Email communication 1 aug


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Writing effective emails is an art form in communication. There are a few techniques for writing it well - so I am presenting here a format, and to make it easier for you - a collection of some stock phrases that you can use in very formal, formal, and casual scenarios of email writing. Of course, effective emails means communicating your requirements or your replies in the clearest and the quickest way possible. All the Best! Happy Writing!

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  • Don’t involve the whole world when it is not needed.
  • Give a quick explanation/reply
  • Email communication 1 aug

    1. 1. 8/5/2013 1 Amit Agarwal, InTimeTec
    2. 2.  Use of Communication  Types of Communication  Email Format Rules  Email Format  Email Rules: Dos and Don’ts -1  Email Rules: Dos and Don’ts -2  Purposes of Writing Email  Email Considerations  Replying to Emails -1  Replying to Emails -2  Stock Phrases in Writing Email -1  Stock Phrases in Writing Email -2  Stock Phrases in Writing Email -3  Stock Phrases in Writing Email -4  Stock Phrases in Writing Email -5  Stock Phrases in Writing Email -6  Stock Phrases in Writing Email -7  Stock Phrases in Writing Email -8 8/5/2013 2Amit Agarwal, InTimeTec
    3. 3. information>discussion>decision>instruction>action  coordination and correspondence – management • discussion – such as, response to queries; helps in decision-making (also brainstorming) • instruction – for guided action; helps to accomplish tasks  persuasion and negotiation – sales 8/5/2013 3Amit Agarwal, InTimeTec
    4. 4.  Spoken  Informal, formal (office)  public speaking  Written  correspondence (mails, letters) — official  reports, notices, contracts, proposals — legal  guides, notes — technical, instructional  essays, articles, blogs — creative, sales 8/5/2013 4Amit Agarwal, InTimeTec
    5. 5. Email: method of exchanging digital messages from an author to one or more recipients  Usually a salutary greeting: Hi <name> Hello <name> - more formal  Usually contains an attachment Text: “Please find attached the <name of document>”  Usually a salutary ending “Thanks and Regards”, “Best/Warm Regards” 8/5/2013 5Amit Agarwal, InTimeTec
    6. 6.  Hi/Hello <name>, (Greeting) (Body: Message in Brief) Regards/Thanks, (Salutary Ending) <Your name> <Designation> (optional) 8/5/2013 6Amit Agarwal, InTimeTec
    7. 7.  Keep the email as short as possible.  If the email is too long, put the content in a separate attached document.  In general, attach files only when necessary. Attached files should not be more than 5MB.  Ensure that you have included the relevant subject (not more than 5-8 words; sentence case); not required when you are replying to an email.  When replying to a list of questions, you can include inline comments.  Include inline screenshots, if it explains better. 8/5/2013 7Amit Agarwal, InTimeTec
    8. 8.  Always use the exact spelling and sentence case for names of people, places, products, documents, and proper nouns.  Avoid typos/spelling mistakes, and grammatical mistakes.  Use bullets for non-prioritized lists; numbered lists for prioritized lists.  Spacing rules: either indentation, else one-line space between body and greeting.  Avoid fancy signature styles; use only the standard format used in the organization. 8/5/2013 8Amit Agarwal, InTimeTec
    9. 9.  Action Email: requests action/response from recipients. Give clear instruction in the subject and the first line (ideally), and give the time-frame.  Reply Email: gives short satisfactory answer/explanation to a question asked, or an issue raised. Address the question/issue quickly – ideally in the first line.  Information Email: just delivers information or notifies. Keep it short and simple. Avoid complex technical details. (The sample formats are explained in a separate document). Other Purposes  Drafting a simple proposal: persuasive writing (marketing function) Mention the problem, then tell about the benefits, and the solutions.  Delivering bad news: Don't use email if you don't have to, but if you must. 8/5/2013 9Amit Agarwal, InTimeTec
    10. 10. 8/5/2013 10Amit Agarwal, InTimeTec  Understand that the readers are busy.  Keep it short and simple.  Structure information into sequential paragraphs (with one-line space).  If more discussion is required, better to call for a meeting, rather than write long emails.  Edit the email carefully before sending, always keeping the target audience in mind.
    11. 11. Mind the Format and Style  Always append the email that you’re replying to.  Quickly answer the question you’ve been asked (not a long, complex explanation).  Be professional and calm in your style of language - never write a email when you are angry, or emotionally upset. Take a break, cool it off, then come back to reply with a cool mind. Reply on Time  Always reply to the latest email thread (not the previous ones in the chain).  You should reply to emails as soon as possible, else set a reminder/flag to help you come back later, and reply (latest within 2-3 days).  If you do not have an answer immediately, or need some days’ time to think about it, then, at least, inform quickly in an email – by when can you come back with an answer. 8/5/2013 11Amit Agarwal, InTimeTec
    12. 12. Keep the Audience in Mind  Think before clicking “Reply All” that who all should be reading your email. Keep the target audience in mind.  Pay special attention to language when you are writing to the higher executives/officials, and the management. Be as clear, polite and formal as possible.  Include only and only those who are needed in the email chain; else it results in junk mass emails, similar to spam. 8/5/2013 12Amit Agarwal, InTimeTec
    13. 13. 8/5/2013 13 When You’re Initiating Email Contact with an Unknown Person How to begin the email?  Very formal  “Hello, Please allow me to introduce myself. I am <name> and <designation>. “May I take a moment of your time. <state the reason for mailing>”  Formal  “Hi, This is <name>, <designation>. I would like to…<state the reason for mailing>”  Informal  “Hi, I’m just emailing to ask…<state the reason for mailing>” Amit Agarwal, InTimeTec
    14. 14. When You’re Initiating Email Contact with an Unknown Person How to end the email?  Very formal  “Many thanks again for your time.”  Formal  “Please let me know if you have any questions.”  “Hoping for your prompt reply,”  Informal  “Drop me an email, or give me a call, if you want any more information.” 8/5/2013 14Amit Agarwal, InTimeTec
    15. 15. 8/5/2013 15 When You’ re Replying to Someone’s Question(s) How to begin the email?  Very formal  “Please allow me to answer your queries related to …”  “Please allow me to answer your queries, with reference to your email dated <date>” (if you are replying after a few days)  Formal  “Please see the answers (inline, highlighted in blue) to your queries.” (if you are using a highlight, perhaps a different color, to present your inline answers, mention that)  Friendly  “Here are the answers to your list of queries: …” Amit Agarwal, InTimeTec
    16. 16. When You’ re Replying to Someone’s Question(s) How to end the email?  Very formal  “I hope the above resolves your queries. Should you have any further questions, please do not hesitate to contact me.”  Formal  “I hope I have addressed the queries/concerns. Please email/call me for more information, as required.”  Informal  “Hope the above helps, but please email again if you face any difficulties.” 8/5/2013 16Amit Agarwal, InTimeTec
    17. 17. 8/5/2013 17 When You’re Requesting the Recipient to Take Some Action (usually written at the end of the email)  Very formal  “I would appreciate your help in this matter.” “Thanking you in anticipation,”  Formal  “Please get back to me once you look into the matter.”  “I’d love to hear your advice on this one.” “Thanks in advance.”  Informal  “Could you look into this?”  “Would you mind checking it out for me?” Amit Agarwal, InTimeTec
    18. 18. 8/5/2013 18 When You Need a Response (Not Necessarily any Action- taking)  Very formal  “I await a response at your earliest convenience.”  Formal  “Looking forward to hearing from you,”  “Do let me know your thoughts about this issue.”  Informal  “Can you drop me a quick word so I know you’ve received this?” Amit Agarwal, InTimeTec
    19. 19. 8/5/2013 19 When You’ve Heard Nothing Back, and Want to Chase up a Reply  Very formal  “In reference to my email sent on <date>…”  Formal  “A gentle reminder regarding my request sent on …”  “I am hoping for a reply to my email sent on…”  Informal  “Just wondered if you got my email (<date>)?”  “When you get a moment, could you drop me a line about my last email?” Amit Agarwal, InTimeTec
    20. 20. 8/5/2013 20Amit Agarwal, InTimeTec