It’s not a post I thought I’d be writing in 2026—but this week was one of those weeks where I felt a short refresher might be useful for everyone’s sanity.
Core Principle: Respect the time and cognitive load of the recipient.
When Not to Use Email
When you are angry or sad: Don’t even risk typing a draft. Just close the app.
When you need a nuanced or complex discussion: Pick up the phone or hop on a call. Talk it through.
When it’s a quick, casual check-in: If it can be handled in a single sentence, move it to a messaging platform.
What a Useful Email Actually Looks Like
A clear subject line: Make it easy to search for and crystal clear on intent (e.g., Action Required, FYI, URGENT). If you need my sign-off, a subject line like ”Need approval for travel to London client meeting” will get my attention 10x faster than ”Quick question.”
BLUF (Bottom Line Up Front): Always. Don’t make someone read a three-paragraph thesis before they figure out why you’re writing to them. State the point immediately, offer the explanation context below it, and invite them to chat if they have questions.
Bold the key takeaways: Let’s face it, very few people read every word of an email. If your message is longer than a couple of sentences, use bold text to guide the reader’s eye to the most critical information.
Be explicit with the “Ask”: Don’t make the reader guess what their homework is. If you need a response by a certain deadline, say it plainly: ”Need your review of the attached deck by 3 PM ET on 3/7/26.”
Less is always more: Most people read emails on their phones between meetings. Two paragraphs are usually plenty. Don’t loop in random people just for “visibility,” and please, use Reply All sparingly.
Hot tip: Write the email body before you add the recipients. It is the single easiest way to prevent accidental half-written sends and catastrophic mistakes you will immediately regret.
And Vijay Says... 