Writing a clear text or email
Clear subject line, the point in your first sentence, short paragraphs, active voice, and a sign-off with how to reach you.
You'll need
- The one thing you want the reader to know or do
Do it like this
- Write a subject line that says what it's about (Purdue OWL).
- Open with a greeting, then your main point in the first sentence. A good topic sentence organizes everything after it (Digital.gov).
- Use active voice: "I'll send it Friday," not "It will be sent" (Digital.gov).
- Keep paragraphs short. Use a list if there are several items (Digital.gov).
- Sign off with your name and how to reach you (Purdue OWL).
Watch out. Skip all caps, text abbreviations and jokes in work email. They often don't land the way you mean (Purdue OWL).
If it doesn't work
- No reply? Give it a reasonable amount of time for the person and topic, then send a short, polite follow-up (Purdue OWL).
- They answered the wrong question? Put your one question in the first line and make the subject line match (Purdue OWL).
- It's getting tense over email? Suggest a quick call. Tone is easy to misread in writing.
Good to know
Write for your reader
Plain language isn't dumbing down. It means using words your reader understands (Digital.gov).
Long threads
Trim old messages from long threads so the email stays readable (Purdue OWL).
Reply time
Respond within a reasonable time, which depends on the person and the topic (Purdue OWL).
Sources
- Purdue University Online Writing Lab Email etiquette
- Digital.gov (U.S. General Services Administration) Writing for understanding
- Digital.gov (U.S. General Services Administration) Principles of plain language
Lesson R1.3 · Last checked October 2, 2026 against the sources listed. See a mistake?
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