Email Replies: Make a Habit of Starting with the Key Point
If someone has to read three paragraphs after opening your email just to figure out, “So what do they want me to do?”, it is not a well-written email. Busy people decide whether to handle or postpone a message after reading only the first two lines. One habit, putting the key point first, can improve both response speed and trust.
| Section | Key summary |
|---|---|
| Introduction | One habit, putting the key point first, can improve both response speed and trust |
| One-line conclusion → reason → greeting | People usually write in the order of greeting → background explanation → conclusion |
| 4 first-line templates | Short key point |
| 5-minute reply routine | When you open an email, first decide the one thing the other person needs to know |
One-line conclusion → reason → greeting
People usually write in the order of greeting → background explanation → conclusion. Reverse that order. Put the “conclusion (request/answer)” in the first line, then add the reason and background, and keep the greeting light at the very end. The recipient can understand what needs to be done just from the first line.
4 first-line templates
- Request: “Could you send the ○○ materials by the morning of 6/15(Mon)?”
- Reply: “To start with the conclusion, we will proceed with option B.”
- Sharing: “I’ll first summarize the 3 key takeaways from the meeting.”
- Confirmation: “Once you confirm just the two items below, we can wrap this up right away.”
5-minute reply routine
- When you open an email, first decide the one thing the other person needs to know
- Write that one thing as a conclusion sentence in the first line
- Add the necessary reason or background in 2-3 lines below it
- Make action-related information, such as deadlines and owners, stand out in bold or on separate lines
- Before sending, check once whether the point comes across from the first line alone
| Common opening | Opening that starts with the key point |
|---|---|
| Hello, the weather has gotten quite hot. The reason I’m writing is... | Hello. I’d like to share one schedule change. |
| I’m sorry to bother you when you’re busy, but if possible... | Please send your review comments by 6/15. |
| To explain, there are several circumstances involved | The conclusion is that we will proceed as scheduled. The reason is below. |
Of course, with apologies or sensitive matters, one considerate line may need to come before the conclusion. But for most work emails, starting with the conclusion is the right answer. Remember that writing briefly is not rude; it is a form of courtesy that saves the other person’s time.