It is estimated that the typical employee receives around 120 emails each day. Many of these messages are unimportant, spam or marketing messages. This means that an unclear, poorly written email can get lost in the shuffle. The email may be ignored or not responded to in a timely fashion.

The military trains their members on how to write precise, effective email messages that will receive immediate attention and timely responses. You can use the military method so that your email messages are sure to be noticed.

Use a Descriptive Subject Line

Make the subject line brief and to the point, include action keywords. This ensures that your message will be noticed by the recipient, and it gives them a clear indicator of what the message is about. The military uses these rules when filling in the subject line.

ACTION: Necessary for the recipient to take some action.

SIGN: Requires the signature of the recipient.

INFO: For informational purposes only, and there is no response or action required.

DECISION: Requires a decision by the recipient.

REQUEST: Seeks permission or approval by the recipient.

COORD: Coordination by or with the recipient is needed.

When you regularly use these descriptions in the subject line your contacts will become familiar with your style and know what to expect.

Composing the Message

The military uses the FOCUSED & BLIND methods when composing messages.

Focused

FOCUSED: The issue, nothing more and nothing less.

ORGANIZED: The material is organized in a systematic and direct format.

CLEAR: The words are precise and exact.

UNDERSTANDABLE: The message includes the information the recipient expects and needs to know.

SUPPORTED: The information provided is supported by additional details.

Blind

BL: Bottom line.

I: Impact on organization.

N: Next steps.

D: Details to support the bottom line and any significant discussion points.

Put Important Information at the Top (BLUF)

Especially for email messages that are longer, put the most important information at the beginning of the message. The military calls this (BLUF) bottom line up front. BLUF should quickly answer the five W’s: who, what, where, when, and why.

Write Economically

The military understands that shorter, precise email messages are the most effective. Try fitting everything in one pane so the recipient does not have to scroll down.

Be concise, skip the fluffy, unimportant details. If the recipient does not need the information don’t include it.

The military seems to have an effective way to manage their mail. This might be something you want to try for yourself, especially in the business setting.