Problem in writing Business Emails? Read to help yourself :)

Language Idiosyncasies

• same word is been used as a verb in this case

Thinking through the process

• - Results
• - understanding, feedback, action, and follow-up
• - Your Readers
• - decision to read: To learn about a task a problem or an idea
• - You, The Reader
• - Reason to write: to address a task, a problem, or an idea

- Understand you readers

• - Email should have a sequence of events to e discussed or understood
• - Be mindful while writing emails
• - Your email represents you, your reputation is at stake
• - In your email there should be lot of white-spaces, not with too much of highlighting etc
• - Not to be written in CAPS, it is considered as rude.

Writing is communication. It begins with you and your reason to write. Solve a problem, give encouragement, or inform someone of a decision.

Demanding or Decision

• - selecting write set of words to express gratitude, grateful and encouragement
• - Do not sound autorotative

KNOW YOUR READER:

• - what is my reader’s style of doing business?
• - How does my reader regard me personally or professionally
• - does my reader have special concerns or strong views about the subject? What are they?

Mark right set of reader, do not mark them if it is not important for them to know,

• Two types of business readers:
• - Skimmers
• - Skeptics

Skimmers are typically very busy and pressed for time. They often skim documents/email in a rather shoerter period of time

The Emails you draft for Skimmers should:

- State the main point clearly and up-front

- Place the most important information at the beginning or ending of paragraphs

- Highlight key dates or figures

Skeptic readers. A skeptic is reader tha is very cautious and doubtful. Skeptical readers will tend to read a documents/email carefully, questioning its varity and the writer’s claims

Responsive Timeline → You need to respond at least within 24–48 hours

Three Part Structure:

1. How can I create an effective opening?
2. How can I create effective middle?
3. How can I create effective closing?
4. How can I create an effective opening?

• - Greet the reader
• - Identify your point
• - Give the background details / context
• - preview the document’s contents
• - define key terms
• - Summarize your recommendations

2. How can I create effective middle?

• - Give facts
• - it should be crisp
• - Bullets should be short and meaningful and not like stories

3. How can I create effective closing?

• - Focus on outcome

Drive away “Indianisms”

• - Passing out
• - Real brothers and sisters
• - discuss about
• - kindly revert
• - order for
• - years back
• - Prepone > brought forward or lets advance this meeting
• - Do one thing
• - out of station

Eliminating Redundancies

BE Concise — instead of > try saying