Email Etiquette

Email Etiquette: Email Communication Ready Reckoner

2011-07-19T04:37:00.000-07:00

Email Communication Ready Reckoner

It will be advisable to read the earlier post of this blog titled "Email Etiquette" at: http://email-etiquette-manners.blogspot.com/2009/06/email-etiquette.html

Given below are the ready-to-use phrases that you can safely use in your written communication, particularly in your email communication without having to spend your time in thinking about what and how to write in a specific situation or setting. The typical phrases that can be used are given for formal as well as informal email communication.

In this post, the ready reckoner of the email phrases pertains to following types of email communication:
Basics of email communication
Email communication for arranging meetings
Email communication on invitations
Email communication on business deals/projects
Email communication on seeking/giving clarifications

Basics of Email Communication

Addressing

Formal setting

Dear Mr/Ms/Mrs Homer

Informal setting

Hi/Hello Lisa,

Bart, (or no name at all)

Previous Referencing

Formal setting

Thank you for your email of ...

Further to your last email, ...

I apologize for not getting in touch with you before.

Informal setting

Thanks for your email.

Re your email, ...

Sorry I haven’t written for ages, but I’ve been really busy.

Purpose

Formal setting

I am writing in connection with ...

I am writing with regard to ...

In reply to your email, here are ...

Your name was given to me by ...

We would like to point out that ...

Informal setting

Just a short note about ...

I’m writing about ...

Here’s the ... you wanted.

I got your name from ...

Please note that ...

Furnishing Information

Formal setting

I’m writing to let you know that ...

We are able to confirm that ...

I am delighted to tell you that ...

We regret to inform you that ...

Informal setting

Just a note to say ...

We can confirm that ...

Good news!

Unfortunately, ...

Attachment(s) to Email

Formal setting

Attached is my report.

I’m sending you ... as a PDF file.

Informal setting

I’ve attached ...

Here is the ... you wanted.

Seeking Information

Formal setting

Could you give me some information about ...

I would like to know ...

I’m interested in receiving/finding out ...

Informal setting

Can you tell me a little more about ...

I’d like to know ...

Please send me ...

Other Requests

Formal setting

I’d be grateful if you could ...

I wonder if you could ...

Do you think I could have ... ?

Thank you in advance for your help in this matter.

Informal setting

Please could you ...

Could you ...?

Can I have ...?

I’d appreciate your help on this.

Promising Action

Formal setting

I will ...

I’ll investigate the matter.

I will contact you again shortly.

Informal setting

I’ll ...

I’ll look into it.

I’ll revert to you soon.

Offering Help

Formal setting

Would you like me to ...?

If you wish, I would be happy to ...

Let me know whether you would like me to ...

Informal setting

Do you want me to ...?

Shall I ...?

Let me know if you’d like me to ...

Concluding Comments

Formal setting

Thank you for your help.

Do not hesitate to contact us again if you require any further information.

Please feel free to contact me if you have any questions. My direct line is ...

Informal setting

Thanks again for ...

Let me know if you need anything else.

Just give me a call if you have any questions. My number is ...

Close

Formal setting

I’m looking forward to ...

Give my regards to ...

Best wishes

Regards

Informal setting

Looking forward to ...

Best wishes to …

Speak to/See you soon.

Bye (for now)/All the best

Email Communication for Arranging Meetings

Purpose of Communication

Formal setting

I’m writing to arrange a time for our meeting.

What time would be convenient for you?

Informal setting

Just a quick note to arrange a time to meet.

When would suit you?

Venue and Time of Meeting

Formal setting

Could we meet on (day) in the (morning) at (time)?

Informal setting

How about (day) at (time)?

Are you free sometime next week?

My Availability

Formal setting

I would be able to attend the meeting on Wednesday morning.

I’m out of the office until 2pm. Any time after that would be fine.

I’m afraid I can’t manage next Tuesday.

Informal setting

I’m free Wednesday ...am.

I won’t be around until after lunch. Any time after that is okay.

Sorry, can’t make it next Monday.

Confirmation

Formal setting

I’d like to confirm ...

That’s fine. I will call/email you tomorrow to confirm the details.

Informal setting

Wednesday is good for me.

That should be okay. I’ll revert to you if there’s a problem.

Request for Reschedule

Formal setting

This is to let you know that I will not be able to attend the next meeting next Thursday. I wonder if we could move it to ...? I apologize for any inconvenience caused.

Informal setting

Re our meeting next week, I’m afraid I can’t make Thursday. How about ... instead? Sorry for the inconvenience.

Close

Formal setting

I look forward to meeting you in Los Angeles. Let me know if you need to change the
arrangements.

Informal setting

See you in LA. Give me a call if anything changes.

Email Communication on Invitations

Sending an Invite

Formal setting

We would be very pleased if you could come to ...

I would like to invite you to ... /to attend our ...

Please let me know if you will be able to attend.

Informal setting

I’m writing to invite you to ...

Would you like to come to ...?

Please let me know if you can make it.

Preparation

Formal setting

Before the meeting it would be useful if you could prepare ...

It would be helpful if you could bring ...

Informal setting

Please prepare ... before the meeting.

Please bring to the meeting ...

Acceptance

Formal setting

Thank you for your kind invitation.

The date you suggest is fine.

I would be delighted to attend the meeting. I am sure it will be very useful.

Informal setting

Thanks a lot for the invitation.

The date’s fine for me.

Regret

Formal setting

Thank you for your kind invitation. Unfortunately, I have another appointment on that day. Please accept my apologies. I hope we will have the opportunity to meet on another occasion in the near future. I am sure that the meeting will be a great success.

Informal setting

Thanks a lot for your kind invitation. Unfortunately, I have something else in my schedule on that day. I hope we can meet up soon. Good luck with the meeting!

Email Communication on Business Deals/Projects

Seeking Information

What are your usual charges (fees/rates) for ...?

Can you give me some more information about ...?

Requests

Do you think you could ...?

Would you be able to ...?

Highlighting a Point

My main concern at this stage is ...

The main thing for me is ...

Inviting Suggestion(s)

How do you think we should deal with this?

What do you think is the best way forward?

Making Suggestion(s)

Why don’t you ...?

What about if we ...?

Being Firm while Negotiating

I understand what you’re saying about ... (but ... )

I can see what you’re saying, but ...

Displaying Flexibility

We would be prepared to ... (if ...)

I am willing to ... (if ...)

Agreement

Okay, I’m happy with that for now.

That’s fine.

Next Action(s)

I’ll be in touch again soon with more details.

Let’s talk next week and see how things are going.

Close

I look forward to working with you.

I’m sorry that we couldn’t use your services this time, but I hope there will be another opportunity.

Email Communication on Seeking/Giving Clarifications

Concerning Faulty Email Transmits

Did you get my last message sent on ...?

Sorry, you forgot to attach the file. Can you send it again?

I got your email, but I can’t open the attachment.

Did you mean to send this? I don’t want to open it in case it’s got a virus.

Seeking Clarifications

I’m not sure what you meant by ...? could you clarify?

Which ... do you mean?

I don’t understand this point. Can you explain in a little more detail?

Are you sure about that?

Giving Clarifications

Sorry, what I meant was ..., not ...

I thought ..., but I may be wrong.

I’ll check and get back to you.

The correct information is given below. Please amend your records accordingly.

Sorry, forget my last email. You’re right.

Close

I hope this clarifies the situation.

Get back to me if there’s anything else.

Stay tuned.....will soon be back with more inputs........

Email Etiquette

2009-06-07T20:29:00.000-07:00

It will be a good idea also to refer: (Written Communication) http://written-communication.blogspot.com/, (Communication) http://communication-for-business.blogspot.com/

For all other types of etiquette and manners:
(Executive Etiquette and Manners) http://executive-manners.blogspot.com/
(Cross Cultural Etiquette and Manners) http://cross-cultural-etiquette.blogspot.com/
(Dining Etiquette and Table Manners) http://dining-manners.blogspot.com/
(Telephone Etiquette) http://telephone-etiquette.blogspot.com/

For all the other continually updated topics, refer our High Quality Management Encyclopedia at: http://management-universe.blogspot.com/)
For everything you wanted to know on building leadership and management, refer Shyam Bhatawdekar’s website: http://shyam.bhatawdekar.com

Background

Communication using emails has become very important and essential in professional as well as personal life.
Communication using emails is prompt, direct and without disturbances.
These days most of the persons prefer email communication over other forms of communication.
Effectiveness and efficiency of email communication can be increased provided one develops the skills of communicating using emails. For this, it is imperative to know in depth the email etiquette so that even inadvertently you do not commit those email mistakes which many commit because of their ignorance.

Comprehensive List of Email Etiquette

If you are employed by an organization, find out it's email policy. Since the organization is providing you the resources, it can monitor how you should use those resources. It is a good idea to use work email account strictly for work or business related matters. Send and receive your private email communication by using your personal account.
Make certain that you are writing the email to the right person.
Plan out as to what you wish to achieve through your email; its objectives. The entire effectiveness of your email lies in the answer to question, "Did you ultimately achieve the objective for which you wrote the email?"
Get all the contents, facts and figures at one place before you start writing your email. You may have to refer to other related correspondence and literature for this.
Chalk out the complete contents of the email you wish to write, their sequence, paragraphing and flow for your email.
Your email should also include the content ( in the form of short sentences, questions, directives etc) that will elicit the desired response or action from the receiver.
Rather than asking the receiver to recall an earlier message, include the earlier message in your email. Maintain the complete thread of correspondence on that particular subject matter.
Give a short and yet, meaningful subject title. This is very important- give it a thought. It should not be too big or even too short. It should be specific and not vague. Subject title should give an idea of what the email is all about and provide a reason to the receiver to read it. These days people receive literally hundreds of emails every day and may not have the time to open each of them. If you want the receiver of your email to give your email a priority or urgency, you should motivate him to do so by assigning your email an appropriate subject line.
Be precise, concise and to the point. Get on with your key points of communication as quickly as possible.
Use short sentences and paragraphs. However, do not allow the brevity to be mistaken for rudeness or to interfere with its comprehensiveness.
Do not write very long emails (never longer than a page).
In case you are sending an email reply, reply to all the points raised by the other person. Add anything that you want the other person to tell you and do for you.
Send a prompt reply; that is the very reason you are using email.
Use proper grammar, spellings and punctuation. Use the spell and grammar checks but do not blindly depend upon them for complete accuracy or correctness. Use also your native wisdom.
Do not use all capital letters in your email; in email lingo it means you are shouting or screaming.
Do not use all lower case letters too. Why flout the conventional way of writing English language?
Emails are more informal as compared to the conventional letters but never be loose. Therefore, emails are more personal sort but yet businesslike.
Use proper layout or format.
Should look aesthetically appealing.
Use "high priority (high importance)" option only if your email really deserves it.
Use "request a delivery receipt" or "request a read receipt" option only when you think it is very important for you. Need not use it every time.
Do not use "reply to all" unless you really wish to reply to all.
Do not mark "Cc" or "Bcc" to those who are not connected with the business related to the subject matter.
Before sending the message, double-check the list of recipients. Also, in case of multiple people with similar names in the address book, be careful to choose the right person.
Do not attach the attachments that are not necessary. Attach only the essential attachments to your email (and make their mention in your email). You must have experienced the frustration of receiving large and unwanted attachments or unsolicited files . Therefore, in sending out the emails to others, do so only if absolutely necessary.
Do not use abbreviations (unless they are absolutely universally understood) or emotions.
Do not use slang in your use of language.
Do not use email for confidential matters or matters of secret nature. Discuss the confidential matters with others in face to face communication or exceptionally, over phone.
Use active voice, avoid using passive voice.
Do not use lengthy or long winding sentences. Use short sentences (maximum 15 to 20 words in a sentence).
Do not forward all kinds of emails to anyone and everyone.
Do not write or forward emails containing defamatory, derogatory, unfounded, loose, ethnic, racist and obscene remarks.
Do not forward chain emails.
Do not forward the jokes all over the place.
Do not forward virus hoaxes.
Draft your email messages with an understanding and assumption that they could be deliberately or inadvertently get forwarded by some receiver(s) to other people whom the email was not intended to be sent. So always be careful about what and how you write. The contents of your email therefore should not include offensive or abusive or obscene language or should not include confidential or secret information.
If you are a receiver of an email and if you notice that the email has also been wrongly forwarded to a person who you are sure will get offended by that email, you may alert the sender about it to save the embarrassment both to the sender and to that particular receiver. Perhaps the sender may recall that email.
One need not read the recalled message since the sender has sent that message wrongly and he does not want a wrong message to be acted upon.
Never reply to spam. It may be dangerous security wise.
Add disclaimers in your email as appropriate.
When unhappy with an email or email reply from others, do not use a number of exclamations or question marks in your reply email to tell the recipient so.
If you are annoyed with a colleague or client, do not send a curt, cold or rude email.
Do not point out spelling errors and grammatical mistakes to senders of emails to you.
Do you ever get into arguments in emails and send copies of the verbal “match” to everyone? If you do, stop it.
Do not give email ids of other persons to anyone without taking their permission.
Check your email thoroughly for contents, facts and figures, grammar, spellings etc once again before dispatching it. Make sure that you have spelt out the name(s) of the receiver(s) correctly.
Always conclude every email by writing your name, address, phone number and your email address. This way, recipients get the information on multiple means of contacting you in case they do not wish to communicate with you only through emails and wish to use other means. This information is also useful to the people to whom your email might be forwarded.
Communication through email is very efficient way of communicating and should be used. However, if your native wisdom suggests that calling the other person or speaking with him in person is more appropriate and you should not send an email, do so. Or some situations may warrant both types of communication.
Never hack into any one's email.

Check List

Check your email communication against each of the following:

Preparing
Composing
Logical structuring
Formatting
Visual appeal
Grammar
Punctuation
Effective subject line
Salutation and signing off
Using simple words
Effective vocabulary
Avoiding jargon and cliche
Avoiding archaic phrases
Correct tone and attitude
Courtesy
Ethics