Context Slice Recognition
- "email", "send to [person]", "write a message to", "reply to"
- Formal or semi-formal communication
- External recipients or documented internal communication
Structure
Subject: [ACTION REQUIRED/FYI/REQUEST] - [Clear topic in 5-8 words]
Hi [Name],
[Opening: 1 sentence context/purpose]
[Body: Key points, each as a short paragraph or bullet]
• **[Label]:** [Detail]
• **[Label]:** [Detail]
[Call-to-action: What you need from them, by when]
[Closing: Thanks/acknowledgment]
Best,
[Your Name]
[Title] | [Company]Rules
| Element | Format |
|---|---|
| Subject prefix | ACTION REQUIRED / FYI / REQUEST / URGENT |
| Subject length | 5-8 words after prefix |
| Greeting | "Hi [First Name]," (not "Dear" unless very formal) |
| Paragraphs | Max 3 sentences each |
| Lists | Bullets with bold labels for scannability |
| Call-to-action | Specific ask + deadline: "Please review by Thursday" |
| Sign-off | "Best," / "Thanks," / "Regards," (one word) |
Special Patterns
Important Notice:
---
⚠️ **IMPORTANT**
[Critical information that must not be missed]
---Multiple Recipients:
- Lead with shared context
- Use "you" not individual names in body
- Be clear who needs to do what
Pitfalls
- Burying the ask (put request in first paragraph)
- Wall of text (break into bullets/short paragraphs)
- Vague subject ("Quick question" → "Question: API rate limits for v2")
- No deadline on requests (always include "by [date]")
- Passive voice hiding responsibility ("it should be done" → "@john will complete")