The 5 Sentence Email Rule

Most of us spend far too much time drafting, editing, and overthinking emails. A hidden time sink in modern work is the inbox, and long, wordy messages not only eat your time but also the recipient’s. Enter the Five-Sentence Email Rule: a simple guideline to limit every email you write to five sentences or fewer.

This technique forces clarity. When you know you have only five sentences, you strip away fluff and focus on the essentials: the purpose, the request, and the next step. It trains you to respect the reader’s time and sharpen your communication. Over time, this habit reduces “email dread,” helps you respond faster, and makes you more likely to receive concise replies in return.

The rule was popularized in productivity circles online, but it doesn’t come from a big-name author or book—it grew as a grassroots hack among professionals who were drowning in digital correspondence. While not universally known, those who adopt it often find it game-changing.

Of course, not every email fits neatly into five sentences—sometimes detail matters. But for 80% of workplace communication, this rule is a lifesaver. If you try it, you’ll likely find that short and clear beats long and winding almost every single time.