How to Write Emails That Actually Get a Response

We’ve all been there — you send out an email, see that it’s been opened multiple times, but still… no reply. You’re left wondering, Did I say something wrong? Was the content unclear? Should I follow up again or wait?

It’s frustrating — and after working with thousands of business professionals over the years, I’ve learned that sometimes the problem isn’t what you’re saying, it’s how you’re saying it.

Here are two simple but powerful tips that can transform how people respond to your emails.

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1. Make Your Emails Scannable

When people open your email, the first thing they do is scan. If they see a wall of text, they’ll often think, “I’ll read this later” — which usually means never.

Your job is to make your message as easy to absorb as possible. Think of it like an old newspaper layout: headline, information. Headline, information.

Here’s how to do it:

• Use bold subheadings for clarity — e.g., “Available Dates” or “Next Steps.”

• Break information into short lists (1, 2, 3) so the reader can digest it quickly.

• Keep paragraphs short — two to three lines max.

When your email is scannable, people can instantly find what they’re looking for: dates, prices, next actions. The faster they understand it, the faster they’ll respond.

2. Replace “I” with “You”

Most emails start like this:

“Hi John, I need the following information so that I can prepare your proposal. If I can get it by Friday, I’ll send it out before close of business.”

It’s clear, but it’s also self-focused. The message is about you, not the reader.

Try this instead:

“Hi John, thank you for your enquiry. If you can send me your requirements, I can prepare your quote, and you’ll receive it before close of business.”

It’s the same message — but with a completely different tone. Using “you” makes your email inclusive. It shifts the focus to the customer and helps them feel like the central part of the process.

That one small change can make a huge difference in how people engage with you.

Final Thoughts

Every email you send is a reflection of your professionalism and your intent. If you make your message scannable and focus on the reader, you’ll stand out instantly.

Simple. Clear. Conversational.

Two small tweaks that can completely change your results.