Note: This is a post in the Practical Tips for New Leaders series. For more tips, learn about running effective meetings and working with senior leaders.
One of the fastest ways to build credibility as a new leader is to communicate clearly. That starts with your emails.
I know it doesn’t sound revolutionary, but you’d be surprised how many early-career professionals hurt their reputations by sending unclear, overly long, or just plain chaotic messages.
Good email writing is a skill. Here are practical tips to help you write emails that people will actually read and respond to.
1. Use a Subject Line with a Clear Ask
The subject line is your first impression. Use it to tell the recipient what you want from them.
✔️ Subject: Review Request – Q2 Campaign Brief by Friday
✔️ Subject: Approval Needed – Final Pricing Deck
❌Subject: Quick Question
❌ Subject: Hey
Avoid vague subject lines that leave people guessing. Even worse are subject lines that try to be the whole email.
Right after I graduated, I joined a client project where one team member—let’s call her Subject Line Susan—never actually wrote emails. Instead, she’d change the subject line every time she had something new to say. Whole conversations happened entirely in the subject lines. It was chaotic. It felt rushed and, honestly, a little rude.
Don’t be like Susan.
2. Be Clear and Concise
Your reader shouldn’t have to work to understand what you need from them.
Structure your email like this:
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Start with context if they need it.
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Follow with your clear request or next step.
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Use short sentences and simple language.
Example:
Following up on yesterday’s meeting, we agreed to finalize the project brief by Friday. I’ve attached the latest draft. Could you please review and share any edits by end of day Thursday?
Also, when you need something, say it right away. Don’t bury the ask three paragraphs down. Get to the point.
3. Remember: Email Is Still a Formal Tool
Even if your company is casual, don’t treat email like a text message, especially if you’re just starting out. How you communicate is a reflection of your personal brand, so communicate with intention.
Take the time to:
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Greet the person: “Hi, Sam” or “Good morning, team!”
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Close with intention: “Thanks,”; “Best,”; or “Looking forward to your thoughts,” (followed by your name).
This isn’t about being stiff. It’s about being professional and respectful.
Early in my career, a leader I worked with shared a small preference that stuck with me: He liked to start emails with “Hi there, [name]” instead of just “Hi, [name],” because it felt a little warmer and more conversational. It’s a tiny change, but it can soften the tone without sacrificing professionalism.
4. Use Bullets Whenever Possible
Nobody reads long paragraphs in email. Work hard to make your email easy to read. Consider your audience. If you’re listing tasks, next steps, or questions, use bullets or numbered lists. Make your message easy to skim.
For example:
Please review the following:
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The updated client roadmap (attached).
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Slide 5 in the pitch deck – is the messaging aligned?
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Q3 goals – does anything look off?
Clean, clear formatting shows you respect people’s time. We’ve all been there: You open an email, see a wall of text, and immediately mark it as unread, telling yourself you’ll come back to it (hopefully) later.
5. Proofread Before You Hit Send
Seriously. Proofread. Always. Even read it out loud for clarity.
Check for:
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Typos
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Incomplete thoughts
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Missing attachments (we’ve all done it)
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A tone that’s appropriate for your audience
It only takes 30 seconds, but it can save you from looking sloppy or careless.
6. Assume Your Email Will Be Forwarded
Write with the assumption that your message could be shared with someone you didn’t expect. Avoid casual complaints, inside jokes, or anything that might not hold up out of context.
Clear, professional writing makes it easier for your message to travel while protecting your credibility.
7. Use the CC Line Thoughtfully
Think before you CC. Only copy the people who truly need visibility. And when you do, be clear why they’re there.
Example:
CC’d Alex here for visibility—no action needed.
This shows consideration and helps people manage their inbox.
8. Don’t Use Email for Complex Feedback
If your message includes nuanced feedback, live discussion is often better. Email is great for summaries, approvals, and decisions, but not always for back-and-forth about big changes or tough calls.
When in doubt, suggest a quick call or drop your thoughts in a shared doc with comments. You’ll save time and reduce confusion.
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Writing strong emails is about being intentional. Think of every message you send as a reflection of your judgment, your clarity, and your respect for the reader’s time.
Email may not be the flashiest leadership skill, but when done well, it makes everything else you do easier.
