BLOG 4 PART 2 Emails and Letters | Greetings, Closings and new phrases

This is Part 2 of Emails and Letters | Greetings, Closings and new phrases Now that we have reviewed greetings and closings and learned a few new phrases in PART 1, let’s move on to some helpful tips. I also recommend adding a closing, wrap up* sentence after the body and before the closing sign-off. This sums up* the main points of the message or gives clear direction and next steps*. Here are some examples.
  • I look forward to your presentations and ideas at next month’s meeting.
  • So many thanks to all of you for a great sales month. Keep up the good work.
  • This means we must be prepared for the system changes by the morning of September 28th.
  • Please find attached the document and spreadsheet referenced above.
  • I look forward to hearing from you at your earliest convenience.
  • The first draft of the project proposal should be completed as soon as possible. (the abbreviation asap is often used and acceptable. It is only my professional preference to write the words. For me, asap can seem like a harsh order. That is why I prefer to take the time to write the words of this )  FYI- some people pronounce this Ay-sap, not ‘Aye, Ess, aye, pee’. All are acceptable.
  • The date for the Golf Outing Award is (to be determined, which is similar to ‘to be decided’)
  • So the quarterly reports must be received before EOB* This means By end of the business day-usually and traditionally by 5pm in the afternoon or 17:00.
(I know- it’s an abbreviation. But this blog also must help you with the English language abbreviations you will see in messages- not only my personal preferences for writing them out*.) Here are some suggestions for professional business emails, letters and even texts. Many professional people have become more casual. They use more slang and abbreviations. Although some casual friendliness is appropriate and even welcome in some cases*, it is best, in my opinion, to stay professional. Here are some helpful tips*-Do Not: Overuse exclamation points! Actually, as a professional adult, try to use them very rarely and only with close colleagues. I’ve had messages with dozens* of exclamation points!!! I find it distracting to what should be your main message. It reads as quite childish and makes one seem hysterical and irritating. I am sorry to say this about my own gender, but some women do this a lot. Again- stay friendly-but stay professional and you will be taken seriously and be respected. Be yourself- but be a lady, not a girl (or be a gentleman, not a boy). It is perfectly acceptable to express occasional happy news in a text or quick email. For example: The project was approved!!’ or ‘We just exceeded our sales goal!’ -Do Not: Confuse the corporate email with a personal text. OMG! Should not be in a professional email. You already know how I feel about the overuse of exclamation points. Save these for best friends and family and personal reactions to fun photo’s and texts. Your corporate account belongs to the corporation you work for. You represent them. Sometimes it is convenient to write a quick personal note-but keep bad language out if it. I have a sense of humor that is often described as dry or sarcastic. That’s fine with friends and the colleagues that know you very well. In group emails and letters, do not expect others to understand your sense of humor. This is especially true with all the copies (cc’s) and blind copies (bc’s) these days. -ADD a message to every TEXT default signature. Sometimes we need to respond to a colleague but we are busy and can only send a quick text. I know top executives who use a signature template at the bottom of every smartphone text of “this message was sent from my smartphone/blackberry. Please forgive any terse or quickly written short responses and I will respond properly in due course*” -Do not include X0X0 ‘Love’ or luv, or inspirational quotes or ‘emoticons’ as part of your signature. Put it on Facebook for your friends, but not in a professional correspondence. You are not a greeting card. You are not a motivational office poster. Nobody cares. -Keep your contact information short. -Make use of the ‘out of office’ or ‘I am travelling and out of range’ today or ‘vacation’ automatic replies. We live in an age of immediate responses- no matter the day or time. It is really too much these days. I once explained to a salesperson who called me 10 times one evening that sometimes I am on a plane –or take a shower! (aha-I used one carefully considered explanation point because it helped to express that I am saying this with humor.) -ADD a protection clause but keep it short. This is only one example. Many more can be found online. One source is http://www.policypatrol.com/sample-email-disclaimers/ - This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager.  Explanations of the phrases or idioms used in this blog.  *wrap up To bring to a conclusion; settle finally or successfully: wrap up a business deal. *sums up- To present the substance of (material) in a condensed form; summarize: sum up the day's news. *next steps- One of a series of actions, processes, or measures taken to achieve a goal. A stage in a process: he followed every step in the instructions. *in some cases- in some situations A set of circumstances or a state of affairs *tip- a helpful hint; piece of useful information. *dozens A set of 12; an indefinite, large number but under 100: dozens of errands to run. We say ‘thousands’ (1,000’s), hundreds (100’s) but do not have a number for ‘10’s’ unless we are talking about years (which is decades). *in due course- soon or at the proper or right time: Things will get better in due course.  Visit www.EBCbridges.com to ask me questions, schedule a session for esl or esl business consulting from experienced, top corporate business professionals.