A practical checklist you can run through in 60 seconds before you hit send.
In the first 1–2 sentences, the reader should know what you want (inform, ask, confirm, apologize, schedule).
Passive voice can sound evasive. Use active voice when you’re taking action.
Swap “Please be advised” → “Just a heads-up,” and “at your earliest convenience” → “when you get a chance.”
A date, a number, or a named next step makes writing feel real.
Use 1–3 sentences per paragraph.
One sincere line is enough: “Thanks for the heads-up,” “I appreciate your patience,” “Totally understand.”
If two sentences say the same thing, keep the clearer one.
End with who does what next — and when.
Overly formal replies to casual messages read as automated.
If it sounds weird out loud, it will feel weird on screen.
Questions or corrections? Email contact@sayithuman.com.