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.
This report should be completed and sent to my office by the end of this week. .
Analysis of example 1
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. .
Analysis of example 2
Each of these messages in example two depicts an order or a command. The language will work if you write to your junior or subordinate. However, your boss, senior, client, or colleague do not expect you to give them a command. .
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
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)
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) .
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