Rule number one of written communications: Write like you speak…only better.

Rule number two: Omit. Needless. Words.

While these rules are fairly universal, they’re particularly relevant when it comes to email correspondence.

Everyone has had his or her fair share of long, vague emails that take a few minutes to sift through. A few minutes might not seem like a big deal, but now that professionals spend 28 percent of their workday reading and responding to emails, that can add up to a significant loss in productivity.

This particular case study cites the benefits of limiting emails to five sentences or fewer. If an email can focus on the key points with a clear call to action, the sender is more likely to receive a response, and in turn, more time can be spent implementing the discussed ideas and tactics.

Some might think that using five sentences per email could be perceived as short or rude, and done incorrectly, it might be. By referencing rule one – write like you speak, only better – and adopting a conversational tone, the potential abruptness of the email can be avoided, especially with a simple “thank you” or “thanks!” at the end.

In short (literally), there’s no need to pen a J.R.R. Tolkien classic with all the pastoral imagery mumbo jumbo. Focus on the important details, like the who-what-when-where-why-how, and the rest will fall into place much easier.

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