Find the focus, make your work clear.

Find a method for your next update. Make the facts, judgments and next steps clear.

How can you write a brief, clear work message?

The situation

Fictional scenario

I don’t know whether the lead is available, and a call might interrupt.

Use text if the communication agreement allows it. State whether this is information, approval or a decision request.

I’ll explain the situation, why it matters and the response needed, escalating urgent issues as agreed.

What is getting in the way

Work messaging can be quick to scan. Clarify the purpose, then give the essential information in three parts. Record significant decisions through the required process; a read receipt is not approval.

Method and tool

Text updates: what, why and the response needed

Distinguish information, approval and decision requests, then organize the message as what, why and the response needed.

Text updates: what, why and the response needed

01
What
State whether this informs, seeks approval or requests a decision, then describe the situation.
02
Why
Explain why attention is needed, with essential context and evidence.
03
Response needed
Request a specific action and reply time, retaining approval status and the next update.

When the situation changes

For information: Give the current status and say whether a reply is needed. Silence is not agreement.
For approval: Request a specific authorization and retain its pending status, using the required record process.
For a decision: Identify the choice, comparable evidence and conditions without making the decision for the listener.

Keep evidence gaps and unapproved arrangements explicit.

Apply it to your own work

Copy the prompt and add your material to prepare a draft you can adapt.

View prompt

Use “Text updates: what, why and the response needed” with only the material I provide.
Return an adaptable update outline with its main message, essential evidence, response needed and channel. Timing needs actual rehearsal, not a word-count guarantee.

Use this structure:
1. What: State whether this informs, seeks approval or requests a decision, then describe the situation.
2. Why: Explain why attention is needed, with essential context and evidence.
3. Response needed: Request a specific action and reply time, retaining approval status and the next update.

Separate facts, interpretations, forecasts, proposals and approvals. Mark missing information “To confirm”. Do not invent figures, causes, owners, dates or agreement. Keep units, periods and conditions. Do not treat the fictional example as my evidence.

My material:
[Paste the context, records, constraints and response needed, with sensitive information removed.]