Write the RIGHT WORDS
HERE IS A
LOOK AT THE STRATEGIES THAT ONE CAN USE TO ENSURE THAT THE BUSINESS MAILS THEY
ARE SENDING ARE CLEAR,EFFECTIVE, AND SUCCESSFUL
E-mails
are ubiquitous.
There is
no surprise that a large percentage of these mails are business mails. An
effective mail can make your impression really strong, but a poorly-written
mail leaves an equally poor impression at work.
The art
of writing e-mails is hardly discussed, but emails are one of the most crucial
part of any business.So, here is how you can write an effective business mail.
MAKE YOUR PURPOSE CLEAR
The
purpose of your e-mail must be easily identified.Business e-mails should be
crisp and should be able to convey the message effectively. “By reading the
mail, the receiver should understand the purpose of the e-mail, whether it is
for a decision or simply for an information. Bullet points highlighting the
conversation are considered most effective,“ suggests Deepak Shetty, senior
director HR, Philips Innovation Campus, Bengaluru. Vipul Singh, vice president
and head of HR, ADP Private Limited gives an interesting mantra for business
mails, “The KISS rule applies to e-mails. Keep it short, simple and straight to
the point.“ One should keep the objective of the e mail in mind as it will help
n writing clear and concise e-mails. “Trying to use big words and corporate
jargons s a baggage that professionals carry, which should be avoided to make a
asting impact,“ further adds Rajita Singh, head HR, Broadridge Financial Solutions.
TECHNICALITIES
CC with moderation
Emails
should be addressed o only those who need to read it, as it seems to be a
practice these days to mark a arge number of people in copy. The result is that
the mail goes into spam. As per he experts, recipients marked on the mail
should be chosen as needed and categorised appropriately under 'To', 'CC' and
'BCC'.
Salutations
Salutation
is where the most goof-ups happen. The most commonly usedaccepted salutation is
MrMs. In certain circumstances, sirmadam is also accepted f the recipient is
very senior in age or holds an mportant position. 'Hi' and 'dear' are largely
used as a prefix.
Subject line
In
addition to the body of the mail, it is very important that the subject line of
the mail is of the reader's interest for him to read through.
CHECK THE TONE
Since a
majority of these mails may be written internally amongst the employees of the
same organisation, the language and tone of the e-mails will surely reflect on
interpersonal relationships within the organisations.When we meet people
faceto-face, we use the other person's body language, vocal tone, and facial
expressions to assess how they feel. E-mail robs us of this information, and
this means that we have to be extra cautious with what we write and how it will
be perceived.
PROOF READ
Finally,
before you hit 'send', take a moment to review your email for spelling,
grammar, and punctuation mistakes.Initially, little practice may be required
while writing critical e-mails, especially when one is writing to someone
senior in the organisation. Framing a skeleton or the rough flow of the e-mail
in your mind before actually writing the e-mail will help set the context
right. Editing the emails thoroughly is necessary to make the emails effective.
“No one would like an e-mail filled with grammatical and typographic errors.
Hence, n spite of applying spell check and other auto correct options, one
should thoroughly review and edit the e-mail before sending,“ concludes Singh.
|
Vaishali Tanwar
|
TOI16DEC15
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