5 Ways to Draft
Smart Emails..!
Communication in
this day and age particularly with smartphones has taken on a new
character, and is often hurried and informal.
When it comes to official
communication though, some ground rules still need to be maintained.
Anumeha Chaturvedi
takes you through the dos and don'ts.
(1) Subject..!
Line Setting the
right tone, along with use of appropriate themes are key to composing emails,
says Rohit Varma, director, human resources and chief people officer at Max
Healthcare.
“Have a clear subject
line -one of the top mistakes people make is forgetting to write a subject
line, or giving a misleading subject,“ he says.
(2) Avoid Slang..!
Though some
smartphone users key in lines like `excuse typos and brevity', slang and casual
words should be strictly avoided regardless of the mode of communication, says
Pallavi Jha, chairperson and managing director, Dale Carnegie Training India.
(3) Keep it
Crisp..!
Shorter, crisper
lines and getting to the point faster is important as most people read emails
on their phones, says Varma.
“Place the most
important message towards the start of the email to avoid losing the essence.
Don't over
complicate the message, and cut everything down to the bone.“
(4) Watch the
Tone..!
A lot depends on
who the recipient is and the choice of words and greetings conveys one's tone
and emotions. Jha gets emails which address her as Pallavi, while some add the
prefix `Dear'.
Some senders forget
to start with a greeting, she says, adding the last notes and sign-offs say a
lot about oneself and should not be discarded.
“Reflect and be wary of the
emotions. Reflect on how this will be interpreted by the recipient and restrict
the use of the upper case,“ adds Varma.
(5) Highlight..!
It helps to
indicate if you need a response, says Varma. At times, people want to know
whether they really need to read your email and if they have to respond.
Use `reply all'
judiciously and avoid long email trails in case of an argument.
In any case, “it's
better to pick up the phone, talk and resolve matters,“ says Varma.
Src: ET
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