When you write emails, everything of importance should be in the first line. If there is a call to action that you need people to complete, that should be in the first or second sentence. The rest of the email should be able to be skimmed so that people can find what is of importance to them.

Why do I think this?

That answer will take a paragraph or two, so buckle in. When I was working for top-tier financial firm, my boss and mentor gave me this advice. At the time, I was into writing long, thoughtful emails — showing the nuance in everything I was thinking. I wanted people to know that I was a thoughtful person, carefully considering each detail and contingency. Or, maybe I was showing off. Whatever I was doing, she didn’t have time for that.

She told me the story that earlier in her career, she worked directly for the Chief Risk Officer (a position of incredible importance at a financial institution), and he told her that he was never going to read past the first line in anything she sent. And, he purposely didn’t. And, if he missed something, that was on her. As she told me, it was important for her to realize that he had several emails and messages coming his way, and he needed to process them quickly.

Now that she was now in a similar position, she made the same edict to me — everything that was important needed to be on the first line.  I accepted the challenge, and started writing emails like that. What I found is that I started doing this to everyone and got better responses.

When can I break this rule?

This rule is for people you know — especially co-workers, and most especially, your boss. Of course this rule doesn’t apply if it is someone you don’t know — in that case, you need to introduce yourself, exchange pleasantries, and all of that. But, after that, they will appreciate it, if you get to the point. No one wants there time wasted.

What if the subject is complicated?

Write up all your thoughts. Go into detail. Take the time to edit it. And then, most importantly, then take time to write the one to two sentence summary at the beginning of the email.

Often, I don’t know what the summary is until I get it all out. But then, I edit the first lines of the email before sending.

What if I have lots of thoughts?

Good. Get them all out first and then write the email the correct way — with the summary at the top.

Does this apply for chats?

It’s even more important that chats are succinct.

But what if I am the type of person who wants to make sure you read all my thoughts?

I get it. You believe your thoughts are really important and everyone needs to know all your thoughts and feelings. I think I was that way when I worked for my old boss and mentor (see “Why do I think this?” above).

You want people to spend as much time thinking about the subject as you do, and that’s understandable — but, here’s the thing — people will appreciate you MORE if you think about not just the subject but the recipient’s time and tell them what they need to know.

And, the irony is, the longer you spend writing or the more you write, the less likely people are to read it.

Why did you write this down?

I wrote this down, so I can send this specific link to anyone who needs this advice. And, if I sent this link to you, I am imparting the advice I got from one of my best bosses and mentors: It made me a better communicator because, ultimately, I put the audience first.

I was inspired by nohello, which I also send out to people.

This article is crossposted on Medium.