Example: How to Write an Email with the 5-Paragraph Writing Technique

Wordy, pointless emails are the bane of my existence! When you’ve got a desk job, there’s nothing more frustrating that taking your whole day to riffle through unorganized emails and find that instead of leading to decisions, the emails just lead to more and more emails.

You can get more done by following the 5-paragraph writing technique to write quick and organized emails.

OK, so 5 paragraphs does not a quick email make. The key here is to use the same writing technique, but instead of writing 5 paragraphs, write 5-10 sentences. Here’s how:

STEP 1: Indentify the purpose of your email. Are you scheduling a meeting? Are you discussing a new opportunity?

STEP 2: Select three pieces of detail that your readers need to make a decision in their next email. For example, if you’re scheduling a meeting, offer three days and times that you could be available so that the person reading your email can make a decision immediately. Are you discussing whether to purchase something for the office? Write three sentences explaining the need for this purchase and how it would benefit the office as a whole.

STEP 3: Write a one-sentence introduction that states the purpose of your email.

STEP 4: For each of the three pieces of detail, write one or two sentences explaining them.

STEP 5: Follow with a one-sentence call to action asking the reader to make a decision. “Please look calendar and tell me which of these times works for you to meet.” –or– “Let me know whether you approve this purchase.”

By keeping emails short and asking the reader to respond with a decision, you can not only get your point across, but you can also make more decisions and get more done. It’s a win, win!

Want to see other examples of how to use the 5-paragraph writing technique?

Check out posts on:

•                Cover letters

•                Speeches 

•                Short Essays

•                Long Essays

•                Intro to the 5-paragraph writing technique

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