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Harvard Business Review - How to Write Email with Military Precision

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Author: Harvard Business Review
Categories: History Business Psychology
Tags: history, business, psychology
Views: 2 · Last viewed: 2026-10-15 07:49 UTC

Short Summary

Main recommendation: Write emails with military-style precision by using keyword-led subject lines, leading with the Bottom Line Up Front (BLUF), and keeping messages short and written in active voice. The video argues this makes emails faster to act on and more likely to get quicker, higher-quality responses from colleagues and clients.

Key Points

  • Use keyword subject lines such as "ACTION," "SIGN," "INFO," "DECISION," and "REQUEST" to signal what the reader must do.
  • BLUF means opening with the purpose of the email and the required action, covering the five W's: who, what, where, when, and why.
  • Put background information after the BLUF as bullet points so the key message is grasped quickly.
  • Keep emails short enough to fit in one pane so the reader does not have to scroll.
  • Prefer active voice, where the subject performs the action, so sentences stay shorter and clearer.

Details Worth Noting

  • Concrete instructions:
    • Write the subject line with a keyword that states the email's purpose, such as "INFO – Status Update" for a status update or "REQUEST – Vacation" for a vacation approval.
    • Choose the keyword by the reader's required response: "ACTION" if action is required, "SIGN" if a signature is needed, "INFO" if no response is needed, "DECISION" if a decision is needed, and "REQUEST" if permission or approval is sought.
    • Open the body with the BLUF, answering who, what, where, when, and why, and state the action required.
    • Add background information after the BLUF as bullet points only if more explanation is needed.
    • Rewrite passive sentences in active voice: instead of "To accommodate the CFO's schedule, the weekly update meeting for Thursday has been scheduled for Thursday at 2 PM," write "We scheduled the weekly update meeting for Thursday at 2 PM to accommodate the CFO's schedule."
    • Share links to attachments rather than attaching files, so the reader gets the latest version and has the right security credentials to open it.
  • The video's example BLUF announces a reduction of work-from-home days from three to one per week, effective December 1st, with the subject marked "INFO" so no response is needed.
  • The video's example background bullets show that the decision is final, supported by management, and intended to benefit the company.
  • The video presents these tips as applicable to corporate communication generally, drawing on military email practice.

Bottom Line

Clear, keyword-labeled, BLUF-first emails with active voice and attachment links are the practical core of military-style email, and they can be applied directly to everyday workplace messages.