Being into HR i always feel & admire to have best E-mail drafting skills,
I would request you to guide me through drafting good emails.
I basically want to improve on "Positive" quotes in emails
like "I would appreciate if you can look into the issue".
Want to learn more on positive sentence while drafting emails.
I have one doubt regarding:- Should we disclose our firm/company name where we work while interacting on such sites.
Anup Patel

From India, Pune


At the outset, let me clarify the last question you raised first. It is up to your comfort level and based on the corporate policy if any, to disclose your current employers name when interacting on these sites. In my view it is safer not to disclose, so that you can freely and frankly raise issues which may be ticklish from a corporate perspective or which could be viewed as being critical of your current job/ bosses/ management etc.

As regards improving your email communication, I would stress that the improvement of your communication skills is more critical. Email is just one popular and extensively used medium of communication which may have some peculiarities and requirements which can be worked on separately.

In my view the most important element in any form of communication is the clear understanding of what, how, and why you are communicating. This can be clearly understood by ensuring that you write the subject line of your communication even before you begin writing anything else.

Then ensure you follow the rules of good drafting, editing and proof reading. These could include one idea per para, flow of thoughts, use of punctuations, following the 5'c of effective communication etc. Ideally I recommend that all communication be typed in WORD, thereafter proof read and then as required cut and paste.

As a habit/ practice ensure that for all forms of communication even casual communication, the content is well drafted, the sentences and paragraphs are formed using all the rules of grammar and effective drafting skills. You would notice that more and more people are using the SMS language, using short forms, jargon, liberally tossing out the rules of grammar when they post matter in this site. If one gets into this routine, the quality of formal communication would suffer in the long run and this would be evident in the letters, reports, emails, inter office communications, circulars etc. that one generates.

You have also stressed on wanting to be more positive, proactive and prompt in your communication. This can come about if your own attitude, behavior and interactions always reflect these traits. Try to minimize the use of negative words like no, can't, difficult, etc. even in every day communication.

When it comes to emails the first rule is not to keep marking copies to one and all. The second rule is to ensure that the communication is crisp and not very lengthy. Revert to incoming emails at the earliest.

To help you be more positive I would invite you to visit the following Inspirational and motivational Blogs

www.actspot.wordpress.com - Over 69,000 views and 490 followers
www.poweract.blogspot.com - Over 19,000 views and 145 followers

Best Wishes

From India, Mumbai
Thank You..!
Mr. B.Jacob
Your suggestion & Knowledge is really worth-while.
I will adhere to all the recommendations from your end while drafting formal as well casual E-mails.
Thanking you once again...!
Anup Patel

From India, Pune
i want to inform our office landlord , regarding scarp will be removing inside the office and we dont have place to keep also fire extinguisher came for checking in the office and they informed to us to remove the scarp in office and they give us penalty . so , i want to take approval from landlord to dismantle the scrub.
please help me to send proper draft.
Thanks, Regards
Shanthi Fernandes

From India, Mumbai
Hi Shanthi,
Like the way you posted this question, please try to prepare a letter addressed to your land lord. You can post the draft so that any one of us can correct it if required.
The letter should explain that you don't have space to keep the scarp and also Fire Extinguisher people (safety authority) also advised to remove the scarp.

From India, Madras

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