Writing a clear text or email

What to know

1. Write a subject line that says what it's about. It helps the reader know what the message is and decide when to read it. Source: Purdue OWL Weak: "Question." Strong: "Kitchen sink leaking, Apt 4B."
2. Open with a greeting ("Dear Ms. Smith" or "Hi Ms. Smith" for someone you don't know well), then your main point in the first sentence. A good topic sentence organizes everything after it. Source: Purdue OWLDigital.gov
3. Say who does what. Active voice removes confusion about responsibilities: "Can you send the repair person Friday?" not "It needs to be looked at". Source: Digital.gov
4. Use short words, short paragraphs and present tense, and turn several items into a list. Source: Digital.gov
5. Proofread: standard spelling, punctuation and capitalization; no ALL CAPS and no text abbreviations like "u" in messages to a boss, teacher or landlord. Source: Purdue OWL
6. Sign off with a closing ("Thanks,"), your name and how to reach you, such as your phone number or apartment number. Source: Purdue OWL
7. Before you send, check the To line. Many people have meant to reply to one person and sent it to a whole group. To be safe, start a new email to the one person. Source: Purdue OWL

Template: repair request to a landlord

Subject: Repair needed: kitchen sink leaking, Apt 4B. "Hi Ms. Lopez, the pipe under my kitchen sink has been leaking since Monday, Oct. 5. I've put a bucket under it and attached two photos. Can someone fix it this week? I'm home after 4 p.m., or you can enter with notice. Thanks, Jordan Lee, Apt 4B, 555-0142."

Template: calling out of work

"Hi Sam, I'm sick and can't make my 2 to 8 shift today. I've asked Alex if they can cover and will let you know what they say. I expect to be back for Thursday's shift. Jordan"

Template: asking a teacher or professor

Subject: Question about Essay 2 due date, ENG 101 section 3. "Dear Dr. Patel, I'm in your 10 a.m. section. I was out sick Tuesday and missed the essay instructions. Could you tell me where to find them, or could I come to office hours Thursday? Thank you, Jordan Lee"

Before you hit send

• Subject line says what it's about Source: Purdue OWL
• First sentence says what you need
• Dates, times, amounts and names are correct
• No passwords or account numbers Source: Purdue OWL
• To line is only who should get it Source: Purdue OWL
• No attachment to a stranger unless they asked for it; it may look like spam Source: Purdue OWL

If it doesn't work

• No reply? Wait a reasonable time for the person and topic, then send a short, polite follow-up. Source: Purdue OWL See Following up after an interview for a job example.
• They answered the wrong question? Reply with your one question as the first line, and make the subject line match.
• Getting tense? Suggest a quick call. You can't hear tone in writing, so a short call can calm things down. Then send a short written recap of what you agreed.

Good to know