Could Sending Better Emails Reduce Stress and Improve Productivity?
Emails are a source of stress and anxiety for many of us. It’s easy to blame the high volume of incoming emails we receive. Managing them can feel like a constant battle, although we can win by adopting practices like my Sustainable Approach to Inbox Zero.
This isn’t enough, though. What about the emails you send? Are they contributing to your stress? What if sending better emails could reduce stress and improve productivity? I believe it can, and in this article, I’ll explain why—and how you can start sending better emails today.
What Does a Good Email Look Like?
Let’s start by thinking about what makes a good email. I appreciate what follows is subjective, but I believe a good email:
Has a clear subject line so the reader knows what the email is about and indicates whether an email is for information only or requires action.
Contains everything it needs to (I’d rather have one longer email than several on the same topic).
Includes the bottom line up front (BLUF).
Is clear, concise (no waffle), professional in tone, and well-organised, using sub-headings to break up the text as needed.
Only uses the CC (carbon copy), BCC (blind carbon copy), or “reply to all” functions when essential (and they are rarely required in my experience—they just create more email traffic).
What have I missed? Can you add to this list? Is there anything you disagree with? Leave a comment to let me know.
What Happens When We Send Better Emails?
It might seem counterintuitive, but sending a well-crafted email saves time in the long run. Drafting one clear, comprehensive email may take longer, but it reduces the need for follow-up messages. A good email covers all the necessary information in one go, minimising back-and-forth exchanges that clutter your inbox.
In a professional setting, particularly if you’re in a more junior role, sending well-structured, thoughtful emails demonstrates confidence and competence. Clear communication reduces misunderstandings and shows that you have things under control. This level of professionalism can build trust with your manager or colleagues, meaning they’re less likely to micromanage or send follow-up emails checking on your progress. The result is the same: fewer unnecessary emails.
Well-written emails create an atmosphere of efficiency, making everyone’s life a little easier. When you communicate effectively, you set the tone for how others engage with you via email. The clarity and organisation of your emails can inspire others to be more concise and thoughtful in their responses, leading to smoother and more productive communication.
When Should We Send Our Better Emails?
It’s not just what you say in your emails that matters—timing is equally important. I used to think the timing of an email didn’t make much difference, assuming recipients would manage their own boundaries. Just because you send an email late at night doesn’t mean you expect an immediate reply, right? The problem is that your recipient might not know that. If you’re in a more senior position, emailing outside of regular working hours can unintentionally signal that an out-of-hours response is expected.
Now, I try to lead by example and set clear boundaries around email. I aim to send emails during traditional working hours to avoid creating pressure for others. I also use the scheduling function in my email app where appropriate to send emails at a suitable time.
That said, I have a flexible working week, splitting my time between employed and self-employed roles. Sometimes, I work outside typical hours and send emails at odd times. I know I’m not alone—many of us work flexibly. But that doesn’t mean boundaries aren’t necessary.
One way to manage this is by adding a note to your auto-signature; something like, “I send emails at times that suit my schedule, but I don’t expect a response outside your working hours”. You can also include your regular working hours, especially if you work part-time. This transparency helps communicate your boundaries clearly and reassures recipients that there’s no pressure to reply immediately.
There are both pros and cons to this approach. On the positive side, a wellbeing notice shows respect for work-life balance and can help reduce stress for you and your recipient. However, it can seem impersonal or redundant if overused, especially in teams where email boundaries are already respected. Consider whether this aligns with your organisation’s culture or personal brand. Either way, making your working hours clear—whether through a notice or by sticking to those hours—helps create a more respectful and manageable email culture.
Final Thoughts
When you combine clear boundaries around email with a (sustainable) Inbox Zero process and focus on sending better emails, the benefits are clear: fewer unnecessary replies, less stress, and a more productive inbox. Thoughtful emails reduce the need for back-and-forth, help set expectations, and show respect for others’ time. It’s about managing what comes in and improving what goes out. I encourage you to try this approach—reflect on how and when you send emails and see the positive impact it can have on your productivity and wellbeing.
