How to Write Clear Email Instructions

How the military writes emails: I served in the Navy. And I learned a few tactics that changed how I approach email at work. The secret? Let's call it military precision. In the military, precision isn't just about the drill. It's about how folks communicate: Everything from mission briefings to day-to-day emails. Here's the breakdown: - BLUF: Bottom Line Up Front ↳ Always start with your main point. - Start emails with action-oriented subject lines ↳ e.g., "INFO: Q4 Sales Report" or "REVIEW: Client Proposal Due 12/15" - Use Active voice and BE direct ↳ "The team completed the project" is leagues better than "The project was completed by the team" - Follow the 1 idea per paragraph rule ↳ (It really forces you to be clear and concise) - Use bullet points where possible ↳ The bullet points aren't just a layout choice. They force you to be concise. Here's the result: Faster responses. Quicker decision-making. Clearer communication. This approach wasn't just about being formal. It's about getting things done. Whether it's a military mission or a corporate task... Clear and decisive communication wins the day, every time. Try it and see what difference it makes. What’s your take on effective email communication? Any protocols that give consistent results? ♻ Repost to help folks in your network email with military precision. ➕ Follow Kabir Sehgal for daily tips on growth, productivity, & building your portfolio career.

I catch myself making this stupid email mistake all the time. It stalls deals & keeps me from getting what I want from email. I forget to BLOT & I end up structuring longer emails like a college essay. Don't do this. I hate acronyms... so let's define. BLOT= Bottom Line On Top In 2-3 sentences, what is the summary of the email? What do you want them to do? Does anyone else need to be involved? Is there a key next step / blocker? You don't need to start an essay about the kickoff plan & why it matters. You can include it in the email, but reference it in your BLOT like this: "Included a kickoff plan below" Your thesis doesn't belong at the bottom. Put the bottom line on top. Otherwise... they won't read it.

In my 10.5 years learning and teaching business writing at Amazon, I adopted many best practices that made my communication clearer, but this one tip does that AND shows that I’m on top my game. Super clear, explicit actions. If you don’t leave a meeting, convo, or doc review without actions, did it even happen?! Not being clear on the actions or follow-ups shows a lack of follow-through and unclear stakeholder management. Here’s the simple formula for your emails and recaps: 1️⃣ ACTION: the actual follow-up 2️⃣ OWNER: who owns it, as specific as possible 3️⃣ TIMELINE: when it’s due. If you aren’t sure, then add a Date for a Date (DFD) Ex. “The tech team will fix everything (Tech Team Name, ECD: 5/1/25)” Even non-action actions count. Like: “Review and report on the results of ABC experiment (Myra Deshmukh by 3/25)” Next time you send a meeting recap, business write-up, newsletter, etc, please add clear and explicit actions! #writing #clearcommunication #careerdevelopment #effectivecommunication #amazon #leadershiplab