The Secret to Emails That Actually Get Read at Work

Email remains one of the most used communication tools in the workplace, but it's also one of the most overlooked. With employees receiving dozens (sometimes hundreds) of emails a day, it's no surprise that many messages go unread, ignored, or buried under a pile of competing priorities.

So, what's the secret to crafting emails that don't just get sent, but actually get seen, opened, and acted on? Here's what the research (and smart strategy!) tells us.

Secret 1: Start with a Subject Line That Signals Relevance

A subject line isn't just a label; it's a headline. According to behavioral psychology, people scan their inboxes quickly and make snap decisions based on perceived importance. The best subject lines:

• Are specific and action-oriented ("New Project Deadlines: Action Required")
• Avoid vague or clickbait phrasing
• Include keywords the recipient is looking for (e.g., "Q3 Budget Update")

Even small tweaks, like including a date, using all caps sparingly, or adding the recipient's name, can increase open rates significantly.

Secret 2: Timing Matters More Than You Think

Emails sent at random times are less likely to be read. Studies show that employees are more likely to engage with internal communications during mid-morning (around 10 AM) or just after lunch (around 2 PM). Avoid sending critical updates late in the day or just before the weekend because chances are, they'll be forgotten by Monday.

Secret 3: Structure Your Message Like a News Article

The inverted pyramid method-where the most important information comes first-works especially well in professional communication. Busy employees scan for key points, so:

• Start with the main message in the first sentence
• Use bullet points or short paragraphs
• Bold key dates or actions, but avoid over-formatting

Don't bury your lead. Assume the reader may not make it past the second paragraph.

Secret 4: Make It Easy to Act

An email should have a clear purpose. Are you requesting feedback? Sharing a resource? Confirming an event? Make the action obvious and easy to follow. Use buttons or clear links if applicable and keep calls-to-action concise ("Complete the form by Friday" or "Reply with your availability").

Clarity reduces hesitation and increases the chances that your message will lead to results.

Secret 5: Segment Your Audience When Possible

Not every message needs to go to everyone. The more targeted your email is, the more relevant it feels to the recipient. Group your communications by team, role, location, or function. That way, people get what they need without feeling overwhelmed by irrelevant updates.

Using internal email software can help with this. These platforms allow you to personalize communications, schedule messages for peak times, and analyze engagement, so your emails don't just reach inboxes, but resonate with the people receiving them.

Secret 6: Track, Learn, and Improve

One often-overlooked strategy is reviewing performance metrics. Open rates, click-through rates, and responses tell you how effective your messaging is. Over time, you can adjust based on what works, allowing you to refine your subject lines, send times, and tone to suit your audience's habits.

Modern tools can even A/B test different versions of the same message to see which one performs better.

A Smarter Way to Communicate

The real secret to emails that get read? Respecting your reader's time, tailoring your message to their needs, and using tools that support smarter delivery. When done right, email becomes a bridge, not a barrier, to better collaboration.

By rethinking how you structure and send your internal messages, you're not just improving communication. Rather, you're making your whole organization more responsive, efficient, and aligned.