The ABCDs of Emails
I have a love-hate relationship with email, probably like many others. While it can feel overwhelming at times, I still believe email is an important tool for communicating key updates, sharing reports, and bringing people together.
There are newsletters I actually look forward to every week in my personal inbox (hello, James Clear and Ellen Hendriksen). But at the same time, the volume of messages can make it hard to prioritize which ones require action first.
As we all know, with teams collaborating across time zones, staying aligned on expectations is essential. As a Program Manager, this is even more critical. I joke that my job is basically talking to people all day and making sure important stakeholders talk with each other.
Let’s break it down the ABCDs of emails:
When I joined Feedonomics (part of BigCommerce) about two years ago, I was introduced to their email categorization system.
It helps everyone understand how quickly a message needs to be addressed, reducing guesswork and improving assertiveness.
I thought it was brilliant. It’s made me feel more confident both in scanning my inbox and in writing better, clearer emails.
How to start
Before sending an email, categorize it based on its urgency and importance. Add a label A, B, C, or D, to the subject line. Example: “C [PM101 Blog] Post to review”.
A — means: Needs a response within 1 hour
Think: “AAAH! This person needs my help!”
Use A when a time-sensitive issue needs immediate attention, maybe a critical bug report, an urgent client update, or a blocker preventing project progress. Be careful to build trust and not overdone the A signal.
B — means: Needs a response within 24 hours
Think: “Better get this done today.”
These are your standard workday tasks, it’s important but not urgent. For example, a request for feedback before tomorrow’s deadline or confirming attendance at a team sync.
C — means: Needs a response within 7 days
Think: “I ‘C’ you and will get back to you soon.”
C emails are for things that aren’t pressing but still require action, like reviewing a proposal or sharing input on a quarterly plan.
D — means: No response needed
Think: “Darn good information.”
Use D when you’re sharing context, documents, or updates that are good to know but don’t need a reply. This keeps inboxes clean and focused.
How to make ABCD work for you
ABCD isn’t just another acronym, it’s a workflow tool. Here’s how to use it effectively:
Use descriptive subject lines
Always lead with the letter and a short summary. This helps recipients prioritize before even opening the email. Example: “B [Operations] Meeting Notes — May 1st”
Reset expectations when needed
If something’s labeled A but doesn’t seem urgent, confirm with the sender. Communication is a two-way street, and sometimes a D email sneaks in as a C. It’s okay to ask and clarify.
Ritualize to actualize
Set up folders or labels for A, B, C, and D in your inbox. Let tools like Gmail filter emails automatically. Then build your habit:
- Check A’s immediately
- Respond to B’s daily
- Review C’s weekly
- Archive D’s after reading
Add structure and context
Clarify who should respond (those in the “To” line) and why a certain letter was chosen. A “B” email with a note like “Just need your feedback by EOD” adds helpful transparency and avoids confusion about whether a written confirmation/acknowledgement is required.
Pick up the phone, I mean Slack
If you don’t get a reply in time, don’t wait, switch channels. A follow-up message ensures nothing falls through the cracks.
Going offline?
Set an autoresponder and notify your manager. Let your teammates know who to reach out to in your absence so work keeps moving smoothly.
Additional Reading
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