How to Write More Effectively at Work: Stop Sending Emails That Make People Cringe

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The CEO of my first company used to write emails like he was texting his teenage daughter. Short, punchy sentences with zero context. "Fix this." "Call me." "Not happy." I spent half my day trying to decode what he actually wanted, and the other half wondering if I was about to get sacked.

That was fifteen years ago, and honestly? Most workplace writing has gotten worse, not better.

I've been running communication workshops across Australia since 2008, and I can tell you with absolute certainty that 80% of workplace conflicts could be avoided if people just learned to write like actual human beings instead of corporate robots or cryptic fortune cookies.

Here's what nobody tells you about effective writing at work: it's not about being perfect. It's about being clear, being human, and occasionally admitting you don't know everything.

The Real Problem With Business Writing

Everyone's trying so hard to sound professional that they've forgotten how to communicate. Last month I received an email that started with "As per our previous correspondence regarding the aforementioned deliverables..."

Mate, we talked about getting new coffee machines. Just say that.

The worst part? This obsession with corporate speak actually makes you sound less competent, not more. When you hide behind jargon and unnecessary complexity, people assume you're either confused or trying to cover something up. Neither is a good look.

I once worked with a mining company where the safety reports were so full of technical language that nobody could understand what had actually gone wrong. Three months later, the same accident happened again because the crew couldn't make sense of the prevention measures outlined in the original report.

That's when it hit me. Clear writing isn't just about efficiency or looking professional. Sometimes it's literally life and death.

Start With Your Point, Not Your Politeness

Australian business culture loves to dance around the actual message. We'll spend three paragraphs being polite before we mention what we actually need. Stop it.

Your reader is busy. Probably drowning in emails just like everyone else. Give them the main point in the first sentence, then back it up with details. Not the other way around.

Instead of: "I hope this email finds you well. I wanted to reach out regarding the quarterly reports that were due last Friday. As we discussed in our previous meeting, these reports are quite important for our upcoming board presentation..."

Try: "The quarterly reports were due Friday - do you need an extension? The board presentation is next week, so let me know by Tuesday if you're running behind."

See the difference? Same information, half the words, and your reader immediately knows what you want from them.

The best communication training courses I've seen always start with this principle. Cut the fluff, lead with the point.

Stop Writing Like a Law Firm

Unless you actually work for a law firm. In which case, carry on.

For everyone else: you don't need to sound like you're drafting a contract every time you send an email about lunch orders. I see people writing "please be advised that" when they could just say "heads up" or "just so you know."

Corporate Speak Translation Guide:

• "Please be advised that" = "Hey"
• "As per our discussion" = "Like we talked about"
• "Going forward" = "From now on"
• "Circle back" = "Talk again later"
• "Touch base" = "Chat"

The irony is that the most successful executives I know write the most casually. Richard Branson's emails read like text messages. Elon Musk tweets like he's having a conversation at a pub. They're not less professional because they sound human - they're more effective.

Actually Answer the Bloody Question

This might be my biggest pet peeve. Someone asks you three specific questions, and you respond with a philosophical essay about industry trends.

If someone emails you asking:

1. What time is the meeting?
2. Should I bring the Henderson proposal?
3. Will Sarah be joining us?

Your response should include three clear answers. Not a rambling explanation about how meetings have evolved since the pandemic.

I learned this the hard way when I was managing a team of twelve people. I'd send these thoughtful, comprehensive emails addressing the "broader context" of whatever they'd asked me. Meanwhile, they just wanted to know if they should book the small conference room or the big one.

Answer the actual question first. Add context if it's genuinely helpful. But never make people hunt through your response to find the information they asked for.

Use Your Voice, Not the Company's

Here's something controversial: your writing should sound like you, even at work. Obviously within reason - you're not writing love letters or fight-picking text messages. But there's no rule that says professional writing has to be boring.

Some of the most effective workplace writers I know have distinct voices. Sarah from our Brisbane office always includes one dry joke in her project updates. Marcus from Perth ends every email with "Cheers from the least sunny office in the least sunny month." It works because it's genuine.

The key is consistency. Don't be funny on Mondays and formal on Fridays. Pick a tone that feels authentic to you and stick with it. People will start to trust your communication because it feels reliable.

That said, know your audience. The CFO probably doesn't want to hear about your weekend fishing trip in the quarterly budget review. But a little personality never hurt anyone, and it makes your writing more memorable.

The Email That Changed Everything

About five years ago, I sent what I thought was a perfectly reasonable email to a client about changing our workshop schedule. Professional tone, all the necessary details, polite closing. Standard stuff.

Three days later, I got a call from their HR manager. The client thought I was angry about something and was considering canceling the entire training program.

What happened? I'd been so focused on being "professional" that I'd stripped out anything that might indicate my actual attitude toward the situation. To them, it read as cold and possibly passive-aggressive.

That's when I started including what I call "emotional breadcrumbs" in my business writing. Small signals that help people understand not just what you're saying, but how you feel about it.

Examples:

• "Happy to reschedule this" instead of "We can reschedule"
• "This looks fantastic" instead of "This meets requirements"
• "Looking forward to your thoughts" instead of "Please advise"

It's not about being fake cheerful. It's about giving people enough context to interpret your message correctly.

The Tools That Actually Help

Everyone talks about grammar checkers and writing apps, but honestly? The best tool for better workplace writing is reading your stuff out loud before you send it.

Seriously. Read every important email out loud. If it sounds weird when you say it, it'll sound weird when they read it. If you run out of breath in the middle of a sentence, it's probably too long. If you sound like a robot, your writing probably sounds robotic too.

The second-best tool is email communication training that focuses on real workplace scenarios, not academic theories about proper sentence structure.

I also recommend keeping a collection of emails that worked well. Not to copy exactly, but to remind yourself what clear, effective communication looks like when you're struggling with a difficult message.

What Nobody Tells You About Proofreading

Don't just check for spelling mistakes. Check for confusion.

Read through your draft and ask yourself:

• Could someone misinterpret this?
• Am I asking for too many things at once?
• Have I given them everything they need to respond?
• Would I understand this if I received it on a busy Friday afternoon?

That last one is crucial. Friday afternoon brain is real, and if your message can't survive Friday afternoon brain, it needs work.

Also, watch out for "reply all" disasters. I once saw someone accidentally send a complaint about their manager to the entire company. Proofread your recipient list as carefully as your content.

The Meeting Request That Actually Gets Responses

Here's a quick masterclass in effective meeting requests, because most people get this spectacularly wrong.

Bad meeting request: "Team sync to discuss various items and catch up on progress across multiple workstreams."

Good meeting request: "30-minute check-in: Budget approval status + new hire onboarding timeline. Need decisions on both by Friday."

The good version tells people exactly why they should care, how long you'll torture them, and what you need from them. It respects their time and makes it easy for them to prepare.

I've started including "This affects you because..." in meeting requests when it's not obvious. It sounds a bit clunky, but it works. People are much more likely to show up engaged when they understand why they're there.

Stop Apologising for Everything

This is particularly common with Australian writers, and especially women in the workplace. Every email starts with "Sorry to bother you" or "I apologise if this seems urgent."

You're not bothering anyone by doing your job. You don't need to apologise for having requirements or deadlines. Your work matters, and your communication should reflect that.

Instead of: "Sorry to bother you about this, but I was wondering if you might possibly have time to review the proposal when it's convenient for you?"

Try: "Could you review the proposal by Thursday? Happy to discuss any questions."

Confident communication isn't rude communication. It's clear, direct, and respectful of everyone's time.

The Future of Workplace Writing

Here's my prediction: as AI gets better at generating corporate speak, the humans who can write with genuine clarity and personality will become more valuable, not less.

Anyone can prompt ChatGPT to write a professional-sounding email about quarterly performance metrics. But AI can't capture your specific voice, your understanding of your team's dynamics, or your ability to communicate complex ideas in ways that actually connect with your audience.

The companies that invest in effective communication training for their people are going to have a massive advantage. Not because their emails will be grammatically perfect, but because their teams will actually understand each other.

And honestly? That's not a small thing. Clear communication builds trust, reduces stress, and makes everyone's job easier.

The best workplaces I've consulted with all have one thing in common: people who write like they actually want to be understood. It sounds simple, but it's surprisingly rare.

Start there. Write like you want to be understood. Everything else is just details.