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Friday, February 3, 2017

Email Communication: Email Communication Ready Reckoner


Email Communication Ready Reckoner

It will be advisable to read the earlier post of this blog titled "Email Etiquette" at: http://email-etiquette-manners.blogspot.com/2009/06/email-etiquette.html

Given below are the ready-to-use phrases that you can safely use in your written communication, particularly in your email communication without having to spend your time in thinking about what and how to write in a specific situation or setting. The typical phrases that can be used are given for formal as well as informal email communication.

In this post, the ready reckoner of the email phrases pertains to following types of email communication:


  • Basics of email communication
  • Email communication for arranging meetings
  • Email communication on invitations
  • Email communication on business deals/projects
  • Email communication on seeking/giving clarifications

Basics of Email Communication
Addressing
Formal setting 

Dear Mr/Ms/Mrs Homer

Informal setting

Hi/Hello Lisa,

Bart, (or no name at all)

Previous Referencing 

Formal setting

Thank you for your email of ...

Further to your last email, ...

I apologize for not getting in touch with you before.

Informal setting

Thanks for your email.

Re your email, ...

Sorry I haven’t written for ages, but I’ve been really busy.

Purpose

Formal setting

I am writing in connection with ... 

I am writing with regard to ...

In reply to your email, here are ...

Your name was given to me by ...

We would like to point out that ...

Informal setting


Just a short note about ...

I’m writing about ...

Here’s the ... you wanted.

I got your name from ...

Please note that ...



Furnishing Information
Formal setting


I’m writing to let you know that ...

We are able to confirm that ...

I am delighted to tell you that ...

We regret to inform you that ...

Informal setting

Just a note to say ...

We can confirm that ...

Good news!

Unfortunately, ...

Attachment(s) to Email

Formal setting


Attached is my report.

I’m sending you ... as a PDF file.

Informal setting

I’ve attached ...

Here is the ... you wanted.


Seeking Information

Formal setting

Could you give me some information about ...

I would like to know ...

I’m interested in receiving/finding out ...


Informal setting

Can you tell me a little more about ...

I’d like to know ...

Please send me ...

Other Requests


Formal setting

I’d be grateful if you could ...

I wonder if you could ...

Do you think I could have ... ?

Thank you in advance for your help in this matter.


Informal setting

Please could you ...

Could you ...?

Can I have ...?

I’d appreciate your help on this.


Promising Action

Formal setting


I will ...

I’ll investigate the matter.

I will contact you again shortly.

Informal setting

I’ll ...

I’ll look into it.

I’ll revert to you soon.


Offering Help

Formal setting


Would you like me to ...? 

If you wish, I would be happy to ...

Let me know whether you would like me to ...


Informal setting

Do you want me to ...?

Shall I ...?

Let me know if you’d like me to ...

Concluding Comments

Formal setting


Thank you for your help.

Do not hesitate to contact us again if you require any further information.

Please feel free to contact me if you have any questions. My direct line is ...

Informal setting


Thanks again for ...

Let me know if you need anything else.

Just give me a call if you have any questions. My number is ...

Close

Formal setting


I’m looking forward to ...

Give my regards to ...

Best wishes

Regards

Informal setting

Looking forward to ...

Best wishes to …

Speak to/See you soon.

Bye (for now)/All the best


Email Communication for Arranging Meetings

Purpose of Communication

Formal setting
I’m writing to arrange a time for our meeting.

What time would be convenient for you?

Informal setting


Just a quick note to arrange a time to meet.

When would suit you?

Venue and Time of Meeting


Formal setting

Could we meet on (day) in the (morning) at (time)?

Informal setting


How about (day) at (time)?

Are you free sometime next week?

My Availability


Formal setting

I would be able to attend the meeting on Wednesday morning.

I’m out of the office until 2pm. Any time after that would be fine.

I’m afraid I can’t manage next Tuesday.

Informal setting


I’m free Wednesday ...am.

I won’t be around until after lunch. Any time after that is okay.

Sorry, can’t make it next Monday.

Confirmation

Formal setting


I’d like to confirm ...

That’s fine. I will call/email you tomorrow to confirm the details.


Informal setting

Wednesday is good for me.

That should be okay. I’ll revert to you if there’s a problem.

Request for Reschedule


Formal setting

This is to let you know that I will not be able to attend the next meeting next Thursday. I wonder if we could move it to ...? I apologize for any inconvenience caused.


Informal setting

Re our meeting next week, I’m afraid I can’t make Thursday. How about ... instead? Sorry for the inconvenience.

Close

Formal setting

I look forward to meeting you in Los Angeles. Let me know if you need to change the
arrangements.


Informal setting

See you in LA. Give me a call if anything changes.

Email Communication on Invitations


Sending an Invite


Formal setting

We would be very pleased if you could come to ...

I would like to invite you to ... /to attend our ...

Please let me know if you will be able to attend.


Informal setting

I’m writing to invite you to ...

Would you like to come to ...?

Please let me know if you can make it.

Preparation


Formal setting

Before the meeting it would be useful if you could prepare ...

It would be helpful if you could bring ...

Informal setting


Please prepare ... before the meeting.

Please bring to the meeting ...

Acceptance


Formal setting

Thank you for your kind invitation.

The date you suggest is fine.

I would be delighted to attend the meeting. I am sure it will be very useful.

Informal setting

Thanks a lot for the invitation.

The date’s fine for me.

Regret


Formal setting

Thank you for your kind invitation. Unfortunately, I have another appointment on that day. Please accept my apologies. I hope we will have the opportunity to meet on another occasion in the near future. I am sure that the meeting will be a great success.

Informal setting


Thanks a lot for your kind invitation. Unfortunately, I have something else in my schedule on that day. I hope we can meet up soon. Good luck with the meeting!

Email Communication on Business Deals/Projects


Seeking Information

What are your usual charges (fees/rates) for ...?

Can you give me some more information about ...?

Requests


Do you think you could ...?

Would you be able to ...?

Highlighting a Point

My main concern at this stage is ...

The main thing for me is ...

Inviting Suggestion(s)


How do you think we should deal with this?

What do you think is the best way forward?

Making Suggestion(s)

Why don’t you ...?

What about if we ...?

Being Firm while Negotiating

I understand what you’re saying about ... (but ... )

I can see what you’re saying, but ...

Displaying Flexibility

We would be prepared to ... (if ...)

I am willing to ... (if ...)

Agreement

Okay, I’m happy with that for now.

That’s fine.

Next Action(s)

I’ll be in touch again soon with more details.

Let’s talk next week and see how things are going.

Close

I look forward to working with you.

I’m sorry that we couldn’t use your services this time, but I hope there will be another opportunity.


Email Communication on Seeking/Giving Clarifications

Concerning Faulty Email Transmits

Did you get my last message sent on ...?

Sorry, you forgot to attach the file. Can you send it again?

I got your email, but I can’t open the attachment.

Did you mean to send this? I don’t want to open it in case it’s got a virus.

Seeking Clarifications 

I’m not sure what you meant by ...? could you clarify?

Which ... do you mean?

I don’t understand this point. Can you explain in a little more detail?

Are you sure about that?

Giving Clarifications 

Sorry, what I meant was ..., not ...

I thought ..., but I may be wrong.

I’ll check and get back to you.

The correct information is given below. Please amend your records accordingly.

Sorry, forget my last email. You’re right.

Close 

I hope this clarifies the situation.

Get back to me if there’s anything else.


Books Suggested for Your Professional, Organization's and Professional Libraries (All the titles below are available in print form and as eBooks online from Amazon)

kindleunlimited, KOLL and Amazon Prime subscribers can read the following books entirely free.

Management, Business, Self-help and Personality Development Books

1. HSoftware (Human Software) (The Only Key to Higher Effectiveness)
2. Sensitive Stories of Corporate World (Management Case Studies)
3. Classic Management Games, Exercises, Energizers and Icebreakers
4. Classic Management Games, Exercises, Energizers and Icebreakers (Volume 2)
5. Classic Team Building Games, Exercises, Energizers and Icebreakers
6. 101 Classic Management Games, Exercises, Energizers and Icebreakers
7. Stress? No Way!! (Handbook on Stress Management)
8. HSoftware (Shyam Bhatawdekar’s Effectiveness Model)
9. Competency Management (Competency Matrix and Competencies)
10. Soft Skills You Can’t Do Without (Goal Setting, Time Management, Assertiveness and Anger Management)
11. Essentials of Work Study (Method Study and Work Measurement)
12. Essentials of Time Management (Taking Control of Your Life)
13. Essentials of 5S Housekeeping
14. Essentials of Quality Circles
15. Essentials of Goal Setting
16. Essentials of Anger Management
17. Essentials of Assertive Behavior
18. Essentials of Performance Management & Performance Appraisal
19. Health Essentials (Health Is Wealth)
20. The Romance of Intimacy (How to Enhance Intimacy in a Relationship?)

Novels, Stories, Biographies and Travelogues

21. The Peace Crusaders (Novel: how the peace crusaders established permanent peace on a war strewn planet?)
22. Love Knows No Bounds (Novel: a refreshingly different love story. Also available with the title “Good People”)
23. Funny (and Not So Funny) Short Stories
24. Stories Children Will Love (Volume 1: Bhanu-Shanu-Kaju-Biju and Dholu Ram Gadbad Singh)
25. My Father (Biography)
26. Travelogue: Scandinavia, Russia
27. Travelogue: Europe

For More Guidance, Assistance, Training and Consultation


Also refer: (Prodcons Group) http://prodcons-group.blogspot.com/, (Training Programs by Prodcons Group) http://training-development-function.blogspot.com/, (Productivity Consultants) http://productivity-consultants.blogspot.com/

Other Topics of Interest

All Management Topics (General Management, Marketing and Sales, Service, Operations/Manufacturing, Quality, Maintenance, Human Resources, Finance and Accounts, Information Technology, Life Management)

The topics are listed in alphabetic order:

(Building Leadership and Managementhttp://shyam.bhatawdekar.com
(Alphabetic List of All Management Topicshttp://management-enotes.blogspot.com/
(Home Page for Writings of Shyam Bhatawdekarhttp://writings-of-shyam.blogspot.com/
(Activity Based Costing- ABC) http://activitybased-costing.blogspot.com/
(A to Z of Management Systems) http://a-z-management-systems.blogspot.com/
(A to Z of Quality Techniques) http://a-z-quality-techniques.blogspot.com/
(Body Language or Non-verbal Communication) http://body-language-communication.blogspot.com/
(Books- Best Management Books) http://best-management-books.blogspot.com/
(Business Ethics and Ethics in Management) http://business-management-ethics.blogspot.com/
(Business Process ReengineeringBPRhttp://business-process-reengineering-bpr.blogspot.com/
(Career Planning within Organizations) http://organizational-career-planning.blogspot.com/
(Case Studies in Management) http://corporate-case-studies.blogspot.com/
(CEO Roles, Qualities and Competencies) http://ceo-qualities.blogspot.com/
(Competencies- Life Management) http://shyam-bhatawdekar.blogspot.com/
(Conflict Management) http://manage-conflict.blogspot.com/
(Cost of Quality- COQhttp://cost-of-quality.blogspot.com/
(Counseling at Workplace) http://counseling-skill.blogspot.com/
(Creativity and Innovation) http://creativity-management.blogspot.com/
(Cross Cultural Etiquette and Manners) http://cross-cultural-etiquette.blogspot.com/
(Customer Relationship management- CRMhttp://customer-relationship-crm.blogspot.com/
(Dining Etiquette and Table Manners) http://dining-manners.blogspot.com/
(Effectiveness and Efficiency) http://effectiveness-efficiency.blogspot.com/
(Effectiveness Management: HSoftwarehttp://humansoftware.blogspot.com/
(Efficiency Techniques: Work study: Motion and Time Study) http://work-study-measurement.blogspot.com/
(Efficient Work Methods or Practices) http://efficient-work-methods.blogspot.com/
(Enterprise Resource Planning- ERPhttp://erp-management.blogspot.com/
(Entrepreneurship and Entrepreneur) http://entrepreneurship-entrepreneur.blogspot.com/
(Executive Etiquette and Manners) http://executive-manners.blogspot.com/
(Financial Ratios and Financial Ratio Analysis) http://financial-ratios.blogspot.com/
(How to Be a Good Boss) http://good-boss.blogspot.com/
(How to Get Promoted) http://get-promoted.blogspot.com/
(HR Strategies and Functions) http://strategic-functions-hrm.blogspot.com/
(Human Software- HSoftwarehttp://human-software-hsoftware.blogspot.com/
(Internal Motivation or Self Motivation) http://internal-motivation.blogspot.com/
(Interview Preparation for Job Seekers) http://interview-preparation-jobs.blogspot.com/
(Just in Time Management- JIT) http://just-in-time-management.blogspot.com/
(Life Positions and OKness) http://life-positions.blogspot.com/
(Management Book- Best Books) http://best-management-books.blogspot.com/
(Management Information System- MIS) http://management-information-system-mis.blogspot.com/
(Managing/conducting Meetings) http://managing-meetings.blogspot.com/
(Management Notes- Free and Authentic) http://authentic-management-notes.blogspot.com/
(Marketing Management Overview) http://marketing-management-overview.blogspot.com/
(Market Segmentation) http://market-segment.blogspot.com/
(Musings of Shyam Bhatawdekar on every topic on the earth) http://shyam-bhatawdekar-musings.blogspot.com/
(Organization Development- OD) http://organization-development-od.blogspot.com/
(Out of Box Ideas) http://wow-idea.blogspot.com/
(Paradigm and Paradigm Shift) http://paradigm-mindset.blogspot.com/
(Performance Management and Appraisal) http://performance-appraisal-management.blogspot.com/
(Quality Function Deployment- QFD and House of Quality) http://quality-function-deployment.blogspot.com/
(Recruitment and Selection) http://recruitment-selection.blogspot.com/
(Safety and Health Management) http://safety-health-management.blogspot.com/
(Sales/Selling Process) http://selling-process.blogspot.com/
(Self Motivation or Internal Motivation) http://internal-motivation.blogspot.com/
(Shyam Bhatawdekar’s Articles on Management) http://writings-of-shyam.blogspot.com/
(Spiritual Quotient/Intelligence) http://spiritual-quotient.blogspot.com/
(Success in Life or Success) http://success-achievement.blogspot.com/
(Supply Chain Management) http://manage-supply-chain.blogspot.com/
(Three Sixty Degrees Appraisal System) http://three-sixty-degrees-feedback.blogspot.com/
(Total Productive Maintenance- TPM) http://total-productive-maintenance.blogspot.com/
(Total Quality Management- TQM) http://total-quality-concept.blogspot.com/
(Training and Development) http://training-function.blogspot.com/
(Trainers’ Qualities) http://trainers-qualities.blogspot.com/
(Transaction Analysis- TA) http://transaction-analysis.blogspot.com/
(TRIZ- Inventive Problem Solving) http://triz-problem-solving.blogspot.com/
(Work Study: Method Study and Work Measurement) http://work-study-measurement.blogspot.com/
(Work Methods or Practices: Efficient) http://efficient-work-methods.blogspot.com/
(Writings of Shyam Bhatawdekar on Management) http://writings-of-shyam.blogspot.com/

Counseling: General and Psychological
(Children’s Behavior Problems) http://child-behavior-problems.blogspot.com/
(Counseling: Psychological) http://counselingfamily.blogspot.com/
(Counseling: Psychological) http://counseling-family.blogspot.com/
(Executive Etiquette and Manners) http://executive-manners.blogspot.com/
(Spiritual Quotient/Intelligence) http://spiritual-quotient.blogspot.com/
(Success in Life or Success) http://success-achievement.blogspot.com/
(Swine Flu and Its Prevention) http://swine-flu-precaution.blogspot.com/

About All the Products
(Home Page for All Productshttp://products-all.blogspot.com/

Home Tips(Home Page for All Home Tipshttp://home-tips-tricks.blogspot.com/
(Entertainment: Movies) http://popular-movies.blogspot.com/
(Entertainment: Recommended Hindi Movies) http://unforgettable-hindi-movies.blogspot.com/
(Entertainment- Hindi Movies of Your Choice) http://hindi-movies-choice.blogspot.com/
(Plagiarized, Copied or Inspired Hindi Movies) http://copied-hindi-movies.blogspot.com/
(Recipes: Easy to Cook) http://easytocook-recipes.blogspot.com/
(Stories for Children) http://stories-children.blogspot.com/
(Travel and Sightseeing- India) http://india-tours-sightseeing.blogspot.com/
(Travel and Sightseeing- World) http://sightseeing-guide.blogspot.com/

General Knowledge and Out of Box Ideas
(General Knowledge- Top 5 of Everything) http://top-five-everything.blogspot.com/
(General Knowledge- Top 10 of Everything) http://top-ten-anything.blogspot.com/
(Out of Box Ideas) http://wow-idea.blogspot.com/

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