Most positive and routine messages should be direct with key information frontloaded so that readers understand your purpose immediately.
Organizing Direct Messages
- Frontload the Main Point. If you are delivering good news, providing information, making a request, or announcing a meeting, put the essential information in the first sentence. This is particularly important now that so many readers look at email on their phones and even watches.
Avoid rote and meaningless openings like “I hope this message finds you well.” You are just obscuring or delaying your main point.
- Provide Necessary Details or Explanations. The body or middle of your message is where you can provide additional information and explanation, depending on your purpose and audience.
- Create a Goodwill Closing. This is where you can express warmth and/or appreciation that is specific to the person you’re writing to. Sometimes you may also want to include contact information or next steps in your closing, but continue to keep the tone personable.
Avoid clichéd closings like “Thank you for your time and consideration.” No one reads this as sincere or meaningful.