Don’t frustrate people by making them think “This email is missing the URL”. Put the relevant link on the first line of the email so they get immediate context.
This is valid for when you want to request or just made a change to a webpage or document. This way people can easily check the details of the tasks. This is especially important for "Done" emails.
If you are using a task tracking system like Azure DevOps, GitHub, or Jira, also include the link to the PBI/Issue/task/PR for extra information.
Tip: It's important to give context and reasoning to your emails.
Done
❌ Figure: Bad example - How can we check the task was done correctly?
Done - northwind.com/about-us
✅ Figure: Good example - Easy to check what was done
Done - northwind.com/about-us/
As requested on ssw2.visualstudio.com/Northwind/_workitems/edit/00001
✅ Figure: Good example - Easy to check what was done + includes the context of the task within the Sprint
Before closing a PBI/Issue and declaring a task 'done' with a link, ensure that your changes are live and accessible for verification.
Note: It is the PR author's responsibility to avoid merge debt by getting the PR reviewed ASAP.
Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only
❌ Figure: Bad example - Link is included but changes are not live yet
Done - github.com/SSWConsulting/SSW.Rules.Content/pull/0001
❌ Figure: Bad example - Using the PR link instead of the final page link
(PR waiting for approval - github.com/SSWConsulting/SSW.Rules.Content/pull/0001)
Done - Changes will be on ssw.com.au/rules/dones-is-your-inbox-a-task-list-only
🙂 Figure: OK example - Changes are not live yet, but people are aware and have the links
Done - ssw.com.au/rules/dones-is-your-inbox-a-task-list-only
✅ Figure: Good example - Final link is included and changes are live to be checked
It is a common problem where someone CC'd will not have permissions to see a file and the sender knows this. You should still add the link but inform the recipient.
Done - onedrive.live.com/file-name.xls
❌ Figure: Bad example - Link is included but recipient won't be able to open it, potentially generating more emails
(link for reference - you don't have permissions)
Done - onedrive.live.com/file-name.xls
✅ Figure: Good example - Link is included and people are aware of permission issues
Video: Top 10+ Rules to Better Email Communication with Ulysses Maclaren