Five Rules Every Leader Should Follow in Email Writing

Dr. Elke Framson
Jul 7
2 min read

The five email-writing principles I share in today's post will not only increase the chances that your recipients will actually read and understand your emails – they’ll also make it more likely that your messages lead to action.

1. Make the Purpose Clear – Right Away

There’s a reason why you’re writing that email. So, whether you’re making a request or giving a status update, don’t bury the main point somewhere deep in the second or third paragraph. Let your reader know what it is in the first few lines.

Start with something friendly or polite. If needed, give some brief background or context. Then state why you’re writing.

2. Write for Your Reader – Not Your Ego

To be heard and understood, shift your focus to the person you’re writing to. Go from “What do I want to say?” to “What do they need to hear?”.

When you put yourself in your reader’s shoes, it’s easier to choose what information to include and how to present it to drive action.

3. Choose Simple Language – Be Smart

Don’t make your reader's life unnecessarily hard with long and winding sentences. Complex sentence structures can be confusing. Keep your language accessible.

How? Focus on one idea per sentence. Don’t reach for fancy words to sound more professional. Simpler language is more natural and usually more effective. Avoid jargon and abbreviations unless you're 100% sure that your reader understands them.

4. Guide Your Reader – Make it Visual

Most people scan. Make your email scannable.

Break your text into short paragraphs, use bullet points, or highlight key information. Use visual cues that catch your reader’s eye.

5. Double-Check Tone – Use it Intentionally

Finding the right tone can be challenging, especially for non-native speakers. Cultural norms shape how we make requests, offer suggestions, or give feedback. Direct translation from your native tongue can come across as too blunt or too soft.

Learn about your reader’s communication style. Make sure the tone of your email meets their expectations and matches your intention.

Why Not Leave it All to AI?

AI can be a great help for native and non-native English speakers alike. For instance, you can use it to find idiomatic expressions, check on grammar questions, or even get content inspiration.

However, having AI craft entire emails for you may result in lower effectiveness, especially when communicating on a personal level. Research shows that people place more trust in statements they believe come from a human rather than technology. AI also doesn’t understand company-specific context, such as culture and strategy or customer base. So, if you use AI to help you draft messages, review the outputs - not just for correctness. Make sure that meaning, tone, and style align with your intentions.

And continue to strengthen your human voice to build trust.

Do you want to strengthen your human voice to better reach your audience and drive action? I offer customized writing coaching based on your specific weaknesses, needs, and goals. Reach out to me for a free consultation.