The correct way of correspondence through emails in office
August 22, 2008
How many times it has happened that a mail written by you have failed to serve its purpose. Whether we agree to it or not writing mails in office is a very sensitive area and it becomes more important when the person responsible is associated with client or customer interaction. Very often we write different business proposals to customers and the proposals end up with no reply from the other end. Of course there are lot many reasons of these kinds of unsuccessful attempts but in majority of the cases the email sent by you fails to serve the purpose and turns out to be a routine mail. Let’s think on our mailing habits and let’s see how it can change our work life. Here are few tips to be taken care of before sending your next official mail.
Generally in office we are always in a hurry and we have a deadline of each and every activity. So we try to send the official mails without giving a glance or a second reading. Please do read a mail very carefully before pressing the send button. Take huge care to see whether there are syntactical errors and also be very careful about the usage of words. Many times we type SMS language in corporate mails which is entirely unacceptable. Keep very official and formal signatures holding all your contact details along with the organizational details so that your customer can contact you without having a search in his or her contact book. Many times we turn to be very aggressive and try to exhibit new thoughts and ideas through mails assuming the person reading the mail will be knowing nothing about the matter. This approach is entirely wrong as be humble and try to put words like “may be” with the sentence and the mail should not challenge the knowledge of the reader.
If we want to pass any useful information then please do attach the original copy of the mail or document so that the person can have a look in to it without making a search and can quickly identify the reason of your email conversation. Lot many times we forget the true purpose of the subject lines and write arbitrary words in it. Make your subject line the summary and the exact note which can make anybody understand about the body of the mail. This creates very less confusion in mail conversation and it becomes easier for the recipient to locate a mail. Ending a conversation is very important and it should have a very polite and gentle note with small thanks for sparing time in reading your mail. So, when you’re new mail will have all these features!!! Please do adopt all these to make your efforts turn in to success stories.
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