How to Send Priority Email: Tips and Tricks for Effective Communication

Do you often find yourself struggling to get urgent emails noticed amidst a cluttered inbox? With the pandemic pushing people to work from home, email communication has only increased in importance. However, with the onslaught of promotional, spam, and social emails, crucial work-related emails can easily get lost. If you’re tired of waiting for a response to an important email, it’s time to learn how to send priority emails.

By sending a priority email, you can grab the receiver’s attention and ensure that your email gets noticed, even in a busy inbox. But, what makes an email a priority email? And how can you ensure that it receives the attention it deserves? The answer lies in mastering the art of prioritization.

In this article, we will dive into everything you need to know about sending a priority email. From understanding the importance of using specific keywords in the subject line to tips for composing the perfect email message – we’ll cover it all. You’ll find examples of priority emails that you can use as templates and edit as needed.

Whether you’re a freelancer, business owner, or remote worker, we all need to communicate via email at one point or another. With our guide to sending priority emails, you’ll be able to communicate effectively and efficiently, getting the response you need in no time. So, let’s get started!

The Best Structure for Sending Priority Emails

Sending emails can be quite overwhelming, especially if you have loads of them to send on a daily basis. For people with busy schedules, prioritizing emails is crucial to ensure that important ones are attended to first. However, structuring emails to ensure that they get the necessary attention is just as important.

Here’s how to structure priority emails for maximum impact.

1. State the Purpose of the Email in the Subject Line

Your email subject line should be clear, concise, and to-the-point. It should give a clear indication of the email’s purpose and why it’s important. This helps the recipient prioritize your email among the sea of other emails they receive daily.

2. Keep the Email Body Short and Sweet

No one wants to read a long and winding email, especially when they have a lot of emails to attend to. So, make your emails short and straight to the point. Keep it simple and ensure that your message is clear. You can use bullet points to make it easier to read and understand.

3. Lead with the Most Important Information

When structuring your email, it’s important to lead with the most important information. This means that your opening statement should be powerful and lead the reader into the rest of the email. This helps to grab their attention and encourages them to read through the email to the end.

4. Use a Call-to-Action

Every email should have a clear call-to-action. This tells the reader what you want them to do after reading the email. Whether it’s to set up a meeting or make a payment, it’s important to be clear about what you want them to do. Use a clear and concise statement to encourage action.

5. End with a Polite Closing Statement

Finally, it’s important to end your email with a polite closing statement. This helps to keep the conversation positive and leaves a good impression. A simple “Thank you,” “Best regards,” or “Warmly” can do the trick.

In conclusion, structuring your priority emails is important to ensure that they get the necessary attention. Follow these tips to maximize the impact of your emails and increase the chances of getting a response.


Urgent Response Required

Dear [Recipient’s Name],

This email is of utmost importance and requires your immediate attention. We are currently experiencing a major technical issue that is affecting our entire network. We need your expertise to resolve this matter as soon as possible. Your prompt response would be greatly appreciated.

Thank you in advance for your help.

[Your Name]

Deadline Reminder

Dear [Recipient’s Name],

I hope this email finds you well. This is a friendly reminder that the deadline for [project/task] is drawing near and we are yet to receive your input. Given the timeline, we need your response soon to ensure timely completion of the project. Please let us know your status and if you require any assistance.

Thank you for your cooperation in advance.

Best regards,
[Your Name]

Critical Update

Dear [Recipient’s Name],

We need to bring to your attention some critical updates regarding [the product/project/service]. Due to [reason], we have decided to [action]. Please keep this information as confidential and share it only with relevant team members. Should you have any questions or require any further clarification, please do not hesitate to contact us.

Your support is greatly appreciated.

[Your Name]

Expressing Gratitude

Dear [Recipient’s Name],

I wanted to take a moment to thank you for your dedication and hard work on [project/task]. Your contribution has been invaluable, and I am pleased with the progress we have made. Let us continue in this spirit of teamwork and excellence to achieve even greater things in the future!

Thanks again for all you do.

Yours truly,
[Your Name]

Apology Letter

Dear [Recipient’s Name],

We want to express our sincere apologies for the inconvenience caused by [issue]. We understand how frustrating this must be, and we are working hard to fix the problem. We would like to offer [compensation] as our way of showing our commitment to making things right. Please let us know if there is anything else we can do to help.

Thank you for your understanding.

Best regards,
[Your Name]

New Partnership Proposal

Dear [Recipient’s Name],

I am reaching out to introduce our company and explore the possibility of working together. We have been impressed by your [area of expertise] and believe that our collaboration would benefit both our businesses. I would like to request a meeting so we can discuss in more detail how we can work together.

Thank you for your consideration. I look forward to hearing from you soon.

Warm regards,
[Your Name]


Dear [Recipient’s Name],

We are pleased to announce that [company name] is expanding and there are new job opportunities available. We are looking for dedicated and enthusiastic individuals to join our team as [job title]. If you know someone who would be a great fit for this role, please share this information with them.

Please find attached the job description and requirements. Interested applicants are requested to send their resumes and cover letters to [email address].

Thank you for your help in spreading the word.

Best regards,
[Your Name]

Tips for Sending Priority Email

Sometimes, it’s crucial to make sure your email stands out from the rest and gets the attention it deserves. Here are a few tips to help you send a priority email:

  • Use a clear subject line: Your subject line is like the headline of your email. Make sure it clearly conveys what the email is about and why it’s important. Avoid vague or generic subject lines that can be mistaken for spam or ignored.
  • Give a clear call to action: When you send a priority email, make sure you’re clear about what you want the recipient to do. If you need a response, make that clear in the email. If you’re requesting a meeting or a call, include suggested dates and times to make it easier for the recipient to respond quickly.
  • Be brief and to the point: Priority emails should be concise and easy to read. Avoid long paragraphs or multiple asks in one email. Stick to one main point or request in each email to avoid overwhelming the recipient with information.
  • Choose your words carefully: Your choice of words can impact how your email is perceived. Use strong action words to convey urgency and importance. Avoid words that downplay the priority of the email, such as “just checking in.”
  • Consider timing: If your email is truly urgent, think about the timing of when you send it. Avoid sending emails late at night or on weekends if you don’t expect a response until the next business day. If you’re sending an email to someone in a different time zone, adjust the timing of your email to ensure it is received during normal business hours in that location.
  • Follow up: If you don’t receive a response to a priority email within a reasonable timeframe, consider following up. Don’t be afraid to send a polite reminder email to ensure your message is received and acted upon.

By following these tips, you can increase your chances of sending an effective and priority email that receives the attention it deserves. Remember to stay focused on your main point, convey urgency, and be clear about what you’re asking for to maximize your chances of success.

FAQs Related to How to Send Priority Email

How do I mark an email as important in Gmail?

To mark an email as important in Gmail, select the email and click on the ‘Mark as important’ option; alternatively, press the ‘+’ button beside the email and select ‘Mark as important.’

How do I flag an email as urgent in Outlook?

To flag an email as urgent in Outlook, select the email and click on the ‘Follow up’ option and select the ‘Mark as important’ or ‘Flag as urgent’ option.

How do I send a priority email from my mobile device?

To send a priority email from a mobile device, open the email you wish to send and tap on the three dots in the top right corner. From there, select ‘Mark as important’ or ‘Flag as urgent.’

Is it appropriate to send priority emails to coworkers?

You should use discretion regarding whether or not it is appropriate to mark an email as priority or urgent. If you believe the content requires immediate attention or action, then it may be necessary.

What is the impact of sending too many priority emails?

Sending too many priority emails can cause recipients to become desensitized to their urgency and in turn, overlook important messages.

Can I undo the priority setting on an email I have already sent?

Unfortunately, you cannot undo the priority setting on an email you have already sent. It’s crucial to use this feature judiciously.

Should I always send priority emails if I want a quick response?

You should use priority flags judiciously. If your emails require immediate attention or focus, you could use it. However, frequent use may desensitize recipients to their importance.

What is the difference between marking an email as important and flagging it as urgent?

Marking an email as important is less urgent than flagging it as urgent. If an email is marked as important, it indicates that it warrants the recipient’s attention. Flagging it as urgent implies that the email requires an immediate response.

What should I do if I receive a priority email?

If you receive a priority email, it’s crucial to review it quickly and respond if necessary. However, do not forget to weigh your priorities before replying to such messages.

That’s the priority email all wrapped up and ready to send!

Now that you know how to send a high priority email, make sure to use it wisely. Remember that just because you marked an email as high priority, it doesn’t necessarily mean that it is. Use this feature sparingly and only when a message really is urgent. Thanks for reading and best of luck with your future emailing endeavors. Don’t forget to visit our site again for more helpful tips and tricks. Until next time!