Subject lines that get opened
Front-load the key word (put it first), keep to about 6 to 8 words so it fits on a phone screen, and say what you need. Each pattern opens with a label that tells the reader what kind of email it is.
| Pattern | Example | Words |
|---|---|---|
| Action needed | Approval needed: Q3 budget by Fri 7 June | 8 |
| Information only | FYI: office closed Monday 26 August | 6 |
| Question | Question about invoice 2041 | 4 |
| Meeting | Meeting request: 30 min on the Henderson report | 8 |
| Update | Update: tills live in 38 of 60 stores | 8 |
| Reply in thread | Re: Henderson report: final draft attached | 6 |
Invoice reminders, step by step
An unpaid invoice is usually forgotten, not refused. Reminders start friendly and become firmer at fixed points, always with the invoice number, amount and due date. Move along the timeline to see each reminder.
Subject: Invoice 2041 due on Friday 14 June
Hi Daniel,Just a quick note that invoice 2041 for £3,200 is due this Friday, 14 June. I’ve attached a copy for convenience.Thanks, and have a good week.Lena
What changes Sent before the due date, it is simply helpful. Many late payments are avoided at this step. How to write an invoice reminder email →
Kickoffs, price increases and extensions
Three emails that each turn on one essential sentence. Read the sentence first, then the elements that support it.
Project kickoff “Success means the new site is live at all 14 bakeries by 30 September, with mobile orders above 40% of the total.”
How to write a project kickoff email →
›Who is involved, and who makes final decisions›Scope: what is in, and what is not›Meeting rhythm, e.g. a weekly 30-minute call›How changes to scope will be agreed
Price increase “From 1 September, our monthly fee will rise from £450 to £495, the first change in three years.”
How to write a price increase letter →
›At least 30 days’ notice, often 60 to 90 for contracts›One clear reason, without apology›What stays the same or improves›Any option to lock in the current rate
Deadline extension “Could we move the report deadline from Friday 14 June to Wednesday 19 June?”
How to write a deadline extension request →
›Ask as soon as you know, not on the day›A specific new date›A brief reason and what is already done›What you will deliver on the original date, if anything
To, Cc and Bcc
Who you put in each field tells people what you expect of them.
| Field | Use it for | Expect |
|---|---|---|
| To | People who need to act or reply | A response |
| Cc | People who need to know but not act | No reply; keep them informed |
| Bcc | Large lists where addresses should stay private, or moving yourself out of a thread | No visibility of other recipients |
Say so when you move someone to Bcc: “Moving Sam to Bcc to spare his inbox.” Silent Bcc on a sensitive email can damage trust if it comes out later.
Reply or reply all?
ReplyWhen your answer is for the senderThanks, confirmations, questions only they can answer.
Reply allWhen everyone needs the updateA decision, a changed time or a correction that affects the whole group.
Start a new emailWhen the topic has changedA new subject line keeps both threads easy to find later.
The signature block
A good signature answers “who is this and how do I reach them?” in four lines or fewer.
Ana Silva
Account Manager, Northfield Analytics
+44 20 7946 0123 · ana.silva@example.com
Working hours: Mon to Thu
Account Manager, Northfield Analytics
+44 20 7946 0123 · ana.silva@example.com
Working hours: Mon to Thu
- Name, job title and company
- One phone number and your email
- Working days, if you are part time
- No quotes, large logos or long legal text in internal mail
Subject lines matter as much as signatures; see subject lines that get opened.
Guides on business emails
5 guides · newest first
How to Write an Invoice Reminder EmailWrite invoice reminder emails that get paid without harming the relationship: the right structure, how tone should escalate, and the details that decide payment.Oct 9, 2026 · 5 min read
How to Write a Project Kickoff EmailWrite a project kickoff email that holds up later: who to include, scope and success criteria in writing, naming the decision maker, cadence and change control.Oct 2, 2026 · 5 min read
How to Write a Price Increase Letter to ClientsHow to write a price increase letter clients accept: how much notice to give, justifying without apologising, grandfathering old rates and handling pushback.Sep 25, 2026 · 5 min read
How to Write a Deadline Extension Request EmailHow to ask for a deadline extension by email: when to send it, naming a specific new date, what to include, and how it changes when the delay is your fault.Sep 18, 2026 · 5 min read
How to Write Email Subject Lines That Get OpenedWrite professional email subject lines that earn the open: be specific, state the action or value, keep it short, front-load key words, and match tone.Jul 3, 2026 · 4 min read