While the previous strategies encourage the brevity of email content, there are instances where longer emails are beneficial, such as summarizing crucial customer discussions or important meeting outcomes. These situations require comprehensive details that may be too large to fit within the ideal five-sentence limit.
Embracing Comprehensive One-stop Emails
Some suggest splitting a lengthy email into multiple ones, but this fragmentation might hinder efficient information consumption. Instead, consider crafting an elaborate “one-stop-shop” email that allows your reader to reference all necessary information in one place.
However, creating an actionable and readable long email requires a specific strategy: break your content into two distinct sections.
Structuring your Long Email: Two Essential Parts
To increase the clarity and readability of your long emails, divide them into two parts: a summary and detailed section. Here’s what you should include in each part:
Part 1: The Quick Summary
Start your email with a subheading labeled “Quick Summary”. This section should summarize the main points of your email within five sentences, directly stating any required actions.
Think of this as the executive summary of a report. It’s a brief overview that communicates the essence of your email to busy readers. While writing this section, consider if it includes everything your readers need to know if they can’t read any further.
Also, if you’re attaching a large document, consider summarizing the key points from that document within this section. Make life easier for your recipients, especially executives, by saving them the trouble of searching for relevant information within a lengthy attachment.
Part 2: The Details
The second part of your email should have a “Details” or “Background” subheading, providing the additional information that supports your summary. Repeating key points from your summary here can reinforce their importance.
This section aims to elaborate on your summary, adding more context and details. If you’ve listed any actions in the summary, this is where you can provide more information about them.
Example of a Two-Part Email
Here’s an example of an email organized using this two-part structure:
[Email Subject Line] [Recipient],
I had a meeting with our customer today. Here’s a summary of our discussion
QUICK SUMMARY
Mike is pleased with our progress and has requested the following next steps:
• Christine – Please email Mike the proposal by Tuesday evening, July 12th. • Steve – Arrange a meeting with Mike, Christine, Michele, and I for the week of July 18th to review the proposal. Coordinate schedules with Mike’s assistant, Sarah.
DETAILS
During our meeting with Mike Hernandez, VP of Business Technology Services, we discussed the recent product installation issues. He understood the challenges were beyond our control and appreciated our proactive response.
Mike signed off on our proof of concept and requested a quote for the next-generation version for 300 users. He also agreed on increasing the capacity in 100-user increments as needed.
Christine, please ensure Mike receives the proposal by Tuesday, July 12th. Steve, coordinate with Sarah to schedule a review meeting. Avoid scheduling on the 20th as Mike might be traveling.
Thanks team,
[Your Name]
This structure gives your long emails more clarity and readability, making them easier to digest and act upon.
If you’d like to learn more, check out “Don’t Reply All”
