Call and Write Mail Politely

8/13/2019 Call and Write Mail Politely

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-Greetings and closings for email

-Greetings and closing depend on type of relationship you have with recipient

of your email.

-In your first email to the recipient, open with Dear followed by the recipients

name. Usually the last name should be use for the first email exchange.

Never use greetings such as Good Morning", "Hello or Hi!!!!!!Only if customers

say Hi you are in the position to say the same back.

-Closings follow the same rules. In a first email use formal closing such as

Best regards or Sincerely. 2

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-Use proper spelling, punctuation and capitalization. Taking time to spell check and

fix typos shows respect to your colleagues or customers.

- Never use the exclamation point : !!!!!!!!!!!! Or capital letters it means shouting

E.g.: NICE TO MEET YOU AGAIN!!!!!!!!!!

-Keep in mind that your colleagues are not mind readers so when you put work with

With him on that project remember to precise with who and what project.

-Write short paragraphs that are to the point and refrain from jokes or sarcasm.

-Take time to be sure your email is grammatically correct. 3

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-At the end end of a request dont forget to integrate some polite words like:

-Thanks in advance

-Thanks for your help

-Thanks for your support

-Thanks

And not thank you which is quite informal.

Moreover it can be added: If you need more information, dont hesitate to

contact us.

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-Writing effective Emails

-Purpose of this lesson: do people respond to your emails in the way you want them

to or do they seem to ignore them or miss important information? Are you sure you

are making the best possible impression with your emails?

-Couple of simple rules will allow you to get the response that you want and will also

allow you to avoid waste of time and a total understanding from the receiver from

all the information you requires

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Subject lines are headlines:

-A newspaper headline has two functions:

-grabbing your attention

-tells you what the article is about so that you can decide if you want

to read further.

Email subject lines need to do exactly the same thing!

Use a few well-chosen words, so that the recipient knows at a glance

what the email is about.


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-If your message is one of a regular series of emails, such as a

weekly meeting report, include the date in the subject line.

-And for a message that needs a response, you might want to includea call to action, such as "Please reply by November 7".

Remember that everyone tries to reduce the amount of "spam" email

messages they receive. If you make appropriate use of the subject

line, you increase the chances that your email will be read, ratherthan mistaken for spam and deleted without so much as a glance.

Never leave the subject line blank. Emails with blank subject lines are

usually spam!!!!!


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Real life example

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Bad example:

-Subject: Meeting

Hi Jussi,

I just wanted to remind you about the meeting we have scheduled

next week. Do let me know if you have any questions!

Best wishes,

Clment


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Poor communication for several reasons.

Why is this a bad headline?

-No information about the meeting. If your calendar is full of meetings, you

might even wonder which one Clment is talking about

-There's certainly no clarity about the subject, or when and where the

meeting's being held.

-What's more, the lack of specific information makes it look like a spam email.

This email risks being deleted without being read!

-Tone of the message is that of a friendly reminder. There's nothing wrong

with that, but essential details are missing. If Jussi hasn't heard anything

about the meeting, or has completely forgotten about it, he'll have to write

back for more information which means waste of time


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Subject: Reminder of 10am Meeting Sched. 10/05 on Induction form.

Hi Jussi,

I just wanted to remind you about the meeting we have scheduled for Monday,

October 5, at 10:00am. It's being held in conference room A, and we'll be

discussing the new Induction form.

If you have any questions, feel free to get in touch (x3024).

Best Wishes,

Clment

Good example:


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-New headline is much more specific and will come up in the list of your Outlook

much more easily.

-Great thing is that reader doesnt have to open the email to get most of the

relevant information

-Every time the reader glances at his saved emails, hellbe reminded about that

specific meeting


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-Make One Point per Email

One of the advantages of email compared with traditional letters is that it doesn't

cost any more to send several emails than it does to send one. So, if you need to

communicate with someone about a number of different things, consider writing a

separate email on each subject.

That way, your correspondent can reply to each one individually and in the

appropriate time frame. One topic might only require a short reply, that he or shecan send straight away. Another topic might require more research. By writing

separate messages, you should get clearer answers, while helping other people

manage their inboxes better.


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If you do want to put several points in an email - perhaps because they

relate to the same project consider presenting each point in a separate,

numbered paragraph. This makes each point stand out, significantlyincreasing the likelihood that each point will be addressed.

-Each individual email should be clear and concise, with the purpose of

the message detailed in the very first paragraph.

-Sentences should be kept short and to the point. The body of the email

should contain all pertinent information, and should be direct and

informative.


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By separating those two important communications, the receiver will

be able to find what he needs quickly in his inbox.

As well as this, separating the two topics helps him to keep her saved

emails relevant. Once he's done with the revisions email she can

delete it, but keep the meeting reminder email until the end of the

week.


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Specify the response you want:

Make sure to include any call to action you want, such as a phonecall or follow-up appointment. Then, make sure you include your

contact information, including your name, title, and phone numbers.

Do this even with internal messages. Remember, the easier you

make it for someone else to respond, the more likely they are to do

so!


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-Make sure you go through your inbox regularly and respond as

appropriate.

-If the email needs a detail request and you dont have the

information yet , dont hesitate to send a holding reply saying that you

received the message and that you will answer fully soon.

-Always set your Out of office agent when you are going to be away

for couple of days. Or even if you go to Olkiluoto all day long.

-Internal email: they shouldnt be too informal even if you speak to

your colleagues. Remember that those mails could be printed out

and viewed by people other than those for whom they were originally

intended

Be a good correspondent:


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-Prepare to focus on the conversation, stop whatever you are doing and try

to smile before picking up the phone.

-Always identify yourself answering the phone telling your name and the

company name: Good morning, Enersense Oy.This is Silja. How may I help

you?

-If the speaker doesnt introduce him/herself, say, May I ask whos

speaking? In this way you will not offend him/her.

-Listen carefully to find out the reason the person is calling and respond

appropriately.

-Be sure to record the persons name, phone number and purpose of call

and try to find out if the issue cant be solved by yourself.

Proper phone call:


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- Be brief. Do not waste the receivers time.

- Be clear. Explain the background and the purpose of your call.

- Be polite. Recognize the receivers point of view.

Then:

- Locate the person

- Make request: introducing yourself, giving background and making therequest itself

- Make clear arrangement for a meeting

Remember that you only get one chance to make a good first impression!!

Proper phone call:


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-Remember that Skype is a tool of communication for working purpose only

at office so dont bother your colleagues during the working time to explain

how was your morning corn-flakes.

Skype:


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Documents

Call and Write Mail Politely