How to write professional email to boss, senior, client to build strong relationship.
When you write to your senior, client, boss, or counterpart, your message should be cordial and courteous.
You might come across emails where a message appears disrespectful since the sender did not take enough time to articulate his email.
A sender sometimes attacks the receiver with a spear. I will take you through two emails which a receiver might find disrespectful and improved versions of the same emails.
An email to boss should polite, respectful, and detailed.
You need to state the reason for the writing the email very clearly.
You should always proofread your email twice or thrice to make sure that it has right tone, and it contains all the required information.
Example 1: Email to a colleague
This report should be completed and sent to my office by the end of this week. .
Suppose, you write the above email to your colleague; he will find this message disrespectful since you did not request him to complete a task; instead, you gave a command. .
I would be grateful if you could arrange to complete and have it sent to my office tomorrow. .
Example 2: Email to your boss
Each of these messages in example two depicts an order or a command.
The above language will work if you write to your junior or subordinate. Although, your boss, senior, client, or colleague do not expect you to give them a command.
Email to boss or a senior person has to be polite and professional.
Can you please arrange to send the sales report for April 2016 at your most convenient time tomorrow or day after tomorrow?
I am going to have a discussion on this with the client on May 15, 2016. .
How to write an email to your senior, boss or clients
First step: Make a request (Using ‘arrange to’)
Second step: Define the reason
Third step: Thank you in advance.
Example 3: Email to a senior person
I have attached the agenda for the meeting. Please distribute it among your teammates. .
Suppose, you wrote the above email to your colleague; he would think you gave him a command in haste. .
I have attached the agenda for the meeting. (Step 1)
Could you please arrange to have it printed, and distributed among your teammates since every participant may not be aware of the agenda of the meeting? (Step 2) .
Please have the attached list printed, and distributed among your team members as every participant may not have cognizance of the agenda of the meeting.
Kindly arrange to print and distribute the attached list among your teammates since every participant may not be aware of the agenda of the meeting.
Thank you for your attention. (Step 3) .
When you write an email to boss next time, keep the above points in mind.
Do you want to know the basic email etiquette to create a good rapport and impression? Read my post on Email Etiquette
If you want to write professional, polite, and error-free email, you can learn more about Email Writing Course.
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