more likely to be understood and acted on quickly.

Shift 4: Create Reusable Templates for Common Emails

If you often write the same types of emails, it helps to create templates. A template is a saved version of an email that you can use again and again. This saves time because you don’t have to start from scratch every time.

Common email templates include:

• Meeting reminders
• Follow-up messages
• Customer support replies
• Project updates
• Requests for information

For example, here’s a simple follow-up email template:

Subject: Just following up

Hi [Name],
I hope you’re doing well. I wanted to follow up on [topic]. Please let me know if you’ve had a chance to review it.
Thanks,
[Your Name]

You can store these templates in a document, email tool, or use canned responses in your email settings. When you need to send a message, you just update the details and send it. This shift saves a lot of time and keeps your writing consistent.

Shift 5: Review Quickly Before Sending

Even if you are in a rush, it’s important to quickly review your email before hitting send. A short review helps you fix small mistakes, check tone, and make sure the message is clear. Taking one minute to check your email can prevent confusion, missed information, or needing to send a second message later.

What to check in your review:

• Is the subject line clear?
• Did you spell the person’s name correctly?
• Is your message easy to understand?
• Are there any typos or missing words?
• Did you include attachments or links if mentioned?

It helps to read your email out loud or imagine you are the reader. This helps you notice unclear wording or extra details that are not needed. After a quick check, you can send your message with more confidence.

Extra Tips to Help You Write Emails Faster

Along with the five main shifts, here are a few more tips to help you become a faster, better email writer:

• Set a time limit for writing. Try to finish each email in under five minutes unless it’s very important.
• Turn off distractions while writing so you can focus.
• Use your subject line to give a clear preview of the message.
• Avoid unnecessary greetings or introductions in ongoing conversations.
• Reply to emails in batches instead of checking your inbox all day.

Final Thoughts

Writing better emails does not need to be difficult or time-consuming. By making small adjustments, you can save time, prevent confusion, and communicate more effectively. Start by understanding your purpose, using a simple structure, writing in plain language, creating templates, and reviewing your work before sending it. These five shifts will help you write emails faster and more effectively every day. Over time, you will feel more confident and get better responses to your messages.