Before You Hit Send — 3 Quick Checks (Email)

Emails are one of the most powerful tools for communication.

But how many of us actually review how we’re writing, not just what we’re writing?

We’ve all received emails that were vague, confusing, or even tone-deaf. Messages like these can slow down progress, lead to misunderstandings, and may be left ignored. But with a few simple checks, your emails can become clearer, more professional, and more likely to get the results you want. 

Here are three quick things to check before you hit “Send” on your emails:

1. Is your subject line clear and specific?

Your subject line is your first impression. It helps the reader decide whether to open your email now, later, or not at all. A good subject line should set expectations and make the email easy to find later. 

Instead of:

❌ "Question"

❌ "Follow-up"

❌ "Reminder"

Try:

✅ "Question About Tomorrow’s Client Presentation"

✅ "Follow-Up: Draft Proposal for Marketing Team – Feedback Needed"

✅ "Reminder: Submit Training Feedback by Friday, 5PM"

Think of your subject email like a newspaper headline—it should be informative, not mysterious.

2. Does your tone match the message?

The words you choose—and how you say them—matter just as much as the message itself. Especially in emails, where there is no body language or facial expression and tone can easily be misunderstood.

The aim for your tone is:

• Professional, but not robotic

• Polite but not passive

• Confident but not aggressive

Before sending, try reading your email out loud. Does it sound like something you would say in person? If it sounds cold, abrupt, or too casual, reword the email to improve the tone.

3. Is your Call To Action (CTA) clear?

Too many emails end with vague sign-offs like:

❌ "Let me know what you think."

❌ "Looking forward to your response."

Instead, be clear about what you want the reader to do—and when.

Better CTAs include:

✅ "Please confirm your attendance by Friday at 3PM."

✅ "Can you send me the updated file before our call tomorrow?"

✅ "Let me know if you'd prefer Option A or Option B by the end of the day."

A specific, time-bound call to action makes it easier for people to respond—and for you to move forward.

The Bottom Line

Clear subject lines, thoughtful tone, and actionable CTAs can improve how your team collaborates, communicates, and gets things done.

Want to build stronger writing in your team? 

Train your team to write clear, professional emails that get results.

Ask us about our Writing Foundations program.