Write Better Emails: Etiquette rules and tactics for smarter communication at work | Top Skills &. | Skillshare

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Write Better Emails: Etiquette rules and tactics for smarter communication at work

teacher avatar Top Skills &., Skills for job & work success

Watch this class and thousands more

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

10 Lessons (1h 2m)
    • 1. Introduction

      0:40
    • 2. Introduction to course structure

      1:54
    • 3. How can you standardise your emails?

      3:00
    • 4. How to write your email subject

      5:53
    • 5. How to use To / CC / BCC and "Reply all"?

      8:32
    • 6. Formal, semi-formal and informal greetings

      8:00
    • 7. Right first sentences to start

      7:00
    • 8. General rules of email content

      12:15
    • 9. Choose the right signature

      3:31
    • 10. How to assign tasks in email

      11:06
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About This Class

Write Better Emails: Etiquette rules and tactics for smarter communication at work

I hope you are well. Join the class and learn practical email writing skills and etiquettee rules. Learn useful skills and become a better communicator with your team.

Email is the most popular tool to communicate at workplace. The average professional spends 28% of the work day reading and answering email, according to a McKinsey analysis (2012). Current class combines expertise and practical working expertise using emails while working for global companies and also while having extensive lecturing experience in academia. The creator team has 30+ years of working experience, from managing 60+ team members till emailing Board level executives / Directors of highly successful global companies. As your teacher we will use our email writing expertise to give you proven formulas for structuring effective emails.

Participation in this brilliant class will enable you to start your email with the right tone and use the right level of formality. This class will help you to maintain a positive workplace culture through emails, and also the class shares practical advise which can be used every day.

At the end of this class you will be able to write better emails with great confidence. Your emails will be clearer, and you will make a better impression. You will be able to maintain better working relationships by using email. Below are just a few of the topics that you will master:

     Decide how to use To / CC / BCC and "Reply all"

     Confidently write your email subject

     Choose formal, semi-formal and informal greetings and signatures

     Structure your email content and use the 3Ws to assign tasks in email

     Maintain a positive workplace culture through email

     Improve communication with teams and co-workers while reducing communication frustration


If you have any question please just add to the Discussions section.

Meet Your Teacher

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Top Skills &.

Skills for job & work success

Teacher

The Top Skills and Business English Academy is specialised for management skills and business English teaching, involving state-of-the art technology in the educational process.

Our high-quality E-learning courses help people to learn practical skills like MS Excel, and professional English for work purposes.

We are based in the United Kingdom. We are committed to share only the most common and relevant real-life examples informed by business practice. Helping you to perform better at work is our passion. Our management team has 30+ years of business experience from Cambridge to London City, as well as MSc and PhD business degrees from Europe and the United Kingdom.

Students who complete our courses are able to work more effectively, and significantly increase their... See full profile

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Transcripts

1. Introduction: Are you ready to develop your email writing skills Joint class and let's get started. The course contains etiquette rules and tactics for smarter communication at work. Learn practical email, writing skills and techniques. Joining the class and learning it asked will enable you to find the right tone and the right level of formality in your emails. Also, if you help you to maintain a positive workplace culture and be more effective than assigning tasks or when approaching co workers or managers via email, if you have any questions, please just put it in the discussion area right below. Thank you for joining this. 2. Introduction to course structure: in this lecture, we will have a generic overview, introduction toe or course and what the structure is. This course will give you practical knowledge and how to write great emails, which will add value to your professional communication style. We should never forget spoken words fly away every time birds remain that a very rolled down just stays with you, especially in the professional working environment can be interpreted as an agreement, and anybody can get back to it and check the content. So it is especially important to mind your verse when you are writing one email. We will also review real life email screenshots and this will be president did during the course and discussed what the pros and cons are, too. Use specific phrases or follow given structure about the core structure we have started to generate. Introduction full by the email subject and addressing area. We will review how toe tailor your email subject how to address your email recipients properly. Also, if you continue with the greeting section, how to call out first sentences to have proper politeness and still make your email to the point also give you leave you the content off your email, how to best structure this content and how to reach your audience so that your key messages are actually understood and everybody knows what to do next. After read your email, we will also review how to finish your email with a good style. How to use the right tone for finishing the email with your signature. Also, you share further email best practices like how to manage attachments, assigned tasks. 3. How can you standardise your emails?: How can you stand? There lies your emails in this section we review. How can you best standardize your emails? There are a few viewpoints you need to be aware off before you start writing your email. The first is the number off recipients. Is it only to one recipient? And is it toe? Receive the ends. I can start my greeting section to be differently. Or is it many recipients? Let's say I am writing to the whole department or to the whole, projecting also the type of relationship you might have those who would receive your email . You decide how to choose the right register. It can be formal, like writing money, mail to local authority, writing an email to your boss in the company. If the relationship between you is quite formal, or if the company culture is quite formal, it doesn't exist in every language. So keep in mind, you need to have to take the culture of aspect also into account in this case, the type of relationship my decide formality off the email. Seven. Former leaners are, but you will use mostly. It is like emailing with colleagues. You have a working relationship with them. They are not necessarily your fans, but also your relationship is not too formal, so you can drink. Cafe can easily share information. You don't need to be very formally done. The third is the informal way this would be with family and friends or with working colleagues. You have a very good relationship with, and the language style you use can be more relaxed and less formal. But aren't you point to consider? Is is it a new contact to you? Do you have the first contact with the given colic, or is it actually not the first contact? You already have some relationship. Let's say you met or the in person or he already had some email exchange. You can refine your style and also register you are using based on having this email is the first conduct or actually you already have some established relationship. The 42 point is the frequency off the email. How often do you send this email? It could be just a one time email. Then you are sharing some information given received the end recipients. When you are asking for some information or assigning some tasks, alternatively, it can be a repetitive email, something you are sending out every day, every week or every moment, like newsletter, email or some status report to her sharing at the end of the week with the project team members. You should just keep in mind if you can actually really use some former email and create some temporary or get back to some template, especially when you are sending out deputy email that the same or similar email content is sent out almost scheduled way or better given frequency. 4. How to write your email subject: have to write your email subject The current section review REVIEW. How to Write Your email subject. What are the best practices? Subject of the email can just make or break other recipients, opens the email at all, or whether the recipient opens the email at the right time. A good emir subject is state for bad. It does what the email is about. It is concise, so it shouldn't be too lengthy. Especially think about that. Many off the emails will be opened on the mobile device like the phone, and the one who opens it should be able to read the whole email subject on the small screen So I would avoid, I would advise, to avoid long ignorance subjects it should wear. Describe the subject should well describe, but the topic off the email ease. So if somebody reads it should exactly know what the email main focus topic is. It should be kept seriously, especially in the work environment. It should contain any smiley or anything which is not professional. It should be just kept simple, concise, straight to the point. No fluff about the subject. Oh, so it should be never left empty, receiving emails with empty subject highly likely be considered a spams, and the recipient won't open. It won't open it at the right time. So if it is an urgent email, Dave, you just ignore it. Or to be. In many cases, just a spam filter might filter it out from the main mayor books. So please always check your email before you send it and never left the subject area empty . Also, it is very mentioned that you should use the red so the reply and FW, so the four worth thoughtfully, some off the mayor applications automatically at red to the email subject when you reply to an existing email or in the chain and automatically put FW's of forward before the subject . If you were forwarding some email chain to some recipients or to some new recipients, it's for to mention that if recipients sees it in a subject, it will make them think that a I received an email, which already might contain one email chain in it. So it is not a brand new email just just returned. To me, it is more of a chain of females to some existing topic that I might or might not have been involved, so it just makes anticipation that it is something which takes maybe more time if they have never seen the emerging before. And it is already a foreword for replay. It's very important to see this subject if you be used later on, especially if there are multiple replacing on the email. Sometimes colleagues have hundreds of females, and they need to prioritize so they will use the subject for disparity izing exercise, which he missed open which to ignore or postpone for later days or later part of the day and also called experienced these to feel her email change. If there are 45 replacing one email collects food. Use the subject theater so the subject should have a distinguishing feature, which identifies the email and the email chain. It's never a good idea to give to broad subject or subjects, which doesn't specifically identifies the topic. So if you just look at real life examples in the next section, let us review the first email symbol. I just left the email text simple email attacks because it doesn't matter at this stage and all. We would like to focus on the subject if it is left empty. The UCP and Jane will have no idea what the topic is about and probably were not. Open the email, so we should never leave it empty in the next simple gene edit subject and cause the email report. This is very broad. It doesn't necessarily identifies the topic of the Mary's about, so it is again, not a good example. To give just report is the subject of Funny. Well, the third example is much better, because this is how good in subjects should look like it actually identifies. What report we are talking about. It is the marketing there seemed report, and also it costs out a date for rich dates. The report is It also mentions a unique distinguishing feature in the subject, which is actually the date. But the report is about this feel. Always help to identify the email chain or the email threat if there is any, and it will distinguish this email from other emails in the same topic, which are marketing groups in divorce related topics but which are really later dates or in different dates. It's another good practice might be to actually mention action required in the male subject . In this case, the recipient will instantly know just by reading the subject that something needs to be done. Let's say Q four sales support in four requires. When Jane reads this email subject without opening the email, she you know that it is about to say a support. It is about Q four sales support specifically, and some information is required. So this email is something she needs to actually do. One action and this feel prompt her toe. Open the email and it's feel helper to understand that monks that 20 and read emails she has in the morning. This one actually has an action point, and she needs to act. 5. How to use To / CC / BCC and "Reply all"?: how to address your email in this section, we review how to best address your email. You check how the two fieldworks how to see. See the carbon copy FieldWorks how the BCC Field Works, which means blind Carbon copy and also how reply and reply all fields are working to best Write your emails. The two field is where the main recipients off the English would go. The one who has some action with the email. Something to do should go to the to field and please keep in mind. It's always better to avoid short, Ghani knows. So you should minimize the number off recipients were in the two fields and by any means you should try to avoid to send out emails. 10 colleagues like somebody should do this and that it will not really happen. So please always tried to choose and think about who is the best recipient of the email. Is it, Nick? We should do something based on the email than put Nick Nick's in an address to the to field. The C C. Field is very put recipients who should be informed about a given email. These email addresses can go to the C C section. Let's say if Nick should do something based on the email, it can go to the to field Nix email can go to the to field, and his manager on them can go to the C C field so that Anna knows that Nick has a task to do. And also Nick understands that Anna, his manager, is aware off the task she's informed. That's why she goes to the C C field. Please avoid under doing and over doing, seizing by under doing, I mean, if necessary, toe. Keep somebody informed about the email than by any means. Put his or her email to the C C field. Other rise. If you don't put on a to the seas, he field. She might say that she is not aware that Nick has anything to do, or she might try to change you. Has these being arranged has the similar being sent in these cases? It's just better to keep the colleagues who need to be informed about a given email in the C C field by over doing, seizing. I mean don't see, see the managers or don't see, see and assess Erica leaks into the email if they don't need to know about given task, could have given email like See, seeing the managers or or the director's into an email might also sound frightening for the colleague. Receives the email, so use this cleverly. Let's say if you email Nick about a task and he hasn't done it the next time we email him chasing email, you might see CMA. But don't put always on on the email because it might sound unnecessary. One of your CV arema suspend. But if you cc honors boss the company that after right away to the email, if you be very frightening, I don't see see colleagues unnecessarily to the emails because it is over escalating something how to use the BCC field. So this is their other recipients in the to and CC field. We will not see the names off the BCC recipients, so it is kind of hidden who is in the BCC on email. But the BCC DCP ends will also receive the email and Dave, you see who else has received it in the to and CC field, although they do not see the other BCC recipients, let's say in case you are emailing out 200 plant at the end of the year but have issued a happy holiday season. You can put them in tow BCC so that they don't see each other, and you don't reveal who are your plans. It's quite important to keep this information secure. Other good examples for BC sees Then you are emailing out the whole company asking about some general. Think about the next company training. Even you don't want anybody accidentally pushing the replay all button than the answer for you. So it's better to put everybody in BCC. And even if somebody hits replay toe all, he will not be able to replay everybody with some suspend email. The next section is when you address your email is choosing the reply and reply. All I would suggest all the used to play all if you're replaying information is actually relevant. Toe all the recipients. That's safer. Receptionist emails. Everybody in the office who scared parks outside because there is some problem. It is I don't need to email back with reply to all that they I cycled into the office today morning because this might not give the impression that you would like to achieve, so just avoid unnecessary in us to everybody. Let us see an example email, but there is some touch to do with the Q force here. Supports and I started toe put Jane in the to field and wrong in the CC field. But the email starts with High Wong, and actually, I would like to have fun doing something I would like to see that one does something for me . In this case. I should put one into the to field and Jane, because she has nothing to do with this. Email can go to the C C. Field if it is important that Jane is aware off this email that morning, does it? If not, I can simply remove Jane from the email. So it is a clear email. Bank has something to do. Some information is required and he's in the to field. It looks good. Another assemblies when I email out to two colleagues, Jane and Wang, and there are two other external plans or to other third parties in the C C field. Jack London. If Annie's who needs to do something, I should put an and I just left it. Imagine company one toe the to field, and I can put everybody else to the C C field if they have nothing to actually do. Meet this email. Let's say I can leave in the CC. Jack, who is Anse manager in the third party company, and my two colleagues might need to use the information that end sends back. If one doesn't need to do anything about it, let's say he works in another department has nothing to do with this information required. I can just remove him so that I only leave ants. Manager Jack In Jane. Let's see who works on the same project and also needs to say US reports from on. So it's quite important to streamline the TO and CC recipients, and everybody should have a meaning by he or she is in C, C and abuse. The one who needs to something needs to be in the to field the next X Empoli's. But I email out to clients that Happy New Year. It is just generate greetings. Email Fishing Captain, You air for clients at the end of the year, putting everybody in the to fear like client company 123 won't be rise because they would see each other. I might not. I wish to share who have the clients or for company, so I shouldn't put everybody in the to field just for privacy reasons. It's better to put everybody in the BCC field so that when they received the email, they won't know who else received it, and I won't reveal unnecessarily private data to other colleagues. If you open a new me now, normally you see the two and the CC feel right way. It might be that you don't see the BCC field. In this case, there is normally some further options, but if you just click on the CC fear, we now look. It brings up the BC's section, and you can type in other cities to the BCC field so that the two cc and BCC fields had also present and you can address the email as you didn't get most useful 6. Formal, semi-formal and informal greetings: formal, semi formal and the informal greetings in this lecture give you review how invent to use formal, semi formal and informal greetings. Then you write an email to anybody. You should always use the greetings. This is how you address them in English. Former greeting should be used. Then you are interacting. It's somebody, and you would like to show politeness and show your respect. We do not normally use former greetings with friends, but there are cases that you need to use formal greetings or semi formal greetings if you are writing to your boss, supervisor or manager for any figure with authority, if you use more formal or semi formal writing, unless you have another norm at your workplace. Also, if you email or right people who don't know too well, it's better to use more formal addressing more former greeting so that you show your respect to them. And once You Butte relationship, you can switch to semiformal or, if you are building a good relationship to inform on greetings. Let's say if you are emailing your teacher professor at university, it's better to use a formal greeting and don't go informal. Don't greet them in money. Inform away. You should always understand the context off your email and your address parties and then choose the appropriate greeting because it is essential for reaching your target audience and having a good impression. Right in the greeting, we created a simple table, which you can use and check how to best address. I want one want to do when you are writing to to people who want to many when you are writing to multiple people more than two people in a very formal, semi formal and informal way, you might have seen some bad greetings or non appropriate greetings. The current example shows some bad greetings that you should avoid. Let's say, if you would like Toa email some off your former connections, you would like to use a formal language. You don't want to me spare the name. To be honest, this is true for any connection. Let it be semi formal or informal, spending the name, which ruled that you haven't checked your email and it is just very important to spell the other people's name. Prepare me and without any airport. Also, sometimes you see in teenagers things like James, exclamation mark or name off the person, Exclamation mark, please don't do it in the Anglo Saxon working Gaucher. Using exclamation mark is like shouting Get people! And you don't really want to shout at anybody, Especially not when you are approaching them in writing. Then you had the time to think over what you would like to say. Please don't use exclamation mark. Avoid it also. Sometimes, if you would like to address people who are doctor or so professors, sometimes people are writing implies, like you're Dr Smith's or dear Professor Dr Johnson, please avoid it, especially if you are anywhere as distant. And you would like to avoid your professor. Don't don't use the doctor. And don't use the Professor doctor unless you're actually writing to a GP or somebody who is a doctor in the hospital. Also, sometimes you see people emailing addressing recipients in a formal email like dear Madam, dear sir, this is fairly outdated. Please don't use it. There are better race to address somebody in a formal way. Also avoid inappropriate greetings like emailing hi guys to some former connections, people who are new to you or who are directors in the company that issued shows him respect to them. Let us review some good examples how you can start your email but greeting colleagues on a formal way. Very formal way you can actually say if you are emailing Oneto one Dear Mr Smith, The Year James there, Miss Mitt, is that all Former greetings and you should use them if you would like to show your respect and I would like to greet somebody on a former way. If you are writing to two people, you can say dear all. Or there, Mr Smith and Miss about this is very formal, and they've you see that you are showing respect and using the right form of us in the greetings. Also, if you are emailing too many clicks, you can say the old or the marketing department or the Finance Department. You can just write their colleagues or there directors. Please use capital letters, in this case for colleagues and directors. This is how you can address many colleagues in one email on a very formal way if he are reviewing how to use semi formal communication, and probably this is what you will use the most. Once you built a relationship with somebody is in the 1 to 1 in the 1 to 1 context you can write. Hello, Mr Smit. Hi, Mr Smit. Or Hello, James. Hi, James. It's very popular. Morning, James. Afternoon, James. Morning, James. Should be return at the beginning. Off the day and afternoon should be written in the second half off the day Also in a pond to context. If you are remaining two people, let's say if you are remaining James and Sarah together you can write Hello All high all or high, bold or hello, Mr Smith. And Miss about. You can also write Morning, James and Sarah, if you are in the morning. Afternoon, James and serum. If you are in the afternoon. Similar morning board. Afternoon boat are good. Semi formal greetings to start your team in a bit. If you are emailing many clicks together so more than two. You can just email them in a semi formal way. Hello, All high. All hello. Marketing assistance. Hi, everyone. Hello, everybody. Morning All afternoon. All morning, everybody. After when everybody Morning everyone. Afternoon. Everyone. If you are switching to the informal context, you can just write in the 1 to 1 scenario high James Hazara I made. Hey, really? This is informal, so you shouldn't use it. Beat colleagues, Alice. You have very good friendly relationship. Also, it might be that you don't use any creating you just start writing. Your email is also makes it informal in a 1 to 2 context, you can just say hi, James Sarah for hi guys again. If you are writing an email and that is at least one recipient who should be addressed on a semi formal or very former base, you should avoid using hi guys. The same in a one to many section. Hi hi guys. Hi fogs. But if you are sending out the status report 10 colleagues and three off the mild directors , you should avoid sending the email with high guys or high folks. Even if you have your best working friends in the email chain should always use more formal , semi formal or formal greeting to show respect to the quicks who are in the email chain. 7. Right first sentences to start: cried for sentences to start in this lecture with your review, what are the right for sentences to start? One. Email. The first sentence can be an important part of the greeting. It is actually very helpful. If you would like to make real positive kickoff, be a positive start off. Your email in this lecture will be review how to use very formal, semi formal and informal first sentences, depending on your audience. Is it one toe on email? Do you really need to colleagues or do you email multiple colleagues at the same time? Sometimes you might receive emails, which are just to be true. They jump right to the topic, and you have a bad feeling than you read them. Like this one. Joe Exclamation mark, I want the slight cannot access them. You just have a better feeling by leaving this email. I would generally not advise to start right with a problem like this, because it just gives very bad taste in the recipients mount. It is actually always better to start your email with something positive, even if it is a very formal or semi for money. Now you can use wordings like I hope this finds you well. It just gives good feeling to the recipients. And it is just a standard way to communicate, especially in the UK, for politeness is very important. Also, you can just write. I hope you are. Well, it's the first sentence in case it is Monday or Tuesday, and you are emailing the colleague at the first time after the weekend. You can just write hope you had a nice weekend or if it is actually in the first few weeks off the new year and you are emailing the colleague first time in the new year, you can just write. I hope this new were is treating you well. I hope this new air is treating you well also. If there is already some email exchange between the two or few, you can just write Thank you for your email. It's a reply. This is just very polite. You make a good impression because you are saying something positive right in the first part off your email. Also, you can just write. Thank you for your reply. This is again good, good impression. You appreciate that. The other party sent you an email or reply to your previews. Ask your previous query. You can also bright Thank you so much for your prompt reply. This is a bit more formal using the virt problem. It is a bit more formal. Can just say thank you for your quickly play, which is a bit less formal, semi formal. But anyway, putting this sentence or sentence like this right at the start off your email is just a good practice. Also, if you know that the other party has done something previously, you can just ride. If you know that your colleague wasn't workshop, you can just write hope the virtual pens well, Or if you know that the colleague or your manager has been on how the day and just came back to work, you can just write hope you had a nice holiday. It makes them remember the holiday there workshop. It is just good practice because it shows that you care if you're in the 1 to 2 context. If you're emailing to colleagues at the same time in the same email, you can just write hope you are both well for hope. This finds you well. This is also grammatically correct. If you are remaining two colleagues but twenties in the two section. One is in Assisi, and you had some conversation with Sarah already. You can just say thank you for your email. Sarah. It's always good to call out the name off the other people because it makes it very obvious . Who do you tank? And if Sarah's manager is in the CC, then he or she can also see that Sarah has done something for you, which reflects well on Sarah's previews conversation with you. If you just want to many in a very formal situation, you don't need to write any specific first. Sometimes you can just act with the topic. If it is a semi formal situation than you can leave out the first intense or just say hope you are. Well, if you're jumping to informal section in 1 to 1 situation, you can just ask a terrorist ical question like How are you? How is it going? It doesn't need to be answered than you actually receive an email informal email with starting. How are you doing? How is it going? You don't need to answer it so you can just jump to the topic in your reply. He says that that were aciego. Questrom. You can also ask in a 1 to 2 situation Haouari boat or just simply have, are you? The question mark is makes it informal. It is a nice kick off. Nice start off your email sets a very positive Tom in general, even if you are communicating some bad news or some hard task, it is good to staff it a positive note, then have your content, which might be less positive or can be harder task and then also finished with something positive to have a good impression at the end. So what to see an example. But I emailed Jane to do something about the Q four sales support, and also I sees his wrong actually start my email. Hi, Jane Piche adamantly renew for Q four sales support. I could make this sound much friendlier if I would put Hi, Jane, I hope you are Well, Hi, Jane. I hope you are well, please share the month review for Q four sales support. Actually, this is much easier to read. It leaves Jamie with more positive impression, and it might just cause the J in response to your email earlier than to other colleagues seamers, because she thinks that you are a kind person and it's just a good feeling toe exchanging emails with you. Also, in this case, I see seed one, and they specifically mentioned his name in the second paragraph. For your information on Lee, no action needed from your side. In this case, I don't necessarily want to repeat the first sentence. It is sufficient to heavy in Jane's case, where we are actually asking something from her in this email, keeping the right first sentences in mind. We are just thinking about receiving one email. Like I just received an email from Jane about three ports and even in the preview mold, I see. Hey, Joel, thank you for your reply. This is just a good feeling to open an email like this. So that's why I would like to say if you ask somebody to do something for you. And they replied, it is just birth to start your email for them with the polite first centonze formula like thank you for the reply 8. General rules of email content: general rules off email content. In the current lecture, we will review what general rules off inner content might exist and help you through writing your emails. Please always be aware off the following when you start writing your emails and then you are getting main content area off your email. Your email should always be concise and simple. Keep it simple. Nobody likes to read too long emails or emails with many unnecessary information. I always think about well, your recipient understand language we're using, especially if you are writing to an international group of people that say, working in a global company, working with people whose native language is not English. Please avoid using words which have too complex because they, they might be confused. Might have problem to understand you, so just keep it simple. Keep it concise. This next point, keep your email direct and expected. Think about it. What are the key messages is that I would like to say in this email, and don't forget to write it down. Otherwise, you have no chance that the other counterparts will get your point. So please, we expect it with your emails is better to write it down so that the other person has a chance to understand it short and to the point. Don't beat around the bush. There is no need toe right long sentences and circumvent around the topic because it just makes your email too long and you have the chance that your message is lost and the counterpart recipient. You be lost among the lines, so it's better to keep it concise. Simple, direct, this explicit as possible and then short to the point. Don't avoid the topic if you need to avoid the topic or if it is very sensitive than don't use email. Better call the other people or meet them in person that, you know, should be very structured. If you are writing about a more complex topic, make sure that you break it down to paragraphs so that when somebody looks at your email, then there is a visual paragraph breakdown telling them that there are multiple issues multiple topics discussed in this email. So please just be aware not to have too long paragraph together. So no more than four or five lines together. Otherwise, the counterpart recipient will get lost, and it is just too much text, so break it down to paragraphs. You need to write longer emails. But if the email is too long, the email actually might not be the right the right way to communicate it. It might be easier to attach it a severe document or organize a meeting to discuss the topic if it is too complex. Also, I would advise to avoid mixing topics in the same email. Sometimes it is necessary. But in many cases it is just better to have one email for Bon Topic and right next email with some other subject, which actually reflect the topic off the email and send it in to women. So it is just easier to understand what should be done to close the email properly. If you need, TOE makes two topics into one email or more topics separate them visually and have them in different programs, especially in the professional environment. Sometimes it is just useful to use bullet points, and instead of writing long paragraph, try to break it down. And if you are asking three things from somebody like sending over ABC than don't write three sentences in one paragraph but the right three bullet points so that it is very easy to see the least did things that you need and it's very easy to track. Okay, then 1st 2nd tour point I have done Everything is great So you will get more complete answers if you are using blood points because the counterpart won't lost won't lost in the text. But you wanted to ask in the email in the first place Also, I would advise the assertive and not aggressive. So be tolerant. Say what you would like to have but don't invent aggressive Don't know taunting when I receive manner because it might not get the results that you would like to especially not in one Anglo Saxon environment. Like in a global company. It might stuff like battle new with you are receiving emails, so just calm down. Be a 30 right then what you would like to say in the diet and expensive matter. But don't be rude. Also, I would advise don't use capital letters and don't use to much boiled because it is like shouting in an email. You don't want anybody shouting get you in person. It is the same redeemers. If you are using capital letters Your recipient. You just be shocked. Why he sees this capital letters but is the issue. Something is burning, what's happening. So don't use capital letters, even if in your own language you would use it. If we're writing on English for international company, please don't do it. It's just too much emphasizes on the topic. Also, I would generally advice to afford using exclamation marks because again it is like shouting, like using capital letters. It is like losing your temper. I wouldn't do it in emails, so please keep it. Assertive and not aggressive is the second rules that which can be used as a general rule foreigner writing. You can always think about taking your recipients perspective. We don't anticipate that the recipient as the same background information as yourself. So if you are writing on the Mount, always tried to explain briefly the situation where we are. What is your current knowledge? Then it's a second thing. Try toe share. What is the issue that your problem is? And this adored point tried to write down your proposed actions and next steps. It's always better to share your proposed action and next step, then only throwing the issue or the problem at somebody. So if you're right when you know think about these three points, think about these three main points. What is the information I have? What is the situation than second? What is the issue and writing about and the turd? What is my proposed action and next step? So who should do what I ran? Be mine by this email is written at all for the counterpart RCP and clearly understand. And would you clearly understand from this information but should be done, so if you would be the receiving end, would you understand it? It's very important, and especially that you might think that you know everything about this topic. But it might not be true. It might be that the recipient has additional information, which would change your own opinion. So it's always better toe write it down that based on that on that information, I think the issue is ABC, and I propose that we should do or you should do that. And that's because it would give a clear understanding for everybody by the emails return What is the issue? And then there is some suggested solution, even if it will change by the red light off the recipient. Let us just see simple email that I would write to chain my colleague about the Q four sales reports for some information is required. Hi, Jane. Nice informal tone. I hope you had a great weekend. It's better to start with something positive as you mentioned this, a first sentence. Then my email content comes. I can just continue writing it in the same line. I recently had my background conversation with colleagues, and I think it would be great to have a chat. This is just nice to have some arriving and sitting outside or walking in the park. Please send me the reporting put. We discussed, as I could really use it in my work in the coming days. We're always so helpful when it comes to work and sharing information. I am glad to have you as my colleague. Also, please don't forget to share next week's meeting inputs. I could really use the slide that you presented last week. The current bones expends numbers for or cost centre and the planned company had come numbers for the next quarter, so let's see what is the issue with this email, so it starts quite file. Basically, I managed to address Jane have a positive tone right at the beginning, and then I start switching topics. I recently had many background conversations with colleagues, and I think it would be great to have a chat. Nice summer outside. It makes no sense, as you just deleted. It means nothing for her, basically shouldn't write it in email. I'm just reading it. So the thing why I am writing this email at all because I would like Toa ask her to send over a report we discussed. So this is just too much boarded and capital letters, and I should actually specified which report and talking about. So it's better to specifies. Please send me the Cube three sales report. I can unbolt it. Please send me the cute research support input we discussed. Yes, I could really use it in my work in the coming days. That's right. You are always so helpful when it comes to work and sharing information. It is just not needed. It's too much fluff too long. I can remove it. I am glad to have us, my colleague. This shouldn't be part of a work email asking for more information. It is too informal. Anyway, I remove it. It's not needed. Also, please don't forget to share the next week's meeting inputs. This is a new topic, so I should just visually separated from the 1st 1 Don't forget to share next week's meeting inputs. I could really use the slide AKI presented last week. The current won't expense numbers, so this is like I start least hear different things and it is just not visible. It gets lost. Its hard to count. How many things I would like to have, so it is just better to have it listed in black points. Also, please don't forget to share next week's meeting. I can write as detailed below, and I can just start both pointing it on deleting it. Slider que presented last week current moment, expense numbers for or cost centre and plant company had come numbers for the next quarter . Three things is what I would like to have. This is how we can restructure quiet, long and unnecessary fluffy email so that it is visually clear that there are two things I am asking because they are in two different paragraphs. It is the Q three sales support. If I would like to make it very obvious, I can make it italic. Instead, off make it bold, but instead off kid capital. And for the next point that I would like to make, I just created a bullet pointed list, and it is very easy toe heaven Overview. Two different topics. Second, is bullet pointed three blood points spot on. So this is my brother email than having written everything in one long look off text without any bullet pointing and just getting lost between the information which is unnecessary and the information which is necessary. So this is how you can actually write content so that it is visually pleasing, and the message comes through to the counterpart what you would like to achieve. 9. Choose the right signature: choose the right signature. In this section, we review how to choose the right signature with right storm. This is just essential part off finishing your email, and you should use the right type of formality. Review Review How to choose very formal, semi formal and informal type off signatures in the 1 to 112 to January, meaning to people and one too many scenarios when you have emailing multiple people so more than two people Before we start, let us review a simple email that I even one and start my email do you wrong, which is former greeting. Then there is some simple text. It doesn't matter for us now, and I finished the email. Thanks a lot, Peter Smiley. This is just totally informal, so I would advise to use informal finish informal signature. Then you actually start uneven form a way. So if you are emailing somebody, you have former relationship and you use it with the greeting. You should just keep the same level of formality throughout your email and also in the Finnish section in the signature section, back to our best practice stable about the signatures. Very formal scenario would mean you should finish your image. Your sincerely, yours faithfully. It doesn't matter if it is upon 21122 around. Too many email. You can just say you're since early and just mentioned your name. In the semi foremost scenario, it doesn't really matter whether is it 1 to 112 or one. To many scenario, you can use the following samples kind regards Best regards best species regards. To be honest kind of guards is a bit more forward than the others, and maybe best species or regards is a big, less former. So it is more semiformal but more closer to the in form away. You can also use warm regards, which is a bit emotional in some cases, so it shouldn't necessarily use it. LS you would like to really show that you have positive feelings. Also, you can use many thanks, although you should be aware that many tanks in certain contexts can be a bit passive aggressive. Let's say if somebody hasn't replied to your senors and you are writing the third chasing email, then you can just change your signature from kind regards or best regards to many things, which means that. Please send it over the as it multiple times. Many things on the in. Form aside, you can say in the one to win scenario. Thanks. Cheers. See you later. Speaking soon. See you soon. So this is something that you would write to friends, family or to colleagues. You really have very good informal relationship. And you don't need to be formal. Not even semiformal in the email exchange in 1 to 2 scenario, you can rise. Thanks, boards. Thank you both. See you later. In one too many scenario. When you any meaning many people like a whole department or group off people. In the informal scenario, you can just write. Thanks. Cheers. See you later. Thanks, everyone. Thanks, everybody. This is the in form away signing the email. 10. How to assign tasks in email: how to assign tasks in email. Let us review the three W's off the Good Tasks Island. Who should do the task, what should be done when by then should be done. But I mean who it's always. It's always concrete colleagues names who are actually doing a given task by what you should always think about. What should be Dirty Bird. What is the ask? What is the actual task by then? Should always think about the date. Let it be a day or time video today. This just gives you good task Assignment. Three. Double use Who, What when have to assign tasks in email? Who, what, when, by who always specify inviting. Who should execute the given tasks named the individual? I like Beazer M. O. Don't name a group of people. It's responsible because it will kick on the bison. Their effect and everybody were Just see the email, but nobody if you feel that it is me who need to execute the task, and you might not get the results that you want. If assigning multiple task to different people in the same email, make it very clear who is responsible for which task If possible named the given individual for each task, who is responsible might also consider grouping the tasks to people responsible, like Peter's task and the least to task, which belongs to Peter and Emma's tasks at least the fourth tasks, which belonged to Emma so that you are standing out responsible for each task. If you are sending out an email to multiple people, you can always name one individual who has the overview on the responsibility about the tasks and coordinates or sub coordinates it among the other colleagues. It is just good practice to always have responsible by what I mean specify what is your ask so that the recipient can easily understand spell out details off the task. What is needed. Otherwise, that might be a misunderstanding, and it will cause for their emails for the rework, and this might lead to potential delays. So we specify exactly what do you want to achieve? Use active verbs. So actions are clear. Active verbs like send the ABC five via email or upload ABC file toe debt and that SharePoint further so that it is crystal clear for everybody. What would be done. And don't forget to use please, because it is just a good practice to be nice. When you are asking something from somebody else, bite them, we mean explicitly share. When given task should be done by then. The given task should be done to set expectations like you can assign the task. Peter, please send over the last week's sales reports. Excel file by Friday and off day so that it is clear by then the given task should be. Then, even if Peter cannot do it by the expected that line, he should share this information with you. Please always shared the information. If you are unable to meet a deadline, we descend er off the task so that you can arrange and agree on a more realistic timeline. You can discuss what can be done to keep the expected, that lying for a task like it might be that you have three other tests to execute and your manager can help you to prioritize which one is the most important, so that you can get ahead and keep the deadline for the most important one, and you together change the priority for the other two tasks. Alternatively, the one who assigned the task to you once he sees that you cannot keep the deadline, might able to share this task with some other Keurig who has more free time or works on less priority tasks. So this is just a good practice toe. Always share that line for a task and always communicate back. If you cannot keep the expected that line metals, check one example about tasks. Aymond I email. Jane do and thanks to you, but go to market plan next steps. Let's see the email. High Boat Thank you for attending the go to market planned meeting yesterday. Please find captured next steps in summary below. Send over contact liters of potential manufacturing suppliers. Backed up first draft, upload to SharePoint and review the plan and share any feedback via email and then simple tax were finishing the email. What is the problem with this? Actually, it starts quiet. Well, I bought in formal semi formal greeting Thank you for attending the goat market plan meeting yesterday. It's has good with positive. Kickoff off the email. Peacetime Kepcher Next steps in summary belong. This is just hard toe overview. But the next steps are and Jane and one won't have a clue who should do what and by them. So let's restructure this email so that it is a better example off a good task assignment. First, you should specify the tasks and make it visually visible. Which task exists? Send over liters of potential manufacturing suppliers is the first task, so I can start the second dusk in the next role, right up first draft next dusk. Uploads to SharePoint and the fourth task reviewed the plan and share any feedback for you . You know, I better we left point these so that it is visible, or it can also make it numbered. So this visible which tasks do we have? I have pointed this time. Send over contact liters of protection of manufacturing suppliers. It's not clean enough contact eaters. What do we mean? That specified in more detail? Contact details and you can open a bracket name, email, address, phone number, name, email, address, phone number of potential manufacturing suppliers. You can specify manufacturing suppliers in us. Then the next ask right up first draft. It is not clear enough off the gold market plan for product right up first left off the goat market plan for product X prize it the next task upload to SharePoint. But again, they're in SharePoint, so you should specify. Upload to SharePoint to ABC location, if possible. Also, users for their link the fourth task review the plan and share any feedback via email. It sounds good, so now we understand what should be done, but we don't know who should do it, So we should specified. Send over contact details of potential manufacturing suppliers. You can just add a high phone and you can name the individual. Let's say, in this case it can be chain right up. First draft to go to market plan for product expires that this can be done by wrong upload to SharePoint to location, ABC. This is also one because he created the plan, Review the plan and share any feedback we are in now. This is Jane and Joel, so now we understand what should be done. Also, we understand and we have specified who should do it. But we don't fully understand that by vendors tasks should be done. We can specify that all tasks should be done by the same date, and we can just say all above tasks should be, then by Friday, end off the or if it is not the case. Like in your case, there is a specific sequence off these activities, and they cannot be done by the same time. We need to specify for each task by when the given task should be executed. Send over contact details of potential manufacturing suppliers. Jane by Thursday and off they right up. First draft off the go to market plan long by Monday. 24 January. Upload to SharePoint Toe ABC Location. Bahng. He's the same date by 24th of January. Review the plan and share any feedback. We are email. This is Jane and Joel. We give them three working days to execute this review, so I can just say by 27th of January by Ben's Day 27th of January What I haven't specified . If I would like to give Jane Angel three working days for the review that punctured deliberate by start off the day on Monday, and Jane and Joe has time to review it by end off the Wednesday another example that you might need to keep in mind if you would like to specify tasks by the hour. Then you should think about in which time zone the recipients are. Is the whole team in the same time zone, or are they in totally different time zones a pack or in the U in the States or in Europe? So you need to specify the time zone to avoid any misunderstandings.