How Do I Draft an Urgent Email to the CEO for a Report Request?

My team leader has asked me to send an email directly to the CEO of the company, wherein he has requested a report on an "urgent" basis. Kindly suggest a suitable draft.

Dear Ankita,

The draft could be as below:

Subject Heading: Corrected Report on "_____________"

Dear Sir (or Dear Mr. Arvind Sharma or Dear Arvind or Hi Arvind, choose as per your company's culture),

Yesterday, my team leader ________ advised me to send the report to you on _______. I sent this report through e-mail at ______ hours.

However, later, I realized that certain inaccuracies had crept into the report. Hence, I have prepared a fresh report, which is attached to this email.

I regret sending the wrong report. Hereafter, I will verify the correctness of the report before sending it.

Warm regards (or just Regards),

Ankita

Ok...

Dinesh V Divekar

Dear Ankita, for every small situation, you can't expect forum members to prepare a draft for you. What I did was an exception. I recommend you write on your own and upload it here. Someone like me or I will correct your draft. If you do this, you will come to know where you are making mistakes and will be able to improve your drafting skills.

Ok...

Regards,
DVD

Dear Mr. DVD, I am so sorry for taking advantage of your help, though I didn't mean to do so. Sir, my idea was to understand the difference between a draft to the CEO and the Team Leader, which I have not yet grasped. I know that if I had asked you the technical difference between the two, you would have surely informed me. I apologize once again.

Thank you.

Dear Ms. Ankita Mishra, Since you wanted to change, kindly go through my thread https://www.citehr.com/336422-we-can...thodology.html. I am sure this will help you a lot only if you realize and feel the importance of respective positive changes that you need to undergo.

Difference Between Drafts for CEO and Team Leader

Regarding your query addressed to Mr. Dinesh about the difference between a draft for a CEO and a Team Leader, my practical views are listed below.

1. Understand the major difference between BUSINESS COMMUNICATION and PERSONAL COMMUNICATION, for example, PERSONAL and PROFESSIONAL LIFE.

2. Understand the AUTHORITY and powers associated with him. We need to respect the designation and the person holding it. We just can't write/address the way we address immediate superiors because we may be friendly with them, but we cannot take our immediate superiors for granted, whomever he/she may be, because we hold only a PROFESSIONAL RELATIONSHIP with them and nothing else.

3. Be always formal (language), precise, and reflect PROFESSIONALISM in all your communication and activities/actions (decisions you may take) as well. Only then can you create a true image of a PROFESSIONAL.

4. You can't treat your TEAM LEADER as CEO and vice versa. For example, your communication pattern with the CEO will definitely differ when compared with what you had with your TEAM LEADER.

5. Always keep in mind 3 FACTORS while drafting a BUSINESS/OFFICIAL LETTER: 1. PURPOSE/SUBJECT 2. READER/AUDIENCE 3. CONTENT

There are many ebooks available online about BUSINESS COMMUNICATION SKILLS. I am sure you can learn if you pay FOCUSED CONCENTRATION. Alternatively, you can attend a workshop to gather PRACTICAL EXPERIENCE. If you need help to locate links, please do write to me; I will mail you.

For your kind information, in this community, we have come across many individuals requesting various drafts, but they failed to TRY FIRST AND THEN SEEK HELP. We are living in a competitive world, and we have to update our competencies as time progresses, or else we will face DEFEAT.

Kindly do learn from your superiors; it will help you to grow with them and develop a professional relationship. This journey will produce synergy and support productivity.

Good Luck.

With profound regards,

Dear Mr. DVD, I am so sorry for taking advantage of your help, though I didn't mean that. Sir, my idea was to understand the difference between a draft to the CEO and Team Leader, which I have not understood yet. But I know if I had asked you the technical difference between the two, you surely would have told me. Sorry again.

Understanding the Difference Between Drafts to the CEO and Team Leader

Dear Ankita, now this is a good start - "the difference between a draft to the CEO and Team Leader."

Business communication, as you may have realized by now, is a bit different from friendly informal communication. The former is more formal, polite, and generally in the third person. You can be more friendly with your Team Leader, but with the CEO, the tone of the letter should be formal, with a minimum use of the first person. (Although US business communication with the CEO may be informal, as there is a trend of calling even the CEO by their first name or nickname).

Kindly put up your drafts here, and as DVD has suggested, we can suggest changes/corrections.

About "Spoon-feeding," it is true that you'll never "learn" anything this way. Can anyone teach another person 'swimming' without making them enter the water?

Please do not let negative feedback discourage or offend you; instead, take advantage of them in correcting and improving yourself. Also, feel free to interact intensively with members; we are a 'family'!

Warm regards.

A "Dear Sir" letter is semi-formal and should be avoided with CEOs. "Sir" would be more appropriate since one is addressing the CEO of the company.

In my 16 years as an administrator, professor, HOD, and now as an entrepreneur, this is what I have learned. While writing to a CEO, one has to be extra careful and should avoid "Dear Sir." If it is otherwise, I apologize, did not mean to start an argument, just was trying to help...

Regards

Differences in Addressing Superiors

The system in Britain (Oxford Dictionary) and India is different. In Chicago, we used to call our superiors as well as colleagues by their first names, but unfortunately, not in India. There is a significant difference between what is stated in writing and what is practiced.

Anyway, I had just posted a suggestion that one is free to accept or reject. If what you say is correct, it is a new thing I learned, and I thank you for that. There is no age limit to learning.

I didn't mean to defy you or cause any offense. When you sent me a message and asked for a prompt reply, I thought you might have been hurt. My intentions were to assist so that there would be no issues with the CEO.

With Warm Regards,
Rohit Chawla