How NOT to write a professional email.
This basic write-up comprises of the best practices that I follow as a Senior Technical Product Manager and something that I fall back to, when in doubt.
What I am about to share is profound wisdom that I received from one of my ex-colleagues who himself has a solid body of work and experience behind him. You can connect with him here.
Here it goes….
- Always maintain a formal tone of voice when addressing the client, no matter how close or friend-like the person might become.
- Always interpret what you write in the context of a person reading, who might have absolutely no knowledge about the kind of person you are, or the jokes you make, etc.
- A written word is very different from a spoken word because, unlike the latter, the written word does not go with facial expressions, tone changes, or any other context.
- It is the reader who himself determines the tone of the mail. So make sure that you do not use language that can be taken in a way that is unbecoming of your position.
- Do not say anything that you think can be used against you negatively at a later date. A mail, once sent, cannot be retracted. And even if you apologize and the apology is accepted by the receiver, mails are also never deleted.
- So there will always remain, in black and white, an official document which can be taken out at a later date and use against you and your company.
- This brings us to the next point — DO NOT delete mails from clients. Unless you are absolutely certain it is of no use. And even then, try not to.
- Finally, in case of any doubts, chat with another person on your mail before sending it.
- Like I said before, a mail cannot be retracted, so an objective opinion on it can never be a bad idea.
And that’s a wrap. Hope this very basic write-up on this topic helps.
Thank you for reading. Let me know in the comments if you want me to cover any other topic and explain it to you.
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