Writing an Army Email
1. Decide on Recipients
Send your email only to the relevant recipients. Always double-check the recipient list to ensure you're not accidentally sending outside the intended organization, or to any distribution lists that reach beyond your scope.
To
Put the primary addressee(s) in the "To:" field - those from whom you need action or a direct response. These are the people who should read and respond to your email.
CC (Carbon Copy)
Use "CC:" for others who need the information for situational awareness but are not required to act. Avoid "Reply All" or large group emails unless absolutely necessary - do not use a "shotgun" approach of copying broad audiences who don't need to be involved.
BCC (Blind Carbon Copy)
If you must send to a very large list (e.g., an announcement), consider putting the list in BCC to avoid a reply-all storm, and use a clear distro name. Recipients in BCC cannot see each other's email addresses.
2. Write a Subject Line
Use a specific subject line that reflects the purpose or action needed. For example, "Request for Training Schedules - Q4 2025" is clearer than "Training Info." Avoid uncommon acronyms (USA and HQDA are fine). Consider writing the subject after the body.
3. Start with a Greeting
Use an appropriate greeting considering rank and etiquette. For superiors: "Sir," "Ma'am," or "Sir/Ma'am," (multiple recipients). For specific individuals: "Colonel Smith," or "CSM Jones,". For peers/subordinates: "Good morning CPT Brown," or "Sergeant Adams,". Always capitalize formal titles and ranks.
4. Write the Body
Army writing is clear and concise, understood in a single reading. Use active voice. Begin with Bottom Line Up Front (BLUF) - your main point or request. Follow with supporting details using short paragraphs or bullets. Be professional and direct, avoiding slang or casual language. Don't use all caps except for acronyms (spell out on first use). Use proper titles and honorifics. Check grammar and spelling.
Closing
End the body with a courteous closing line if appropriate. Choose the closing based on the highest-ranking person addressed. For less formal emails or ongoing conversations, you may omit this.