Communication Part 4: Messages that get replies

Messages usually get ignored because the reader has to work out what you want. Put the ask first and make it easy to reply.

The shape of a good email

• A subject line that says what it's about and what you need: "Assignment 3: request to submit on Monday", not "Hi" or "Regarding assignment".
• The ask in the first line.
• Two or three lines of context.
• One clear next step, with a date if there's a deadline.
• A simple sign-off with your full name. For college, add your course and roll number.

Aman writes to his professor

His first draft:

Respected Sir, I hope this email finds you well. I am writing to inform you that I am a student of your Machine Learning class, and I wanted to ask whether it might be possible to...

Thirty words in, he still hasn't asked. "Respected Sir" is fine if that's the norm at your college. The problem is the two sentences before the ask. His second draft:

Dear Professor Rao,
Could I submit Assignment 3 on Monday instead of Friday? My placement interview is on Thursday, and I won't be able to finish it properly before then.
I've completed the first two questions and can send them today if that helps.
Thank you,
Aman Verma, B.Tech CSE, roll number 23CS045

It's polite and short, and the professor can say yes in one line.

WhatsApp, Slack and group chats

• Don't send just "Hi" and wait. Put the request in the first message: "Hi Priya, can you send the slides by 6 pm? I need to add the results."
• Send one message, not five in a row.
• In a group, tag the person who needs to act, or nobody will.
• For work, write it rather than sending a voice note. People can skim text and search for it later.

Before you hit send

Read it as the other person. Do they know what you want, by when, and why? Cut anything that doesn't help them answer. Check names, dates and attachments.

Try it

Find a message or email you sent that didn't get a reply. Rewrite it: the ask in the first line, context in two lines, and one clear next step.

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Next: Communication Part 5: Disagree without a fight