Good Manners in Mailing Letters
How many times has it happened that your proposed business deal got squashed just because you didn't have the correct writing skills?
While working for a company, you can't depend on the human resource department to guide you with every minute detail. There are some things you have to do on your own; the most important among them is the right way of conducting yourself with your client or business associate via an email.
There are some necessary guidelines on how to send an effective and friendly email which will not only give you a better hand at e-communications but also develops your business in a positive way.
Following are some necessary guidelines for a more effective you!
Read The Email Several Times Before Replying
On receiving emails just be sure to go through them at least 2 or 3 times in order to ensure that you are not missing out on any valuable details, or any query that needs answering. It also ensures you that you have avoided repetitions of questions which the sender has already taken pains to answer. This makes the client happy that you have taken out time and given precise and special attention to his mail.
Contact Information
Your company name, mail id, phone and fax number must be attached at the end of every business mail. This will give them an easy way of contacting you again and they will be highly appreciative of this gesture. Plus new referrals will automatically be passed on with the help of your company contact details.
Don't Approach With ‘I know It All' Attitude
Please don't be arrogant enough to assume that the information supplied by you is not known to your associate or receiver, irrespective of the knowledge that you are stocked with it! A friendly approach is a must like, “Maybe you already know this but,” or “Have you ever tried this?” They will appreciate this subtle approach and may even thank you for it. And will not take any offence to your remarks.
Notify When You've Received An Important Mail
Some information sent to you may be important and of a confidential nature.
Though you might be unpredictably busy, it hardly requires a few minutes to let your colleague know that you have received the important document or mail and intend to answer them at the latest. This relaxes their tension and things don't get hanged up. Otherwise they may think you haven't received it or are avoiding them in any way.
Attach The Original Copy Along With The Mail
Sometimes when you are really busy and pre-occupied you get annoyed to see a letter just stating that they agree over some thing, but over what thing? Don't let this happen to others, always send an attachment of the original copy for reference as the client may be in a position to read it only after many days. If it's a lengthy copy just attach snippets wherever required. This also ensures that you've not missed out on any important comments.
Make Use Of The Subject line
The Subject line acts as a useful reference, mainly if you are sending many draft copies, number them as draft copy 1, draft copy 2, etc as the main subject line heading. This will avoid confusions later on and help you to sort out things in an appropriate manner.
Ending The conversation
Know to end a conversation; don't pester your client by sending never-ending mails. If you've already had 5 to 6 mails, answered them all simultaneously and the conversation has come down to ‘Thanks', then it's a prompt that the matter is over and done with. Don't drag it further. When they have thanked you, take the hint, don't reply again.
Refer to these suggestions and you can turn into an excellent communicator!
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