How to Read a Business Email (and Write One That Gets Read)
You just opened your inbox and there it is: an email from your manager with a vague subject line, a few bullet points, and someone you don’t know CC’d. Now what?
Whether you're new to corporate life or transitioning into your first office job, one of the fastest ways to build credibility is by perfecting email. It’s not just communication — it’s how professionals make decisions, track progress, assign accountability, and even evaluate performance.
Here's how to make email work for you, starting with how to read emails effectively and how to write emails productively.
How to Read a Business Email
Emails are more than messages — they’re action plans, mini-meetings, and sometimes legal records. Here’s how to read them strategically.
1. Look at the “To” and “CC” lines first
Why? To set expectations and establish recipient hierarchy.
If you're in the "To" line, there's a good chance you need to respond, act, or at least acknowledge.
If you're CC’d, it usually means you're being kept in the loop but not expected to reply — unless someone calls you out by name.
Tip: If someone asks a question in a thread and doesn’t get a response, check who was in the "To" line — you might realize you were the one meant to respond. If you aren’t sure if you’re meant to respond, you can always forward the email to your manager to get background or clarification on the nature of the email.
Don’t recognize the CC’s? Hover your mouse over the email address - this will pull up the coworker in the company directory. From there, you will be able to see their department and title, and get a feel for common stakeholders within the email’s subject.
2. Scan for the purpose and key takeaways
Most business emails are trying to:
Inform (status updates, announcements),
Request (asking you to do something), or
Confirm (recap a conversation, decision, or next steps).
If the purpose is not obvious within the first few sentences, skim the rest of the message for action words like “review,” “send,” “confirm,” or “schedule.” If the email is long or separated into paragraphs, there is a good chance it is a status update, recap of a conversation, background, or other FYI (“for your information”). Even if you don’t immediately recognize the topic or understand the content, read it anyway; this is how you learn and start to connect dots across your role.
3. Check for deadlines or time sensitivity
Even well-meaning colleagues can forget to highlight timing. Watch for dates, due times, or phrases like:
“Before the meeting Friday”
“End of day” (note: this often means 5 p.m. in their time zone)
“As soon as possible” (urgent, but can be ambiguous — clarify when needed)
Pro move: If timing is unclear, reply with a polite, “Just confirming — when would you need this by?”
4. Decide your course of action
Gather your to-do’s from the email and add them to your list of tasks, or questions to ask your manager. It helps to also record any deadlines or even use your calendar system to hold time for each task.
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How to Write an Email That Gets Read (and Gets Results)
Your ability to write a clear, well-timed, and actionable email can set you apart — especially when inboxes are overloaded and attention spans are short. Find a formula that works for you and practice, practice, practice. One you find your perfect format and tone, consider also creating email templates for common scenarios.
1. Use a subject line that sets expectations
Subject lines are like headlines: they help people decide what to open now vs. what can wait until later. Be specific and action-oriented.
Examples of good subject lines:
“Request: Final Review of Sales Deck by Thursday”
“Question on Client Onboarding Process”"
“Client Deck Draft: Department Input Needed”
“Pre-Meeting Background, Review Requested by [xxx]”
If you're following up, add a label like:
“[Client] Meeting [Date] Recap and Next Steps”
“1:1 Action Items and Questions”
“Follow-Up: Invoice #332 Approval”
“Reminder: Interview Feedback Needed”
2. Open with a friendly, professional tone
While not as important as the email itself, the opening to the email sets the tone of the email and can go a long way towards your desired response. Start with a simple, polite greeting:
“Hi [Name],” is safe and friendly.
“Hello [Team],” works for group messages.
Avoid overly formal salutations if you have already met the recipient. However, if you have not met them, “Mr.”, “Mrs.”, or “Ms.” is appropriate. Always use titles such as “Attorney” or “Doctor” when the recipient has an advanced degree that they use at work. Not sure how to address the recipient? Ask your manager or a teammate, or even check LinkedIn.
Then, lead with context:
“Hope your week’s going well! I’m reaching out to confirm your availability for a short check-in on the marketing proposal.”
“I hope this email finds you well. You had asked me to put together some background on X. Please see below.”
3. Be clear, brief, and actionable
The ideal business email:
States the purpose in the first 1–2 lines
Uses short paragraphs and/or bullets
If you need more than a few short paragraphs, or are sending large paragraphs of copied text, consider pasting the text into a Word document and attaching to the email. This will allow you to convey lots of required detail, Comments, and other notes in a separate document, without making an email to long.
Asks one main thing (or clearly numbers multiple)
If you need feedback, feel confident asking for feedback
If you are confused (which is okay!), ask for clarity or for a 15-minute meeting to ask some foundational questions
If you have a deadline for response, clearly state it. Consider providing a reason why the deadline is important.
If your email is discussing multiple topics, or you are responding to someone else’s bullet points, use or follow outline formatting for clarity. As you advance, you may begin to feel comfortable simply using a different color text to show your thoughts.
Email Body Example (you will remove the brackets in your email):
[Idea 1]
[One or two sentences of background]
[Current status or issue]
[Proposed action steps or request for POV]
[Another email group member’s Idea 2]
[Background they have provided]
[Current status they have laid out]
[Your thoughts/or response in a distinct separate color, but still following the format of their original message]
[Deadline for response or @[tags] of specific people needing to respond in bold]
4. End with clarity (and gratitude)
Good closing lines:
“Thanks in advance — let me know if you have any questions.”
“Looking forward to your thoughts.”
“Please confirm at your earliest convenience.”
Then sign off:
“Best,”
“Thanks,”
“Sincerely,”
“Hope this helps,”
Try to avoid:
“Thx,”
“Sent from my iPhone” - you can configure your phone email sign off to something short but sweet in your phone settings
Email Etiquette Tips That Go a Long Way
DO:
Proofread before sending — check for typos, tone, and attachments.
Keep the message concise, especially when your message includes your manager or leadership.
Respond promptly, even if just to say, “Acknowledging receipt.” In this scenario, be sure to keep the email as Unread, so you know to address it later.
DON’T:
Use reply-all unless everyone needs to see your response.
Use emojis or text-speak.
In FYI emails, don’t reply just to reply - if you are not called out as a respondent, assume you don’t need to chime in.
BONUS: Dealing with Common Email Challenges
You didn’t understand the email?
Reply to the individual (not ALL) with:
“Thanks — just to clarify, are you asking me to [X], or is this more for awareness?”
Someone’s tone feels harsh?
Assume positive intent — tone doesn’t always translate. If unsure, follow up in person or via chat to clear the air.
Too many emails to keep track?
Use folders or tags like:
“Follow-Up Needed”
“Waiting for Response”
“Save for Reference”
Final Thought: Email Is a Skill
You don’t have to write perfect emails or respond instantly to every message. But with a little structure and intention, you can stand out as someone who’s thoughtful, efficient, and clear.
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