Business Emails-Communication Basics
Communication Basics

Business Emails-Communication Basics

Khushboo Luthra Khushboo Luthra

Khushboo Luthra

Personal Branding | Legal Practice Management | Legal Tech | Independent Director

发布日期: 2022年2月4日
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  1. ?The subject line should be indicative of content of the email. Email without a subject line or vague subject lines are less likely to be opened and responded. “Hi” is not a subject line
  2. Use underlines/ color/ bold the text to highlight certain points. Capitalization reads rude to the reader.
  3. If the recipient is expected to do something in response to an email, highlight the requisite with an expected turnaround time. Watch thy tone while writing to people across hierarchy! (Requesting or instructive)
  4. Think before hitting “Reply All” in an email thread. Use “Reply All” feature when you are expected to reply to a question for everyone marked. However, do not “Reply All” when trying to point out a mistake of the sender or if the reply is “none of other people’s business” who are marked in the email.
  5. Pick-up the phone and speak to highlight an error or discuss an issue instead of hitting “Reply All”. It shows maturity as a professional and strengthens your rapport with the other person.
  6. Always, send a typed reply to senior’s voice note. Replying to a voice note with a voice message is not a good etiquette.
  7. ?Use bullet points and subheadings in explaining different aspects of an email.
  8. Proofread emails for typos, grammar, and misspelled words before hitting send.
  9. Use track change mode while collaborating with a colleague and working on a document so that they can see the changes made. Nevertheless, send a clean copy and a track changed version to seniors when the document is almost final.
  10. Always save the word document, excel spreadsheet, or PowerPoint with an appropriate title. Documents saved and sent as “Document 1”, “Book 1”, “New PowerPoint Presentation” look unprofessional.
  11. I spell my name as Khushboo but often receive emails where am addressed as “Khushbu” or “Kushboo”. Check the correct spelling of name while writing an email. Do not address Mishra as Misra; Aggarwal as Agrawal; or Nadeem as Nadim.
  12. Before calling any one on Microsoft Teams, block time with a calendar invite.
  13. ?If you require an impromptu discussion, ping, and ask, “May I call?”. Check their status if they are showing “red” that means he/she is busy.??
  14. Think through while using Cc and Bcc. It is a recommended practice to put the email ids of recipients in the order of hierarchy in the organization. Generally, people included in the “To” line are expected to respond to the message; adding people to “Cc” lets them know they’re in the loop, but don’t necessarily need to respond; "Bcc" is used when recipients need to know something just as “FYI” and their involvement should be kept secret.
  15. Use Dear Sir/ Dear Ma’am in your emails and Business emails are signed off as “regards”, “kind regards”, and “best wishes”. Avoid “yours respectfully”, “yours sincerely”, and “Respected Ma’am/Sir” used in academic institutions.
  16. Be well-versed with the following Microsoft Outlook features- 1)Sending out of office replies 2) Sending Calendar Invites 3) Sending Reminders 4) Flagging email as Urgent and Important 5) Delay Delivery 6) Recalling an email 7) Setting up reminders on email 8) Creating rules and alerts?

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