The 5 Sentence Email

Does it seem like more things keep piling up on your plate while less time is available to work on them? One way to solve this problem is with a simple adjustment of your email habits. Want more time in your day to invest in accomplishing important tasks? Read on to learn how.

According to a 2012 study by management-consulting firm McKinsey and Company, the average worker spends 28% of their day reading and answering email. By reducing that time, you can reclaim a large amount of your workday that can be allocated toward more important and useful tasks.

The technique we will highlight in this blog post helps you minimize your time spent emailing, and it works by keeping your emails to 5 sentences.

If you think a 5-sentence email isn’t enough to convey your message, keep reading to learn how exactly to structure your emails for max efficiency.

Guy Kawasaki, a well-known name in these parts, says: “Proper email is a balance between politeness and succinctness.”

As managing director of the venture capital firm Garage Technology Ventures, Kawasaki knows firsthand the time-draining effect of dealing with a daily avalanche of emails, and he has used the 5-sentence email to help him free up more time to be productive.

“An email with less than five sentences is often abrupt and rude,” he says. “More than five sentences wastes time.”

Here are 4 guidelines to a successful 5-sentence email, shared by Kawasaki to Entrepreneur Magazine.

1. Every email should answer 5 simple questions

Emails should provide just enough information to answer the following questions:

Who are you?
What do you want?
Why are you asking me?
Why should I do what you're asking?
What is the next step?

2. Cut out excessive information and details

Longer emails tend to stay unread. If they are read, they often go unanswered, Kawasaki says. While it may seem counterintuitive, take the time to read your email and edit/delete any superficial details.

You will end up with a brief, clear email that gets your message across and invites a response.

3. Shorter emails help you stay focused

By spending time editing your emails, you will naturally begin to start thinking in a more concise way. You’ll see that your emails are shorter to begin with, reducing the time needed to edit. This is when you really begin to save time in your day. When you get used to thinking more concisely, you will be more focused and able to articulate your thoughts more clearly, whether through an email, in a conversation or presenting to a board of investors.

4. The only exception to the rule

Kawasaki gives the green light to “heap praise and kindness” upon the recipient of your email. It’s only the superficial and unnecessary details of your message that need to be limited.

Save time, make money

This simple but effective email technique is not the only way entrepreneurs can save time and be more productive. Among the many other executive productivity techniques available, a chauffeured car service from Angel Worldwide Transportation turns your business travel time into an experience that is less stressful and more productive.

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