Cheat sheet: how to write emails to a busy person

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2024-01-13 00:26

Tobias van Schneider, the head designer of Spotify, talked about writing emails for a busy person on his blog. Schneider receives over 200 emails every day and can say what annoys them the most. A great cheat sheet for those who often write to busy people!

Tobias van Schneider's advice will come in handy for anyone looking to reach out to busy people, and we share them with you.

Despite the fact that I do not consider myself to be a very busy person, I receive at least 200 emails a day. As much as I would like to answer everyone, I just do not have enough time, and this is not only my fault. Often people write to me who don't know how to write emails. It is very easy to punish such people: I just do not reply to their mail. If they don't value my time, then I won't value them.

I want to give some advice to those who often write to busy people and still hope to get an answer.

Elevator presentation

In business there is a term "elevator presentation". Imagine that you are an entrepreneur trying to get investments for your business. You suddenly meet the main investor in the elevator. Your task is to quickly sell the idea to the investor by telling all the most important things. But you have a time limit - as soon as the elevator stops, the investor will leave.

Apply the same concept to your mail. Write the most important things in your letter. Without water, unnecessary epithets and unnecessary phrases. Want to sell yourself? Don't write your life story, but rather attach a link to your CV.

Set a goal

The first sentences of your letter should state the purpose. Do not force the interlocutor to search between the lines for what you want from him. Be polite and considerate, but try to get to the point of your letter as quickly as possible.

Don't consider yourself the center of the planet

There are several things you want to accomplish by emailing a busy person. Either you want to connect with him, or you want to get something from him. Despite the fact that I recommended in the last paragraph, you need to know when to stop.

If you need something, tell me what, and then why it will be beneficial to me. Busy people are sometimes willing to help for free, but if you can give something in return, your chances will increase.

Format the letter

Don't send a wall of text. Use spaces between paragraphs. By sending a terrible and overwhelmed letter, you create a problem for me, and as a result, for yourself.

Use numbers

I am much more comfortable responding to structured emails. If I see a letter where the main ideas are divided into points, it is easier for me to answer each point separately. The easier it is for me to answer the letter, the more chances that I will answer it.

Submit again

I use this trick too. If you do not receive an answer to the letter, please copy it and send it again. Do not add additional text there, do not ask me if I received a previous letter. Just send the same.

Do not submit NDA

Please do not send press releases of your best, fantastic and innovative products, in addition to asking me to sign an NDA (Non-Disclosure Agreement). Remember, busy people don't sit around waiting for a new letter from an unknown company asking them to sign an NDA. If you have a really important project, find another way to describe it.

Is it worth asking questions

Yes, but if you know that the person has a lot to do, then you can use a little trick.

Divide your questions into several parts and submit the first one. After receiving a response, please send the next part and so on.

I understand that you want answers to all questions, but by dividing the questions into parts, you show that you value my time.

No jargon

If you write jargon words that only people in your field understand, take the trouble to think about whether I can understand them.

Be funny

The time you have spent with pleasure is not considered wasted.

John Lennon

Any tool comes in handy for this. You shouldn't start the letter with a funny anecdote, but inserting a-g.webp