The Message
The Three-Paragraph Rule
To keep your emails clear, organize your thoughts into three simple blocks.
Standard Layout
1
1. The Opening
State your purpose. Why are you writing this email? Do this in the first two sentences.
2
2. The Details
Provide the facts or data. Use bullet points if you have more than three items to list.
3
3. The Action
Tell the reader what to do next. Ask a question or provide a deadline.
Visual Example
Subject: Project Status Update
Hello [Recipient Name],
I am writing to provide an update on the current project schedule.
The first phase is now complete. We have attached the files for your review.
Please let us know if you have any questions by Wednesday.
Best regards,
[Sender Name]
[Sender Name]