How long should an email be?

Long enough to contain the request, the necessary background and the deadline, and no longer. If it needs more than a few short paragraphs, attach a document and summarise it in the email.

Should I use 'Dear' or 'Hi'?

'Hi' is fine in most modern workplaces. Use 'Dear' with a surname for formal letters, applications or senior people you have not met.

What if I don't get a reply?

Wait for the deadline you set, then send one polite follow-up that restates the request and the new deadline in a single line.

How to Write a Clear Email, From Subject Line to Sign-Off

Published 2026-09-30 · Updated 2026-10-21

An email cannot be interrupted with a quick question. That means you have to fill in the blanks before you send it. Here is an order that works for almost any request.

Make the subject line do the work

The subject is the first thing your reader sees. Say what the email is about, and add the date if there is one.

Vague: Quick question Clearer: Q3 sales figures needed by Oct 15

Start with the point

If you are writing to someone new, give your name and role in one line, then get to the point. If you already know each other, keep the greeting short. A long warm-up pushes the actual request down the page.

Give only the background they need

Include enough context for the reader to decide. If you are past three sentences of history, attach a document or link instead.

Ask once, with a real deadline

State the request one time and make it easy to answer. 'Could you send the report by Wednesday at 10 a.m.?' beats 'Let me know when you get a chance.' A day and time removes the guesswork.

If you have several requests, number them or send separate emails. Mixed requests often get a reply to only one of them.

Mention attachments

If you attach something, say so in one line. Writing the word 'attached' also reminds you to check that the file is actually there before you press send.

Close briefly

A short 'Thanks' and your name is enough. Piling on politeness reads as padding. If you need a reply, the deadline in the body already does that job.

A four-point check before sending

Can the reader tell what this is about from the subject alone?
Is the request stated once and clearly?
Is there a deadline with a day and time?
Did you mention and attach the file?

Example: a request that gets answered

Putting the structure together, a strong request email can be very short.

Subject: Q3 sales figures needed by Oct 15 Hi Maria, Could you send me the Q3 sales figures by Wednesday, Oct 15, at 10 a.m.? I need them for Thursday's board pack. The template is attached. Thanks, Jordan

Notice that the first line after the greeting is the request, the deadline includes both day and time, and the reason is one short sentence.

Replying, forwarding and copying others

When you reply, answer the question in the first line and keep the earlier messages below for context. Before you hit 'reply all', ask whether everyone on the thread really needs your message. When you forward an email, add one line at the top explaining what you want the new recipient to do with it. Use CC for people who should be aware, and BCC only when you have a good reason to hide recipients, such as a large mailing.

FAQ

Q. How long should an email be?: Long enough to contain the request, the necessary background and the deadline, and no longer. If it needs more than a few short paragraphs, attach a document and summarise it in the email.
Q. Should I use 'Dear' or 'Hi'?: 'Hi' is fine in most modern workplaces. Use 'Dear' with a surname for formal letters, applications or senior people you have not met.
Q. What if I don't get a reply?: Wait for the deadline you set, then send one polite follow-up that restates the request and the new deadline in a single line.