The four-line structure
Step 1 / 2·Four lines
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Learning objectives — after this module you will:
- Build an email on the four-line structure
- Write a request specific enough to act on immediately
- Handle emails that need a lot of context
Four lines
Have a frame that writes an email in two minutes.
A complete example:
'Please approve section 3 of the attached report by 3pm Thursday.'
'Once approved, I send it to finance in time for the quarterly close.'
'Context: section 3 is training cost, up 12% on last quarter because of the new safety programme at two plants. Nothing else has changed.'
'If you would like the two new plants broken out separately, I can send that today.'
Do not bundle several requests into one email
An email with three requests usually gets a reply to one. If you need three independent things from the same person, send three emails with three subject lines — or number them clearly and say plainly 'there are 3 items for you here'.