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How to Write to Different Collegues Depending on Level - Finnegan Pierson - Blog

How to Write to Different Collegues Depending on Level

Communication continues to be a very important part of overall business success. Today, one of the most common forms of communication is to send an email. This is often beneficial as it leaves a record of the conversation and can help you to communicate with multiple people at once. For those that work for a larger corporation, it is important to understand how to properly communicate. There are several tips to be followed that can help you to write an appropriate email based on the recipient.

Accurate Subject Line

The first impression that anyone will have about your email is the subject line. While a subject line may only be a few words long, you need to give it careful attention and thought. This line needs to be concise and properly summarize the content of the email. This will also make it easier to keep the chain organized in the future.

Alter Level of Detail

One of the most important factors to think about when you are sending out an email is the level of detail that you want to provide. If you are going to be sending an email that requires detailed instructions, you should provide those details. However, if you are sending an email to someone that will not be completing the daily work and tasks, the scope of the email can be reduced dramatically. For those that are higher up, sending a summary email with key point outlined will be much more efficient. This will also help to retain their attention, which will make the email more effective.

Be Polite and Courteous

No matter who you intend to send the email to, it is also very important that you are always polite and courteous. One disadvantage that can come with an email versus a phone call or live conversation is that there is no way to read body language or hear a voice tone. Due to this, you need to be sensitive about how an email is written. For the avoidance of doubt, you should avoid using sarcasm of writing in a direction that could be considered rude or insulting to others.

Know the Chain of Command

If you are planning on sending an email to someone that is more than one level above you in authority, particularly if it is not someone that you have regular interactions with, you should follow the chain of command. If you are trying to address a problem or concern, you always need to consult with your manager first. Based on the initial discussion, you should then send an email to the intended audience while always copying your direct manager on the email before it gets sent out.

Follow Up

Just as it is very important to follow proper protocol when you send the original email, you also need to make sure that you are polite when following up. When wondering when and how to follow up on an email, the way that you follow up will be dictated largely by the original email that you sent. If your email had any deadlines in it, you should make sure that you start to follow up at an appropriate time before the end of that time period. You may also consider recapping the original email for those that may have forgotten the prior content.

Sending an email to someone that you do not already have a working relationship with will always create a first impression. The way you should communicate with someone will be based on their level of authority. By following these tips, you can be assured that you will be polite and communicate in an appropriate manner.

Publish Date: February 3, 2020 8:02 PM

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