Professional Documents
Culture Documents
- Clarita Fernandes
Objective
– Receiver(s)
– Subject
– Body
– Signature
1. Sender
• BCC (Blind Carbon Copy) is used when you want to send the
message to a person but don’t want others marked in that
email to know about it
To: xyz@xyz.com,abc@xyz.com
CC: lmn@xyz.com,ghi@abc.com
Hi Xyz,
…………………
………………..
Hi Abc,
………………..
……………….
Thanks/Regards,
Ram Bakshi
3. Subject
• Make sure you have a subject line
• Write a meaningful and precise subject
Example: Use Subject line to get reader’s attention
(Incorrectly Written Subjects)
• Subject: “Important! Read Immediately!!”
• Subject: “Meeting”
• Subject: “Questions About Meeting”
• Subject: “Do we need to discuss it during regular
conference on Wednesday?”
3. Subject
Contd….
• Unprofessional Way
• Shows aggressiveness
3. Subject
Contd….
• Subject: “Meeting”
• Unprofessional way
• Lengthy
3. Subject
• Correct Subjects:
• Subject: “Urgent: PQR# 123456”
• Subject: “Weekly Team Meeting”
• Subject: “Questions (Meeting Dated 26/04/04)”
• Subject: “Regarding Wednesday’s Conference”
• Subject: “November 11, 10 a.m. Meeting Reminder
• Subject: Call me tomorrow at 10 a.m. EOM
4. Body of Message
• General Tips:
• Examples:
• Jack,
• 4. Proper Indentation:
Example:
FACTS
DATA
------------
Emotional
SUMMARY
• Some of the Basic Rules of E-mail Etiquette:
* Be concise and to the point
* Use proper spelling, grammar and punctuation
* Acknowledge the email and do not be silent on it.
* The least you could say is ‘Noted. Will do the needful’
* Answer all questions and pre-empt further queries
* Do not attach files unless absolutely required
* Use proper abbreviations and formatting
* Do not overuse the high priority option/ Reply to all
* Do not write in CAPITALS
* Avoid usage of unfriendly tone
* Don’t forget to say ‘Please’ and ‘Thank you’
* Do not expect immediate answers
* Do not send emails when you are angry
7 Cs of communication
Clear
Hi John, Hi John,
I wanted to write you a quick note I wanted to write you a quick note about Daniel Kedar,
about Daniel, who's working in your who's working in your department. In recent weeks, he's
department. He's a great asset, and helped the IT department through several pressing
I'd like to talk to you more about him deadlines on his own time.
when you have time.
We've got a tough upgrade project due to run over the
Best, next three months, and his knowledge and skills would
prove invaluable. Could we please have his help with
Skip this work?
I'd appreciate speaking with you about this. When is it
best to call you to discuss this further?
Best wishes,
Skip
7 Cs of communication
Concise
Hi Matt, Hi Matt,
I wanted to touch base with you about the email I wanted to quickly discuss the email marketing
marketing campaign we kind of sketched out last campaign that we analyzed last Thursday. Our target
Thursday. I really think that our target market is definitely market will want to know about the company's
going to want to see the company's philanthropic efforts. philanthropic efforts, especially our goals to become
I think that could make a big impact, and it would stay in sustainable and help local schools.
their minds longer than a sales pitch.
This would make a far greater impact, and it would stay
For instance, if we talk about the company's efforts to in their minds longer than a traditional sales pitch.
become sustainable, as well as the charity work we're What do you think?
doing in local schools, then the people that we want to
attract are going to remember our message longer. The Jessica
impact will just be greater.
What do you think?
Jessica
7 Cs of communication
Concrete
Consider this advertising copy: How much time do you spend every day packing your
kids' lunches? No more! Just take a complete Lunchbox
The Lunchbox Wizard will save you Wizard from your refrigerator each day to give your kids
time every day. a healthy lunch and have more time to play or read with
them!
7 Cs of communication
Correct
Hi Daniel,
Thanks so much for meeting me at lunch today! I
enjoyed our conservation, and I'm looking forward to
moving ahead on our project. I'm sure that the two-weak
deadline won't be an issue.
Thanks again, and I'll speak to you soon!
Best,
Jack Miller
7 Cs of communication
Coherent
Traci, Hi Traci,
I wanted to write you a quick note I wanted to write you a quick note about the report you
about the report you finished last finished last week. I gave it to Michelle to proof, and she
week. I gave it to Michelle to proof, let me know that there are a few changes that you'll
and she wanted to make sure you need to make. She'll email you her detailed comments
knew about the department meeting later this afternoon.
we're having this Friday. We'll be
Thanks,
creating an outline for the new
employee handbook. Michelle
Thanks,
Michelle
7 Cs of communication
Complete
Hi everyone, Hi everyone,
I just wanted to send you all a I just wanted to remind you about tomorrow's meeting
reminder about the meeting we're on the new telecommuting policies. The meeting will be
having tomorrow! at 10:00 a.m. in the second-level conference room.
Please let me know if you can't attend.
See you then,
See you then,
Chris
Chris
7 Cs of communication
Courteous
Jeff, Hi Jeff,
I wanted to let you know that I don't I wanted to write you a quick note to ask a favor. During
appreciate how your team always our weekly meetings, your team does an excellent job of
monopolizes the discussion at our highlighting their progress. But this uses some of the
weekly meetings. I have a lot of time available for my team to highlight theirs. I'd really
projects, and I really need time to get appreciate it if you could give my team a little extra time
my team's progress discussed as each week to fully cover their progress reports.
well. So far, thanks to your
Thanks so much, and please let me know if there's
department, I haven't been able to do
anything I can do for you!
that. Can you make sure they make
time for me and my team next week? Best,
Thanks, Phil
Phil
Thank You