Imagine you are the manager to a firm. Write an email to your employee Siva asking him about the status of a project that
was to be delivered yesterday.
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Answer:
Decide on the right method. When deciding whether to send a physical letter or an email, think carefully about the situation. If time is of the essence (for example, if you have a family emergency and need to take the day off), email is likely the best choice. If time is not as important and you want to be official, you might send a formal business letter.
Send it to the right people. Think about who needs to receive your message. If you are quitting your job or firing someone, you might need to send the message not only to the specific person but also to someone in human resources. If you are sending a goodbye email to your coworkers, consider sending individual messages to each person.
Always be professional. Even if you are sending a quick message, make sure your tone is always polite and professional. Avoid unprofessional language (such as slang or abbreviations), emojis, and distracting fonts and formats. When the content of the message is business-related, use a businesslike tone.
Include an appropriate greeting and closing. Whether sending an email or letter, add a professional greeting that includes the person’s name. Also, include a closing and a polite signature. If it is an email, include an email signature with your contact information. If it is a written letter, include a handwritten signature.
Keep it brief. Keep your message as short as possible. You might include a brief introduction, such as, “I hope your day is going well.” Then, quickly dive into your reason for writing. Include only the essential information.
Tip: The message should be no longer than a brief paragraph or two (especially if it is an email). If you keep it short, the recipient will be more likely to read it.
Carefully edit and proofread. Always thoroughly proofread your message for spelling and grammar errors before sending it. Professional emails should always be clear and easy to read.
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