Email Writing Skills for tcs

7/23/2019 Email Writing Skills for tcs

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WRITING SKILLS


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Objective of the session.

To understand the measures that makesbusiness emails effective.

To adopt necessary email etiquettes necessary ina professional field.


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KNOWING IT!!!!

Good writing skills are

imperative in any organization.

Businesses and organizations rely on efficient andeffective email.

Email is the most common way to communicate.

Effective email writing skills is thereforeintentionally taught! practiced! reinforced! andvalued in every organization.


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THE CONCEPT

"o unique talent and mentalability required.

#ertain simple rules that are to befollowed.

RULE-1: Strengthenthe Subject

$se %eywords in &ub'ect line (void high priority options like

$)GE"T! *+,-)T("T etc.

E.g. &ub'ect+eeting

&ub'ect )emainder of /0am

meeting scheduled on /0102.


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Rule-2: Keep themessage focused.

%eep your messagereadable.

3on4t depend upon bold

font or large size letters.

Rule-3: !o"d

attachments. (void attaching a file. -nly

attach when required.

*ts better to 'ust copypaste

the most important part.


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Rule-#: $dent"f% %ourselfclearl%.

5ou should write a signature line.

#ontact details should be complete.

E.g. &incerely!

657

8rd year Electrical

(B#T

,hone9:;2/0

Thanks ? )egards!,aresh &en

-wner)eliable @andscaping! *nc.02;=>80>80 AofficeC9/9:;2/ Acell

Rule-&: 'e ("nd

and don)t *ame. #ontrol the anger and

keep cool.E.g. * tried all morning to

get in touch with you.#ouldn4t you find a fewminutes in between meetingsto check your messagesD *4mhaving a rough time on this

sub'ect! and *4m sorry if thisis lastminute! but *4ve neverdone this before and * thinkthe least you could do is takesome time to eplain it again.


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Rule-+: Loo( 'efore%ou LE,.

*f you are asking someone elseto do work for you! proofreadit.

Rule-: 'alanceormal/$nformal.

(void !abbreviations! andnonstandard punctuation.

"ever use informal language informal situation. E.g. **)# for Fif * recall

correctly! @-@ for Flaughing outloud! F(&(, for Fas soon aspossible etc.


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Rule-0: Respondpromptl%.

+ake yourself available toyour correspondents promptly.

)esponse should be within>=hours or the specified timelimit.

"ever keep yourcorrespondent waiting.


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Email Etiquette. Be concise and to the point.

)eply to original message onlyand don4t 'ust forward themessage

$se ## field sparingly.

$se the Bcc field while you donot want all addressees toknow.

Bcc4s within organizationcreates distrust.


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3onHt forward any 'unk mail or

reply to spam.

"ever use email to discussconfidential issues.

3o not overuse reply to all.

3o not forward chain letters.

#heck the appropriateness ofemail.

(void derogatory remarks.


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+ake one point per email witha user friendly fonts.

$se proper structure andlayout.

Iumor is riskier.

&pelling still counts.

+ake email id4s which looksprofessional.


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nse" the folloin# questionsith t"ue an$ false.

%l.No.

&uestions O'tions

1. It is not necessary to use meaningful and

clear subject

True Fals

e. !l"ays a#oid long sentences. True Fals

e$. Read t%e email before you send it. True Fals

e&. Write t%e email in all ca'itals or all small

letters.

True Fals

e(. !#oid using )*rgent+ or )Im'ortant+ in t%e

subject.

True Fals

e,. !l"ays use cc -eld "%en "riting a mail. True Fals

e

. !ns"er to t%e 'oint and to all /uestions. True Fals


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Last ords.

Email is indeed anecellent tool in businessscenario.

Ience an effective emailshould follow certainrules! obvious etiquetteand focus on < #4s that is

#ourtesy#larity#onciseness#orrectness

#ompleteness


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TC% ( )O*+T

This is a simple test for /0 minutes.

*n this test applicants will be assessed based onthe proper usage of the given keywords and

grammar. Be careful of spelling mistakes andwrong punctuations.


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%+P,E NO. -

$sing the following phrases! write an email withminimum of ;0 words to the customer +r. Gill)oy eplaining delay to the pro'ect.

,ayment processing system J &chedule J /0th

+ay AKriday J $nepected power outage J 8 daysJ -verall delay J ; days J includes recovery of lostwork J will not recur


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%+P,E %O,TION / -3ear +r. Gill!

(s you know the earlier schedule to deliver the pro'ect F,ayment processing

system was on /0th +ay AKriday. The same has been delayed! due to anunepected power outage since the past8 days at our offshore site. Le have lostmany important files for which we don4t have any backup.

-ur primary area of concern includes recovery of lost work in which the team isdevoting most of the time.

Ience we are epecting an overall delay in the delivery of maimum ; days!

within which the team will work on the issues and everything will be sorted out.( sincere apology for the delay and at the same time we ensure that the mistakewill not recur in future.

Best )egards

%husboo


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lte"native %olution/-

3ear Gill!

Le are very sorry to inform you that the pro'ect H,ayment ,rocessing

&ystem4 has been delayed due to unepected power outageof 8 days!which was to be delivered on /0th +ay AKriday.

Theoverall delaywill be of ; dayswhere our primary motive includesthe recovery of lost work! for which we donHt have backup. LeHre

etremely sorry for the delay and inconvenience caused and assureyou that this will not recur in the future and shall maintain thescheduleas discussed.

)egards!

+anasa M


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%+P,E NO. 05ou are a team leader in a company and you haveto write an email to one of your team memberappreciating his1her work.

thank you efforts hard worker weekend work timeliness client appreciation successful

completion etra work hours good skills keepit up


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%+P,E %O,TION / 0

3ear Nyoti!

-n behalf of all the team members * want to thank you for your efforts and timeliness incompleting the 'ob.

5ourweekend work and etra work hours have not only resulted in successful completionofthe pro'ect but have also brought client appreciation for the entire team. 5ou are a hard

worker in real sense.

* hope that you will show the same level of dedication and apply your goodskillsfor all futurepro'ects.

%eep it upO

)egards

%husboo


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lte"native %olution/03ear (mar!

* congratulate and thank you for your outstanding performance. 5our effortshave

finally paid off and you have proved yourself as a true hard workerby taking etrawork hours.

Thetimeliness and the successful completion of the pro'ect has given us immenseclient appreciation.5our good skillswere reflected throughout the pro'ect. (ll theetra work hours is worth appreciating.

%eep it upO -ur company is proud of such employees . Iope you continue withthe same zeal and enthusiasm.

)egards!

(darsh &ingh


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%+P,ENO. 1Write an e-mail minimum 70 words to the manager of a

company called ITEX, Complaining about a deliery serice

bought a product , didn!t wor" , called customer care , put me

through automated Tele-serices , on hold , for #$ minutes ,

got disconnected , wrote an e-mail , reply , sorted out , %

days , problem still unresoled


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3ear &ir!

*TE6 is supposed to be undoubted leader in the mobile industry but * am reallysurprised about the delayed delivery service of my order no />=>

grateful if you look into the matter and get back with a solution as soon aspossible.

)egards!)a' &inghC9/9:;2/

%+P,E %O,TION / 1


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lte"native %olution/1

3ear &ir!

* bought a product from your company! but * am really disappointed with the delivery

service. The product was delivered two weeks late. Lhen * opened the parcel andswitched on my laptop ! it didn4t work.

*mmediately! * called customer care !first * wasputon hold for /9 minutes then they putme through automated Teleservices and finally got disconnected. * wrote an email to

which * got a replythat my problem will be sorted out in >daysbut the problem is stillunresolved .

* will be grateful if you look in to the matter and resolve my problem as soon as possible.

)egards!

%aran "ath

02;=


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Email Writing Skills for tcs

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