Let’s Talk About “Urgent”: Use It Wisely

Since we started using our Internal Communication Guidelines, we noticed we need to pay more attention to how we mark emails as “urgent.” If we use this label too much or for the wrong reasons, it loses its meaning. People might get confused or feel stressed, and messages that truly need fast action might get ignored. We should only mark emails as urgent when they really are—when something is time-sensitive and important for the business. This will help everyone know which tasks to prioritize and focus on first. 

Let’s make sure we use “urgent” carefully. By following the rules for marking urgent emails, we’ll keep our messages clear and help our team work better and faster. 

What Counts as Urgent? 

Urgent emails should only be used when the business impact is clear and time-sensitive—think AOG, Line Down, MOD, Government Contract, Expedite Needed, Non-Conformance, Turnback. If your request needs immediate action, explain the context and include all necessary details in the body of the email. This helps your colleagues prioritize effectively. 

Response Time Standards 

• Urgent (marked in subject or with High Importance): Acknowledge within 3 business hours during working hours or ASAP. If it’s extremely time-sensitive (response needed within an hour), follow up with a phone call. 

• Standard business requests: Respond within 1 business day. 

• FYI/No Action Needed: No response required, but a quick “thank you, received” is best practice. 

Tips for Better Communication 

• Use clear subject lines that include action, topic, and due date. Example: 
  Action Needed: RF 6110 TDS Sheet Review – Due 11/15/25 5pm CT. 

• Avoid “URGENT” unless absolutely necessary—and always explain why. 

• If you’re unavailable for an extended period, set an out-of-office message with an alternative contact for urgent matters. 

A small shift in how we label and structure emails can make a big difference—helping us work faster, smarter, and with less stress. Let’s keep building habits that strengthen our ONE COMPANY culture. 

Access the full Communication Guidelines here. 
Watch the 2-minute video here.