25 years of writing emails – no BLUF

I first used “Pegasus Mail” at Tauntons College twenty years ago. I have been writing emails ever since and never heard of BLUF.

BLUF stands for “Bottom Line Up Front.” It’s a communication strategy that puts the most important information at the beginning of a message or email followed by supporting details using the “active voice.” (“The cat chased the mouse,” is active constructions, whereas “The mouse was chased by the cat,” is passive construction).

There are frequent references and accreditations to “military communications,” where concise, organised and to-the-point communications are expected. Note therefore, BLUF may need “warming up,” in differing, less hierarchical contexts. Should you use an AI platform to BLUF your emails, simply request a little extra “warmth,” or add a tone command to your prompt.

This is the very point Rob Davies (School Principal at Vinschool Grand Park) makes via his Linkedin comment. As a PE teacher, Rob was used to “concise, organised and to-the-point” email communications however writing for larger and broader audiences, Rob adds

…I was gently advised very early on that I might like to soften my tone, provide more context and maybe even ask how the weekend had been…True story!! Bluf gets the message across but we need a bit of harmony also.

Rob Davies

Where to start with BLUF emails

The best place to start is the subject line. At a minimum, the subject line should be clear about whether you are asking for action or simply supplying information. Use simple and straightforward language avoiding jargon and abbreviations. Bullet points or headings are encouraged.

Pros:

1. Clarity – less is more.
2. Efficiency – front-loading the key information, BLUF emails can save time for both the sender and the recipient.
3. Action-oriented – BLUF emails are said to drive prompt decision-making and action.

Cons:

1. Lack of context – BLUF emails are efficient, however they may sometimes lack necessary context or background information.
2. Insensitivity – BLUF emails can come across as blunt or insensitive.
3. Risk of oversimplification – In some cases, condensing information into a BLUF format may lead to oversimplification of complex issues.

So I gave it go. Here is an email I sent before the Easter break.

Subject: Boundary Oak School: GCSE Options Update

Good afternoon [salutation]

I hope this message finds you well.

I am writing to share with you our latest update regarding the 2024-26 GCSE blocking structure and choices form for Boundary Oak School.

In response to student interest and to provide more comprehensive options, we’ve made some adjustments to the course offerings:

Changes:

• Geography now spans Blocks 1 and 2.
• Art and Design are now available in Blocks 1 and 3.
• We have introduced a new qualification – BTEC First Business modular qualification, alongside Business Studies (GCSE) in Block 2.

GCSE Options:

Block 1	Block 2	Block 3
Geography (1)	German	Food Preparation & Nutrition (3)
History	French	Computer Science (Programming and maths)
Citizenship	Business Studies	Art & Design (3)
Food Preparation & Nutrition (1)	DT	Physical Education (Examined)
Music	Geography (2)	ICT
Art & Design (1)	Business (Modular)

I kindly request your completion and return of the form by Friday, April 18th. Please click here to access the form.

Should you have any questions or need further assistance, please feel free to get in touch with me.

Thank you for your attention to this matter.

Kind regards,

Mr. Still

Pearson’s BTEC First Business: Our choice of Pearson’s BTEC First Business as our “modular” qualification is designed to facilitate progression to further study and prepare learners for the workplace. Example units include: Introduction to Business, Finance for Business, Enterprise in the Business World, and Promoting a Brand.

BLUF Email

Subject line: 2024-26 GCSE Blocking Structure and Choices Form

Good afternoon [salutation]

Please review the 2024-26 GCSE blocking structure and choices form attached. Your prompt return of the form by Friday, April 18th, would be greatly appreciated.

Changes: Geography now spans Blocks 1 and 2, Art and Design in Blocks 1 and 3. Additionally, we’ve introduced BTEC First Business alongside Business Studies in Block 2.

GCSE Options:

Block 1	Block 2	Block 3
Geography (1)	German	Food Preparation & Nutrition (3)
History	French	Computer Science
Citizenship	Business Studies	Art & Design (3)
Food Preparation & Nutrition (1)	DT	Physical Education (Examined)
Music	Geography (2)	ICT
Art & Design (1)	Business (Modular)

Your timely submission of the form is requested by April 18th. Please click here to access the form.

If you have any queries or need assistance, feel free to contact me.

Kind regards,

Mr Still

Pearson’s BTEC First Business: Our choice of Pearson’s BTEC First Business as our “modular” qualification is designed to facilitate progression to further study and prepare learners for the workplace. Example units include: Introduction to Business, Finance for Business, Enterprise in the Business World, and Promoting a Brand.

Do you have a preference?

Most importantly:

…know your audience, be innovative and bold. Have many hats and choose wisely which one you’ll drag off the coat stand on any given day!

Toni Frost – Consultant Copywriter