Quick answer: Military-style emails put a keyword in the subject line (ACTION, SIGN, INFO, DECISION, REQUEST, or COORD) so the recipient can triage without opening it, then lead with a BLUF — Bottom Line Up Front — a one-line statement covering who, what, where, when, and why, before any background detail. That structure alone can cut through inbox overload.
Consulting this week with a large corporation I found they were drowning in emails. Many of the exco team were stressed and it reminded me of this amazing article, which I presented to the team and am working on having implemented into daily routines – from the top down.
Subject line keywords are:
- ACTION – Compulsory for the recipient to take some action
- SIGN – Requires the signature of the recipient
- INFO – For informational purposes only, and there is no response or action required
- DECISION – Requires a decision by the recipient
- REQUEST – Seeks permission or approval by the recipient
- COORD – Coordination by or with the recipient is needed
Bottom Line Up Front (BLUF). Military professionals lead their emails with a short, staccato statement known as the BLUF. (Yes, being the military, there is an acronym for everything.) It declares the purpose of the email and action required. The BLUF should quickly answer the five W’s: who, what, where, when, and why. An effective BLUF distills the most important information for the reader. Here’s an example BLUF from the Air Force Handbook:
BLUF: Effective 29 Oct 13, all Air Force Doctrine Documents (AFDDs) have been rescinded and replaced by core doctrine volumes and doctrine annexes.
Here is an email example for corporate use that uses keywords in the subject, bottom line, background bullets, and active voice:
Subject: INFO – Meeting Change
Shannon,
Bottom Line: We scheduled the weekly update meeting for Thursday at 2 PM CST to accommodate the CFO’s schedule.
Background:
- We searched for other available times, but this is the only time that works, and it’s important that you are on the call, so that you can address your P&L.
- CFO will be in Boston on Thursday meeting at an offsite with the management committee.
- He wants to review the financial report that can be found here (insert link) before the call.
Frequently Asked Questions
Six keywords signal what the recipient needs to do at a glance: ACTION (action required), SIGN (signature needed), INFO (no response needed), DECISION (a decision is required), REQUEST (seeks approval), and COORD (coordination needed). Putting one in the subject line lets the recipient triage their inbox instantly.
BLUF stands for Bottom Line Up Front — a short, direct opening statement that answers who, what, where, when, and why before any background information. Military professionals lead every email with it so the reader gets the purpose and required action immediately instead of digging for it.
Put a keyword in the subject line, state the bottom line in one sentence right under the greeting, then support it with a short bulleted “Background” section. This keeps the email skimmable and puts the action or decision the recipient needs to make front and center.
