Portico PR · Email Rx

Write the email your colleagues can’t wait to read

A working reference for the Email Rx workshop. Choose the right channel in ten seconds, put the ask where the reader will find it, and keep the extra detail from burying it. Everything below works on a real message you have open right now.

Pick a channelBuild an email

Pick a channel before you write

Check the three signals. If any one is present, have a live conversation. Otherwise decide between chat and email. Load an example or describe your own situation.

Is any of these true?
If live: how many people need to weigh in?
If not live: is it a short coordination question or update in an active workstream?

Build an email in four parts

Purpose, Context, Action, Deadline, in that order, the way the reader will meet it. The example below is filled in so you can see the checks work. Replace it with your own.

Say what you need and by when.
Why am I writing? One sentence.
What does the reader need to know to act? Two sentences, three at most.
What exactly do I need, and from whom?
By when, and why then?
Everything else: cut it, link it, or move it below.
Preview

    See the same email before and after

    A vague survey email, then the rewrite in framework order. Notice what moved to the bottom.

    Three steps to a diplomatic disagreement

    Disagree in a conversation when you can. When you have to write it, these three steps keep the goal shared and the next step clear.

    1. Acknowledge common ground

      Name the shared goal before you name the difference.

      “We both want this launch to land well with the client.”

    2. Ask, then offer the why

      Ask if you might share your perspective. Give the reason behind it.

      “I see it differently. The last two rollouts needed an extra week for review.”

    3. Invite their reaction, then recommend a next step

      Ask what you might be missing, then propose a way forward together.

      “What’s your read? If we’re still split, can we look at the numbers together?”

    Three ways to use AI on your email

    You still own the purpose, the action, the tone and the accuracy. Check your organization’s policy before pasting anything sensitive, and read every draft before it goes out.

    Basic

    Draft, then edit

    Ask for a first version, then have it edit and tighten yours.

    Compress this by 37% and keep my voice.

    Advanced

    Run it through the framework

    Ask AI to check your draft for each of the four parts.

    Does this draft state the purpose, context, action and deadline? What is missing or buried?

    Strategic

    Find patterns in your inbox

    Have AI spot bottlenecks, then recommend where and how to work more effectively.

    Where are the bottlenecks in my email, and what should I change?

    Try it this week

    Pick one or two. Small changes at the margins add up across the emails you send in a day.

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