Emails That Actually Get Replies

You don’t need perfect English. You need a structure that respects the reader’s time.

The 4-line structure

1. Why you’re writing — one line, no preamble.
2. What you need — be specific. “Please review” is weaker than “Please confirm by Friday if the dates work.”
3. Context, if needed — only what’s necessary to act on your request.
4. Clear close — thank them, state the next step.

Example

Subject: Leave request — Aug 18-19

Hi Priya,

I’d like to take leave on Aug 18 and 19 for a family event.

I’ve finished the report due this week and will hand off the pending tickets to Arun before I leave.

Please let me know if this works. Thank you.

What to drop

• “Respected Sir/Madam” in everyday work email — a simple “Hi [Name]” is standard in most Indian tech companies now.
• Long apologies for “disturbing” someone. Asking a work question is not a disturbance.
• Translating a Tamil sentence word-for-word into English. Write the idea directly in simple English instead.