Bottom Line Up Front - How to Write Better Emails

Stop saying “Hi!”

Effective communication is essential to building a strong company culture. At Proletariat Inc., our Cultural Communication Guide included specific guidelines for email that helped improve clarity and efficiency—especially as we scaled and remote work increased during the 2020 lockdowns.

For a long time, we didn’t have a formal email structure, but as our team and volume of emails grew, it became challenging to separate important messages from the noise. This led us to establish an email protocol that was direct, purpose-driven, and clear.

How to Write Better Emails

Our approach was inspired by the Harvard Business Review and adapted to fit our needs.

1. Bottom Line Up Front (BLUF)

Start with the main point. Summarize the purpose of your email in one concise sentence at the very top. Avoid lengthy introductions—get straight to the important details to respect the reader’s time.

2. Subject Line Keywords

Use subject line keywords to categorize each email’s purpose, ensuring the reader immediately understands the intent. Only use one keyword per email thread; if you need more than one, consider splitting the message into separate emails. Here’s the breakdown:

• [Feedback]: You’re seeking feedback, and it’s optional. Specify the response deadline to avoid late feedback impacting decisions.

• [Action]: You’re requesting action from the reader. This usually involves a specific deadline and is often time-sensitive.

• [Info]: You’re sharing information that doesn’t require a response—purely informational.

• [Request]: You’re requesting a decision or permission. Be sure to specify the date by which you need a response.

3. Set a Clear Timeframe

Indicate any deadlines directly in the email. If it’s urgent, add “URGENT” to the subject line and follow up with a direct message or in-person check-in for prompt action.

4. Structure and Tools

Keep it organized and concise. Use bullet points, lists, and concise sentences instead of long paragraphs to improve readability.

Direct action with @mentions: Tag individuals with the “@” symbol to clarify what each person needs to do in response, making it easier for everyone to see their responsibilities.

How to Respond to Emails

If you need more than a day to respond, acknowledge the email and provide an estimated response time. This helps maintain clear communication and sets expectations for follow-up. Create a culture around the expected response time to emails. If you are on a email thread with multiple people but follow up and close the loop through a different channel (chat, meeting, etc) be sure to respond back to the group and explain that this is resolved.

Final Thoughts

While this email structure worked well for us, each company may need to tailor it to fit its unique culture. Defining and training your team on an effective email style is worthwhile to improve communication, ensure clarity, and save time across the board.