How to Write a Work Email That Gets a Response

I've sent thousands of work emails over the years, and I can count on one hand the number that got ignored despite being important. Most of the time, when an email goes unanswered, it's not because the recipient is rude or busy beyond reason - it's because the email itself didn't grab their attention or make it easy to respond. In a world where inboxes overflow with messages, your email needs to stand out and respect the reader's time. Let's break down how to craft one that actually prompts a reply, drawing from what I've learned through trial and error in fast-paced teams.

Start with a Subject Line That Sparks Interest

The subject line is your email's front door. If it doesn't invite someone in, they'll keep scrolling. I remember once needing approval on a project timeline from my manager, who was swamped with meetings. My first attempt: 'Project Update.' No response for days. Then I tried 'Quick Approval Needed: Q3 Timeline Adjustment.' She replied within an hour. The difference? Specificity and a hint of urgency without drama.

Avoid vague subjects like 'Question' or 'Update.' Instead, make it clear what the email is about and why it matters now. If you're asking for feedback, say 'Feedback on Marketing Proposal by EOD?' That sets expectations. Keep it under 50 characters if possible - people read on mobile. Test this by imagining you're the recipient: Would this make you open it amid 50 other tabs?

Greet with Familiarity, Not Formality Overkill

How you start sets the tone. In Nigerian workplaces, where relationships often blend professional and personal warmth, a stiff 'Dear Sir/Madam' can feel distant. I worked at a Lagos tech firm where colleagues used first names right away, even with seniors, as long as it fit the culture. 'Hi Chidi,' or 'Hello Team,' works wonders for building rapport.

If it's someone new or higher up, err on the side of respect: 'Good morning, Mr. Adebayo.' But don't overdo it. The goal is to make the reader feel seen, not like they're reading a memo from HR. Personalize where you can - reference a recent meeting or shared context. 'Following up on our chat at the Abuja conference' turns a cold email into something warmer, increasing the odds of a thoughtful reply.

Keep the Body Concise and Purpose-Driven

Nobody has time for essays. I once got a novel-length email from a vendor detailing every feature of their service. I skimmed it, forgot the ask, and never responded. Contrast that with a short email from a colleague: three paragraphs totaling 100 words, ending with a clear question. I answered immediately.

Structure your body like a story with a beginning, middle, and end, but keep it tight. Start with context if needed - one sentence max. 'As discussed in yesterday's standup, we're hitting a snag with the client deliverables.' Then state the purpose: 'I'm reaching out to see if you can review the attached draft by Wednesday.' Provide just enough detail to inform without overwhelming - attach files or link docs instead of pasting everything.

Use short paragraphs, one idea each. Active voice keeps it engaging: 'Can you confirm availability?' beats 'I was wondering if you could let me know.' And weave in empathy: 'I know you're juggling the sales push, so I appreciate any quick thoughts.' This acknowledges their world, making them more likely to engage.

From my experience leading remote teams across time zones, the best emails feel like a quick chat. If it takes more than two minutes to read, it's too long. Aim for 5-7 sentences total. If the topic's complex, suggest a call: 'Happy to hop on a 10-minute Zoom if this needs more discussion.'

Craft a Call to Action That's Impossible to Ignore

The magic happens here. Without a clear next step, even the best email fizzles. I learned this the hard way when following up on a budget request. My initial email explained the need but ended vaguely: 'Let me know your thoughts.' Crickets. The redo: 'Could you approve this by Friday so we can proceed? Reply yes/no or suggest changes.' Response came same day.

Make your CTA specific and easy. Questions work best: 'Does 2 PM tomorrow work for you?' or 'What's your take on option B?' If it's a yes/no, say so. For broader asks, propose options: 'Shall we meet Monday or Tuesday?' This reduces decision fatigue.

In collaborative Nigerian offices, where hierarchy plays a role, frame CTAs respectfully: 'I'd value your input on this - when might you have a moment?' It invites without demanding, fostering goodwill.

Sign Off Simply and Professionally

Endings matter as much as beginnings. 'Best regards' or 'Thanks' followed by your name suffices. Add your role or contact if it's external: 'Best, Ngozi Okonjo, Project Lead | +234 123 4567.' No need for quotes or signatures that eat space.

A quick 'Looking forward to your reply' reinforces the CTA without nagging. I've found this subtle nudge boosts response rates, especially in asynchronous work setups common in our hybrid scenes.

Putting It All Together for Real Impact

Writing emails that get responses isn't about tricks - it's about clarity, respect, and efficiency. Over time, I've seen my reply rates climb from frustrating lows to near 90% by treating each email like a conversation starter, not a dump of info.

Next time you hit send, pause: Does the subject pull them in? Is the body skimmable? Does the ask stand out? Refine until it feels effortless. Practice on low-stakes emails first, track what works for your team, and adjust. You'll notice replies flowing in, saving time and building stronger connections at work. In the end, it's these small habits that turn communication from a chore into a tool for real progress.