Conventional Subjects

Clear, predictable communication for your email subject lines

🎯 Purpose

Conventional Subjects makes email:

  • Easier to scan
  • Easier to filter
  • Clear about intent
  • Trustworthy about urgency

It is designed to reduce ambiguity — not add bureaucracy.

🧱 Standard Format

Base
[TAG] Short summary 
[ACTION] Approve Q2 vendor contract
Optional scope
[TAG:scope] Short summary 
[UPDATE:platform] Migration 80% complete
Optional deadline (actionable items only)
[TAG] Short summary | Due DATE 
[REQUEST] Feedback on onboarding checklist | Due Mar 22

Examples

[ACTION] Approve Q2 vendor contract
[REQUEST] Feedback on onboarding checklist | Due Mar 22
[FYI] Office closed Monday
[UPDATE:platform] Migration 80% complete

🧭 Core Tags (Approved List)

Keep this list small and consistent.

[ACTION]
Recipient must do something.
[REQUEST]
Asking for review, input, or feedback.
[FYI]
Awareness only. No action required.
[UPDATE]
Status or progress update.
[DECISION]
Decision made or needed.
[REMINDER]
Follow-up on prior communication.

🛠 Optional Operational Tags

Use only if relevant to your team.

[RFC]
[ANNOUNCEMENT]
[POSTMORTEM]
[ISSUE]
[FIX]

📅 Due Date Format

Include deadlines only when:

  • A real deadline exists
  • Missing it has consequences
  • It is not already handled via calendar invite

Recommended formats

| Due Mar 15
| Due Fri 3/15
| Due 2026-03-15   (best for global teams)

Avoid

ASAP
Due 3/4   (ambiguous internationally)

📈 Deadline Escalation Ladder

Deadlines escalate gradually and predictably.

🟢 Stage 1 — Initial Assignment

[ACTION] Submit compliance report | Due Mar 15

Neutral tone. Clear deadline.

🟡 Stage 2 — Reminder (3–5 days prior)

[REMINDER] Submit compliance report | Due Mar 15

Do not escalate urgency prematurely.

🟠 Stage 3 — Due Soon (1–2 days prior)

[ACTION] Submit compliance report | Due Tomorrow

[URGENT ACTION] Submit compliance report | Due Mar 15

Escalate only if necessary.

🔴 Stage 4 — Due Today

[URGENT ACTION] Submit compliance report | Due Today

No emotional language. No punctuation escalation.

⚫ Stage 5 — Overdue

[ACTION] Submit compliance report | Overdue

Use [ESCALATION] only if formal escalation is required.

Escalation Principles

  • Escalate gradually
  • Change only one variable at a time
  • Preserve credibility of [URGENT]
  • Don’t over-escalate within the same thread
  • If subject escalation isn’t working, escalate via conversation

🚫 Anti-Patterns

Avoid these common mistakes:

❌ Tag stacking 
[URGENT ACTION REMINDER]

Use one tag. Two max only if combining urgency.

❌ Hiding action inside [FYI]

If someone must act, use [ACTION].

❌ Vague summaries 
[ACTION] Quick question

Be specific so subjects stand alone in search results.

❌ Inventing new tags

Stick to the approved list to preserve filterability.

❌ Emotional formatting 
[CRITICAL!!!]

Stay calm and structured. Avoid punctuation escalation.

❌ Over-scoping 
[UPDATE:finance-billing-ops-integration]

Keep scopes short and standardized.

🛑 When NOT to Tag

Do not tag:

  • Casual 1:1 messages
  • Active thread replies
  • Calendar invites
  • Very small audiences
  • Sensitive/emotional topics
  • Micro-updates
Rule of thumb
If removing the tag does not create ambiguity, don’t use one.

🧠 Best Practices

  • Tags are ALL CAPS
  • Always bracketed
  • Always first
  • Keep summaries concise (≤ 60 characters when possible)
  • Keep the approved tag list small
  • Use urgency sparingly

🏢 Example Inbox Snapshot

[ACTION] Approve 2026 marketing budget | Due Mar 15
[REQUEST] Review lease compliance memo | Due Mar 22
[UPDATE:platform] Payments migration 90% complete
[FYI] Office closed Monday
[REMINDER] Security training | Due Mar 20
[DECISION] Vendor selection finalized
Core Principle
Conventional Subjects should reduce cognitive load. If it feels heavy, simplify it.