Email communication 1 aug

04/10/2023Amit Agarwal, InTimeTec1

Communication Series – Email

04/10/2023 2Amit Agarwal, InTimeTec

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

Topics


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

Use of Communication


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

Daily Communication

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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 attachmentText: “Please find attached the <name of document>”

Usually a salutary ending“Thanks and Regards”, “Best/Warm Regards”

Email Format Rules

Amit Agarwal, InTimeTec

04/10/2023 6

Hi/Hello <name>, (Greeting)

(Body: Message in Brief)

Regards/Thanks, (Salutary Ending)

<Your name><Designation> (optional)

Email Format


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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.

Email Rules: Dos and Don’ts - 1


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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.


Email Rules: Dos and Don’ts - 2

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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.

Purposes of Writing Email


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Email Considerations


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.

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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.

Replying to Emails - 1


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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.

Replying to Emails - 2


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Email Stock Phrases - 1When You’re Initiating Email Contact with an Unknown PersonHow 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>”



When You’re Initiating Email Contact with an Unknown PersonHow 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.”

Email Stock Phrases - 2

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Email Stock Phrases - 3When 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:

…”



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.”

Email Stock Phrases - 4

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Email Stock Phrases - 5When 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?”


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Email Stock Phrases - 6When 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?”


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Email Stock Phrases - 7When 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?”


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Questions? Please drop an email:[email protected]

Thanks!Amit Agarwal, InTimeTec

mailto:[email protected]

Self Improvement

Email communication 1 aug