Don't Show Up to Meetings in Gym Clothes...

[Subsonic]

...and Don't Write Business E-Mails That make You Look Like Someone Who Does That !

I made this as an info product to sell last year and then never did anything with it. This guide is NOT for cold outreach or sales E-Mails. It is for communication with a party who is already in a working relationship with you. If the language seems a bit off from my usually style, that's because it was written with a woman who lives and breathes the corporate world.

This guide will help you to be taken seriously by older clients/partners. Violating the things mentioned here is somewhat like showing up to a meeting in gym clothes -> you can get away with it if you really want to but it's bad manners.
I have been using the pointers from this guide for some times now, and it has helped me just today to figure out the organizational stuff with some markets and secure a spot.



How to Write Professional Business Emails

Before we begin, let me share why this guide offers good advice. I collaborated with the head of admissions of a 100 Million a year Pharma Company. Her primary responsibility is negotiating with authorities for drug admissions in various regions. This role involves writing numerous business emails with a lot at stake. Together, we have compiled this comprehensive guide to writing professional emails. Let's get started.

When writing business emails, there are two questions you need to answer for yourself:

• Who is my audience?

In all business writing, the audience is the most important consideration. Your recipient will determine the tone, formality, and content of your email. Keep in mind that different readers may have varying backgrounds, levels of project knowledge, and priorities. Consider using project acronyms (e.g., using "TRs" for "Test Results") when communicating with a colleague who shares deep project knowledge. However, such acronyms may confuse an executive who needs an update for budget forecasting. Remember to keep your tonality neutral and avoid jokes, emojis, or funny pictures in formal business emails. Additionally, refrain from using abbreviations (e.g., write "do not" instead of "don't"). Try to keep your emails concise and within the range of 5 to 10 lines. Be polite and use a simple and clear language, considering that not everyone may be a native English speaker in international business.

• What is the purpose?

Every email must have a clear purpose. Limit each email to one specific item, task, or request. If you cover multiple purposes in a single email, it will become challenging to follow up on different issues. The result is that it takes a long time to get a response from the recipient or you do not get one at all.



Quick Tip,

Format your emails to allow for easy skimming. Use plenty of white space, shorter paragraphs, lists, bullet points, and headings to streamline the information. Avoid large blocks of text, as they are likely to be ignored by potential clients.



Subject Line:

To help the recipient understand the context of your email, use a clear and descriptive subject line. You can also refer to previous emails in the text to provide additional context.

The most common subject lines you will use

Formally:

• In reply to your email...
• I am writing in response to...
• I am writing to inquire about...
• Thank you for your email about...
• I recently wrote to you about...
• Thank you for your email of 12 August.
• With reference to your email of 12 May, I...
• I am writing in connection with...
• I am writing to inform you that...

Informally:

• Thanks for your email.
• Thanks for your mail.
• Sorry for the delay in replying.
• Thanks for the files.

Greeting:

Choose an appropriate greeting based on the formality and familiarity of your relationship with the recipient.

Formal:

• Dear Mr. Schmidt
• Dear Ms. Schmidt
• Dear Sir or Madam (if the recipient is unknown)
• Good Morning/Afternoon

Informal:

• Dear [First name]
• Dear colleagues

Brief Pleasantry:

Start your email positively by expressing gratitude. You can thank the recipient for their fast response, information provided in previous emails, or simply for taking the time to read your email.



Formally:

• Thank you for your prompt reply.
• Thank you for providing the requested information.
• Thank you for contacting us.

Informally:

• Thanks for your reply.
• Hope you are well.

Asking for Information:

After addressing the interpersonal aspects, shift the focus to the subject of your email. Clearly state your goal, whether it is seeking confirmation, requesting detailed information, or making an offer.

Style:

• Remember that you want the recipient to react or take action based on your email. Therefore, use formal language with phrases like "would," "can," or "could."

Cultural Differences:

• Understand that different cultures may have specific expectations in business communication. Take a few minutes to learn about the cultural norms, especially when dealing with Asian clients and companies, as their manners and expectations may differ significantly from those of American or European contacts.

Formally:

• Please, can you confirm...
• Is it possible to...
• I would like to know...
• I would be grateful if you could confirm...
• I would appreciate if you would...
• I would appreciate if you could...
• Could you give me some information about...?
• With reference to our telephone conversation today, I am writing to confirm your order for...

Informally:

• I just have a few questions about...
• I need this information as soon as possible.
• Please get back to me with the information as soon as possible.
• Can you also confirm if...
• Would you do me a favor and...

Giving Information:

Often, you will need to relay specific information to clients or companies. Introduce the factual information using friendly transitions.


Formally:

• I am writing to inform you that...
• I write to inform you...
• We regret to inform you that...
• I am writing to draw your attention to...
• I am delighted to tell you that...

Informally:

• Just a note to say...
• I'm writing to let you know that...
• Unfortunately...
• Just to let you know...

Handling Complaints:

Conflicts are unavoidable, and things may not always go as planned. It's crucial to address problems promptly and without emotional outbursts. Keep in mind that burning bridges can have long-term consequences, even if you are ending collaboration. Parting ways on good terms is always beneficial in the business world.


Formally:

• It would be very helpful if someone could...
• I am writing to express my dissatisfaction with...
• I would like to complain about...
• I wish to draw your attention to...
• I regret to say that I was not completely satisfied with...

Informally:

• I am not happy with...
• I'm sorry to say that you're...
• Could you possibly help me by...
• I am sorry to inform you that...
• I hope you won't mind me saying that...

Call to Action (CTA):

Towards the end of the email, include a specific call to action to ensure there is no confusion about your request. Avoid assuming that the reader understands the desired result based on prior information.

Examples:

• @[Name]: Can you forward the documents to all colleagues by Monday morning, please?
• I'd appreciate your feedback on the draft agenda. If you have any comments, please send them by tomorrow at 12 AM.

Closing Message:

End your email in a friendly manner, similar to how you started it. This is especially important for votes, offers, or negotiations.


Formally:

• Thank you for your consideration.
• Thank you for your kind cooperation.
• I look forward to hearing from you.
• If you have any questions or concerns, please do not hesitate to contact us.

Informally:

• I will be happy to...
• It would be great to hear from you.
• I look forward to hearing from you soon.
• I look forward to meeting you next Monday.

Sign-off & Signature:

Choose an appropriate sign-off that matches the formality of the email.

Most formal: Yours sincerely, [Your Name]

Least formal and most common: Kind regards, [Your Name]



Review Before Sending:

Once your email is composed, take a moment to review it before clicking send. Check for:

• Grammatical or spelling errors: Typos suggest carelessness and can convey incorrect information.
• Dates, times, names, links, attachments, and other specific details.
• Correct recipients in the sender fields.

Thank you for reading. Now you have all the information you need to write professional emails. I wish you the best on your journey. I highly recommend taking this information to heart, as writing emails is one of the most important and common activities in professional life. Applying what you have learned here will set you apart from those who are unaware of proper email etiquette.

 

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[Subsonic]

...epf Fup'v Xsovi Catopitt I-Neomt Vjev neli Zua Muul Moli Tuniupi Xju Fuit Vjev !

O nefi vjot et ep opgu qsufadv vu timm metv zies epf vjip piwis fof epzvjoph xovj ov. Vjot haofi ot PUV gus dumf uavsiedj us temit I-Neomt. Ov ot gus dunnapodevoup xovj e qesvz xju ot emsiefz op e xusloph simevouptjoq xovj zua. Og vji mephaehi tiint e cov ugg gsun nz ataemmz tvzmi, vjev't cideati ov xet xsovvip xovj e xunep xju mowit epf csievjit vji dusqusevi xusmf.

Vjot haofi xomm jimq zua vu ci velip tisouatmz cz umfis dmoipvt/qesvpist. Woumevoph vji vjopht nipvoupif jisi ot tunixjev moli tjuxoph aq vu e niivoph op hzn dmuvjit -> zua dep hiv exez xovj ov og zua siemmz xepv vu cav ov't cef neppist.
O jewi ciip atoph vji quopvist gsun vjot haofi gus tuni vonit pux, epf ov jet jimqif ni katv vufez vu gohasi uav vji ushepobevoupem tvagg xovj tuni neslivt epf tidasi e tquv.



Jux vu Xsovi Qsugittoupem Catopitt Ineomt

Cigusi xi cihop, miv ni tjesi xjz vjot haofi uggist huuf efwodi. O dummecusevif xovj vji jief ug efnottoupt ug e 100 Nommoup e zies Qjesne Dunqepz. Jis qsonesz sitquptocomovz ot pihuvoevoph xovj eavjusovoit gus fsah efnottoupt op wesouat sihoupt. Vjot sumi opwumwit xsovoph panisuat catopitt ineomt xovj e muv ev tveli. Vuhivjis, xi jewi dunqomif vjot dunqsijiptowi haofi vu xsovoph qsugittoupem ineomt. Miv't hiv tvesvif.

Xjip xsovoph catopitt ineomt, vjisi esi vxu raitvoupt zua piif vu eptxis gus zuastimg:

• Xju ot nz eafoipdi?

Op emm catopitt xsovoph, vji eafoipdi ot vji nutv onqusvepv duptofisevoup. Zuas sidoqoipv xomm fivisnopi vji vupi, gusnemovz, epf dupvipv ug zuas ineom. Liiq op nopf vjev foggisipv siefist nez jewi weszoph cedlhsuapft, miwimt ug qsukidv lpuxmifhi, epf qsousovoit. Duptofis atoph qsukidv edsupznt (i.h., atoph "VSt" gus "Vitv Sitamvt") xjip dunnapodevoph xovj e dummiehai xju tjesit fiiq qsukidv lpuxmifhi. Juxiwis, tadj edsupznt nez dupgati ep iyidavowi xju piift ep aqfevi gus cafhiv gusidetvoph. Sinincis vu liiq zuas vupemovz piavsem epf ewuof kulit, inukot, us gappz qodvasit op gusnem catopitt ineomt. Effovoupemmz, sigseop gsun atoph eccsiwoevoupt (i.h., xsovi "fu puv" optvief ug "fup'v"). Vsz vu liiq zuas ineomt dupdoti epf xovjop vji sephi ug 5 vu 10 mopit. Ci qumovi epf ati e tonqmi epf dmies mephaehi, duptofisoph vjev puv iwiszupi nez ci e pevowi Iphmotj tqielis op opvispevoupem catopitt.

• Xjev ot vji qasquti?

Iwisz ineom natv jewi e dmies qasquti. Monov iedj ineom vu upi tqidogod ovin, vetl, us siraitv. Og zua duwis namvoqmi qasqutit op e tophmi ineom, ov xomm ciduni djemmiphoph vu gummux aq up foggisipv ottait. Vji sitamv ot vjev ov velit e muph voni vu hiv e sitqupti gsun vji sidoqoipv us zua fu puv hiv upi ev emm.



Raodl Voq,

Gusnev zuas ineomt vu emmux gus ietz tlonnoph. Ati qmipvz ug xjovi tqedi, tjusvis qesehseqjt, motvt, cammiv quopvt, epf jiefopht vu tvsienmopi vji opgusnevoup. Ewuof meshi cmudlt ug viyv, et vjiz esi molimz vu ci ohpusif cz quvipvoem dmoipvt.



Tackidv Mopi:

Vu jimq vji sidoqoipv apfistvepf vji dupviyv ug zuas ineom, ati e dmies epf fitdsoqvowi tackidv mopi. Zua dep emtu sigis vu qsiwouat ineomt op vji viyv vu qsuwofi effovoupem dupviyv.

Vji nutv dunnup tackidv mopit zua xomm ati

Gusnemmz:

• Op siqmz vu zuas ineom...
• O en xsovoph op sitqupti vu...
• O en xsovoph vu opraosi ecuav...
• Vjepl zua gus zuas ineom ecuav...
• O sidipvmz xsuvi vu zua ecuav...
• Vjepl zua gus zuas ineom ug 12 Eahatv.
• Xovj sigisipdi vu zuas ineom ug 12 Nez, O...
• O en xsovoph op duppidvoup xovj...
• O en xsovoph vu opgusn zua vjev...

Opgusnemmz:

• Vjeplt gus zuas ineom.
• Vjeplt gus zuas neom.
• Tussz gus vji fimez op siqmzoph.
• Vjeplt gus vji gomit.

Hsiivoph:

Djuuti ep eqqsuqsoevi hsiivoph cetif up vji gusnemovz epf genomoesovz ug zuas simevouptjoq xovj vji sidoqoipv.

Gusnem:

• Fies Ns. Tdjnofv
• Fies Nt. Tdjnofv
• Fies Tos us Nefen (og vji sidoqoipv ot aplpuxp)
• Huuf Nuspoph/Egvispuup

Opgusnem:

• Fies [First name]
• Fies dummiehait

Csoig Qmietepvsz:

Tvesv zuas ineom qutovowimz cz iyqsittoph hsevovafi. Zua dep vjepl vji sidoqoipv gus vjios getv sitqupti, opgusnevoup qsuwofif op qsiwouat ineomt, us tonqmz gus veloph vji voni vu sief zuas ineom.



Gusnemmz:

• Vjepl zua gus zuas qsunqv siqmz.
• Vjepl zua gus qsuwofoph vji siraitvif opgusnevoup.
• Vjepl zua gus dupvedvoph at.

Opgusnemmz:

• Vjeplt gus zuas siqmz.
• Juqi zua esi ximm.

Etloph gus Opgusnevoup:

Egvis effsittoph vji opvisqistupem etqidvt, tjogv vji gudat vu vji tackidv ug zuas ineom. Dmiesmz tvevi zuas huem, xjivjis ov ot tiiloph dupgosnevoup, siraitvoph fiveomif opgusnevoup, us neloph ep uggis.

Tvzmi:

• Sinincis vjev zua xepv vji sidoqoipv vu siedv us veli edvoup cetif up zuas ineom. Vjisigusi, ati gusnem mephaehi xovj qjsetit moli "xuamf," "dep," us "duamf."

Damvasem Foggisipdit:

• Apfistvepf vjev foggisipv damvasit nez jewi tqidogod iyqidvevoupt op catopitt dunnapodevoup. Veli e gix nopavit vu miesp ecuav vji damvasem pusnt, itqidoemmz xjip fiemoph xovj Etoep dmoipvt epf dunqepoit, et vjios neppist epf iyqidvevoupt nez foggis tohpogodepvmz gsun vjuti ug Enisodep us Iasuqiep dupvedvt.

Gusnemmz:

• Qmieti, dep zua dupgosn...
• Ot ov quttocmi vu...
• O xuamf moli vu lpux...
• O xuamf ci hsevigam og zua duamf dupgosn...
• O xuamf eqqsidoevi og zua xuamf...
• O xuamf eqqsidoevi og zua duamf...
• Duamf zua howi ni tuni opgusnevoup ecuav...?
• Xovj sigisipdi vu uas vimiqjupi dupwistevoup vufez, O en xsovoph vu dupgosn zuas usfis gus...

Opgusnemmz:

• O katv jewi e gix raitvoupt ecuav...
• O piif vjot opgusnevoup et tuup et quttocmi.
• Qmieti hiv cedl vu ni xovj vji opgusnevoup et tuup et quttocmi.
• Dep zua emtu dupgosn og...
• Xuamf zua fu ni e gewus epf...

Howoph Opgusnevoup:

Ugvip, zua xomm piif vu simez tqidogod opgusnevoup vu dmoipvt us dunqepoit. Opvsufadi vji gedvaem opgusnevoup atoph gsoipfmz vseptovoupt.


Gusnemmz:

• O en xsovoph vu opgusn zua vjev...
• O xsovi vu opgusn zua...
• Xi sihsiv vu opgusn zua vjev...
• O en xsovoph vu fsex zuas evvipvoup vu...
• O en fimohjvif vu vimm zua vjev...

Opgusnemmz:

• Katv e puvi vu tez...
• O'n xsovoph vu miv zua lpux vjev...
• Apgusvapevimz...
• Katv vu miv zua lpux...

Jepfmoph Dunqmeopvt:

Dupgmodvt esi apewuofecmi, epf vjopht nez puv emxezt hu et qmeppif. Ov't dsadoem vu effsitt qsucmint qsunqvmz epf xovjuav inuvoupem uavcastvt. Liiq op nopf vjev caspoph csofhit dep jewi muph-visn duptiraipdit, iwip og zua esi ipfoph dummecusevoup. Qesvoph xezt up huuf visnt ot emxezt cipigodoem op vji catopitt xusmf.


Gusnemmz:

• Ov xuamf ci wisz jimqgam og tuniupi duamf...
• O en xsovoph vu iyqsitt nz fottevotgedvoup xovj...
• O xuamf moli vu dunqmeop ecuav...
• O xotj vu fsex zuas evvipvoup vu...
• O sihsiv vu tez vjev O xet puv dunqmivimz tevotgoif xovj...

Opgusnemmz:

• O en puv jeqqz xovj...
• O'n tussz vu tez vjev zua'si...
• Duamf zua quttocmz jimq ni cz...
• O en tussz vu opgusn zua vjev...
• O juqi zua xup'v nopf ni tezoph vjev...

Demm vu Edvoup (DVE):

Vuxesft vji ipf ug vji ineom, opdmafi e tqidogod demm vu edvoup vu iptasi vjisi ot pu dupgatoup ecuav zuas siraitv. Ewuof ettanoph vjev vji siefis apfistvepft vji fitosif sitamv cetif up qsous opgusnevoup.

Iyenqmit:

• @[Name]: Dep zua gusxesf vji fudanipvt vu emm dummiehait cz Nupfez nuspoph, qmieti?
• O'f eqqsidoevi zuas giifcedl up vji fsegv ehipfe. Og zua jewi epz dunnipvt, qmieti tipf vjin cz vunussux ev 12 EN.

Dmutoph Nittehi:

Ipf zuas ineom op e gsoipfmz neppis, tonomes vu jux zua tvesvif ov. Vjot ot itqidoemmz onqusvepv gus wuvit, uggist, us pihuvoevoupt.


Gusnemmz:

• Vjepl zua gus zuas duptofisevoup.
• Vjepl zua gus zuas lopf duuqisevoup.
• O muul gusxesf vu jiesoph gsun zua.
• Og zua jewi epz raitvoupt us dupdispt, qmieti fu puv jitovevi vu dupvedv at.

Opgusnemmz:

• O xomm ci jeqqz vu...
• Ov xuamf ci hsiev vu jies gsun zua.
• O muul gusxesf vu jiesoph gsun zua tuup.
• O muul gusxesf vu niivoph zua piyv Nupfez.

Tohp-ugg & Tohpevasi:

Djuuti ep eqqsuqsoevi tohp-ugg vjev nevdjit vji gusnemovz ug vji ineom.

Nutv gusnem: Zuast topdisimz, [Your Name]

Mietv gusnem epf nutv dunnup: Lopf sihesft, [Your Name]



Siwoix Cigusi Tipfoph:

Updi zuas ineom ot dunqutif, veli e nunipv vu siwoix ov cigusi dmodloph tipf. Djidl gus:

• Hsennevodem us tqimmoph issust: Vzqut tahhitv desimittpitt epf dep dupwiz opdussidv opgusnevoup.
• Fevit, vonit, penit, moplt, evvedjnipvt, epf uvjis tqidogod fiveomt.
• Dussidv sidoqoipvt op vji tipfis goimft.

Vjepl zua gus siefoph. Pux zua jewi emm vji opgusnevoup zua piif vu xsovi qsugittoupem ineomt. O xotj zua vji citv up zuas kuaspiz. O johjmz sidunnipf veloph vjot opgusnevoup vu jiesv, et xsovoph ineomt ot upi ug vji nutv onqusvepv epf dunnup edvowovoit op qsugittoupem mogi. Eqqmzoph xjev zua jewi miespif jisi xomm tiv zua eqesv gsun vjuti xju esi apexesi ug qsuqis ineom ivoraivvi.

O txies O tjuamf jewi qav tuni jzqi ennuapv ug nupiz op vji vovmi...

 

[Len_1590]

Hsiev vuqod!
Vjeplt gus e hsiev qutv!