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8/10/2019 Business Emailing
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Business Emailing
Stick to a single subject in the email.
Keep it short and to the point.
Dont try to put too many subjects in oneemail. The reader will lose focus and may
miss out the main message.
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Emailing Conventions:
Write the correctsubject in the
subject text box. Example
Subject: Unable toaccess server
ACSX123
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Greetings:
Dear Mr. Sridhar/Ms. Aishwarya; Hi Mary/ HelloSaieshwar.
Use Mr. if you are writing to a man and addressing him
by his last name. Use Ms. If you are writing to a woman and addressing
her by her last name
Do not shorten names-Robert to Bob
If you are addressing a group of people, you can sayDear plus the unifying attribute.
For example: Dear Project Managers (notice the colonafter Managers
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First line of the e-mail
A bad first line of e-mail will be the only part ofthe e-mail the customer reads. However, a
strong and informative first line, clearly statingthe benefit of reading the full e-mail, willincrease the chance that more customers will atleast scan most of the message.
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Identification
Introduce yourself if you are writing to someone for thefirst time
Example: I am a Project Manager at HAL. I head thedesign bureau Team which is working on the ALHproject.
If the email is a response to another mail, mention thetopic under discussion.
Example: your mail says that you are unable to accessthe contents of the database folder
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paragraphs
Put the most important information at the top, followedby the most important supporting information. Eachsuccessive paragraphs will receive less and less
important information.
Use dashes or bullets to express lists of ideas or sectionheadings
Example:
Inform the required department
Send a copy to all the team members
Ask the team leaders to discuss the issue with the team
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Use the right tone
Do not be too formal or too familiar.
Do not write using only capital letter
Use capital letters only where necessary
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Spacing.
Most paragraphs should not exceed threeor four lines of text.
Use bullets liberally to make individualpoints without writing a whole paragraphspace between
Place single line space betweenparagraphs and sections.
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Standard expression in emailing
Opening the message:
Use hi, hello, dear followed by
a comma or a colon,E.g. if the cline name is James Taylor
Hi James(: or,)
Dear Mr. James (,or)
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salutation
Thank you for your prompt reply/response
Thank you for the recent e-mail
Thanks (Its informal, could be used withpeople whom you know well/ thank youfor your comments/
feedback/appreciation. Thank you for mailing the details
Thanks for your concern
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Footer/closing statement
If you require more information, please call me on 09892343 353.
If you need clarifications, please email us [email protected].
If you any queries, please feel free contact us via phoneor email.
I look forward to hearing from you.
I look forward to your response.
Looking forward to your email.
mailto:[email protected]:[email protected]8/10/2019 Business Emailing
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Sign off:
Thanks (informal)
Regards
Best regards Warm regards
Thanks and regards ( if anybody has given some
appreciation for the work you have done ORwhen you ask somebody to do something foryou
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Signature
Full Name
Designation
Address (not mandatory
Telephone number ( if not alreadymentioned in email)
Any other email address (not mandatory)
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Useful expression
Responding In response to your question (enquiry)
I understand from your mail that
You have written to say that
Thank you for your recent enquiry regarding..
Regarding your question about
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information
Is I would like to inform you that.
You are informed that
Please note thatI would like to let youknow.
This is to inform you that.
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Requesting
I would like you to
Please inform me
Please could you..
I would appreciate it if you could.
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Confirming
I would like to confirm.
Please could you confirm.
This is to confirm that
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Eliciting information
I would also like to know
Could you tell me whether..
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Reminding
Please would you remember that/to
I would like to remind you that/to
This is to remind you to..
You are reminded that/to..
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suggesting
It is suggested that..
I would suggest that..
May I suggest that..
We would like to suggest that..
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Recommendation
I would recommend that..
It is recommended that
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Security issues
For your security.
Due to security reasons..
APOLOGIZING I apologize for the problem you are facing
with.
I apologize for the difficulties you have
experienced with./ in trying to.. I / we apologize for any inconvenience this may
have caused
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Advising
We had better check
You ought to consult.
I would like to advise.
If I were you, I would
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Assuring:
We will resolve this issue as soon aspossible (ASAP)
Our engineers are working on this and wewill inform you as soon as the issue isresolved
We will look into the matter immediatelyand get back to you.
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Paraphrasing
I understand that
I gather from your message that
I perceive from your mail that.