The Biggest Reason Your Coworkers Don’t Respond to Your Emails

(And What You Should Be Writing Instead)

If you suspect your coworkers might be consistently eye-rolling when your email hits their inboxes, you’re probably right.

It’s not that they’re rude. It’s that your email might be… well, kind of a mess.

According to leading HR experts, the #1 reason workplace emails get ignored is simple: they bury the point. Long-winded intros, vague subject lines, and walls of text make your message feel like homework—not help.

Let’s fix that.

What You’re Probably Writing (And Why It’s Failing)

• Subject Line: “Quick Update”(Translation: This could be anything from a birthday reminder to a budget cut. No urgency, no clarity.)

• Opening Line: “Hope this finds you well!”(Nice sentiment, but it doesn’t move the needle. Your reader is already skimming.)

• Body:“ Just wanted to touch base on a few things that have come up recently. I know we’ve all been super busy, but I thought it might be helpful to share some thoughts and ideas around the upcoming project timeline. Let me know what you think!”(That’s 50 words of fluff before you even say what the email is about.)

  
  

What You Should Be Writing Instead

Here’s how to write emails that actually get read—and answered:

Email Element	Instead of This...	Write This Instead...
Subject Line	“Quick Update”	“Action Needed: Confirm Q4 Budget by Friday”
Greeting	“Hope you’re well!”	“Hi team—jumping right in:”
Opening Line	“Just wanted to touch base…”	“We need to finalize the vendor list by EOD Thursday.”
Body Format	Wall of text	Bullet points or numbered steps
Tone	Vague and passive	Direct, respectful, and clear
Call to Action	“Let me know what you think.”	“Please reply with your top 3 picks by noon tomorrow.”

Example Email That Works

Subject: Finalize Vendor List – Reply by Thursday 5 PM

Body: Hi team—jumping right in: We need to finalize our vendor list for the fall campaign. Please review the options below and reply with your top 3 picks by Thursday at 5 PM.

• Option A: Local Print Co. – $2,500

• Option B: Rural Roots Design – $2,800

• Option C: Main Street Media – $2,300

Thanks for keeping this moving!

Best,

Erika

Keep It Clear, Keep It Kind

In small towns and in small businesses, we don’t have time for fluff. We say what we mean, and we mean what we say—with heart. Your emails should reflect that same clarity and care.

So next time you hit “compose,” ask yourself:

Is this email a tool—or a chore? If it’s the latter, rewrite it.