Professional Documents
Culture Documents
is required. Remember the 3 Rs you must guide your reader towards the Response
expected, otherwise you can never be sure of achieving the right Results.
7. Unfriendly tone
Emotions are hard to convey in e-mails, and some people type out exactly what they
would say without thinking of the tone of voice that would be used to signal their
emotions. With e-mail all we have are words. Without the right tone, misunderstandings
could easily happen or you could offend and perhaps lose an important business contactor even a friend. Good writers learn to choose their words carefully and get the tone just
right.
8. CC to the whole world
It has now become really easy to cc anyone and everyone. This results in overflowing
inboxes and a lot of time wasted. So send a cc only to people who need to know, not to
everyone you know.
9. Bad grammar, spelling and punctuation
As more people use e-mail, sloppy work is becoming a major annoyance. People are
receiving poorly formatted messages in one continuous messages paragraph, poorly
structured messages that are not specific in the response required, messages written in
ALL capitals which is equivalent to SHOUTING or all in lower case, and of course
messages with poor grammar, spelling and punctuation.
10. Just plain SLOPPY
Most people complained of the need to reply immediately to e-mails just because they are
e-mails. Because of this urgency, many writers are not taking as much care. Rushed
messages often become garbled, spelling errors creep in, the structure doesnt flow right.
Readers dont understand the messages that they receive or are offended by them. The
messages are plain sloppy and the message that the reader gets is that the writer has no
RESPECT for the reader. Take some time to read your message before you send it.
and express your ideas clearly is perhaps the most important skill you must possess. Your
communication ability reflects your competence.
INTRODUCTION
(Background and Basics)
DETAILS
(Facts and Figures)
RESPONSE OR ACTION
(Conclusion)
CLOSE
( A simple one-liner)
4 POINT PLAN
From
:
Alexander Wee
Date 12.10.2010
To
Suzie
CC
Subje 24 th Aniversary Video
ct
Dear Suzie
INTRO
DETAILS
ACTION
CLOSE
Best wishes
Alexander Wee
Marketing Manager
ST Electronics
From
Date
thomas@supersura.com
10.07.05
To
lilichee@gmail.com
CC
richard@ supersura.com
Subject
INTRODUCTI
ON
DETAILS
ACTION
ACTION
Dear Lily,
It was good to meet you again last week. As
discussed, I would like to invite you to give the
opening speech at the launch of our Healthy Eating
Campaign. This will be held at our Leeds superstore
on Monday 8 August.
Richard and I are very excited about this campaign.
We are hoping it would make the public more aware
of the importance of choosing a variety of fresh fruit
and vegetables as part of their daily diet.
I am attaching a provisional programme, from which
you will see that 10 minutes has been allocated for
the opening speech at 9.30 am .We will be happy to
arrange your transport to and from our superstore
on launch day.
I know that your high profile in this industry, would
bring the crowds flocking to this launch. We hope
you will decide to join us.
Best wishes
Georgia Thomas
Marketing Manager
Aurora Superstores Ltd.
following up a meeting
sallyturner@mmmu.edu.my
12/02/10
johnwong@wronglay.com
6
Subject
REMINDER
John
Appreciate if you could consider and bear in mind that I am no
longer responsible for dealing with petty cash. Some of your
staffs keep bringing their vouchers to me, but this responsibility
has been taken over by Martin in Accounts, he is the one who
should be contacted henceforth for all petty cash matters.
Your co-operation is appreciated in making sure all your staffs
know about this.
BRgs/Sally
From
Date
To
Subject
sallyturner@mmmu.edu.my
12/02/10
johnwong@wronglay.com
REMINDER
John
The wording is very abrupt
and harsh
BRgs/Sally
Dont be lazy with
your closings
From
Date
To
Subject
sallyturner@mmmu.edu.my
12/02/10
johnwong@wronglay.com
REMINDER
Hi John
Some of the staff from your department are still bringing their
petty cash vouchers to me. However this responsibility was
taken over by Martin in Accounts last month.
Please inform your staff that they should deal with Martin in
future.
Thanks for your help John
Sally
From:
Date
To
CC
Subject
hi Linda
Some
bad things
points that
need
to u,
be its
avoided!
Hope
r well
with
good 2 know that u will be back in Malaysia again
in nov to hold your seminar on effective biz writing. PLS LET ME HAVE SOME
FREE DATE WHILE U R OVER HERE. some bookstores r interested ina talk cum
singing event, I hope u will agree to take part
9
tnks&rgds
Halim
10