When writing your email, make sure you choose words. Language and sound are important communication tools that strongly influence the recipient`s ability to understand your email as expected. As a business development consultant, you have received a call from a potential client who wants to develop a business plan for a new company. The client runs a catering business that she has been operating for two years from home. She has finally saved enough money to rent a real space and set up a café to generate income in addition to her catering services. After discussing your business idea and your needs, you agreed on a price for writing the business plan over the phone. You now face the task of creating an email to capture the most important points of your conversation and outline the next steps. It was a pleasure to meet you last night at the networking event. I just wanted to send a short email (and invite LinkedIn!) to stay in touch. You have to deal with this situation head on.
Don`t do anything passive-aggressive, like send the customer an email asking them to send all their future requests via a web form instead of calling. Don`t seem desperate to keep the client`s belongings. Don`t use “I feel” the language (“I feel like our working relationship has taken a turn for the worse”) — you`re not married to that person. Do not throw your own employees under the bus or tolerate abuse against yourself or your employees. This is a business email in which you must be concise, without emotion and without professional appeal. Just say, “I`m writing to terminate our contract” or, if you want to be a little nicer, “I`m quitting as an accountant.” After our call yesterday, we write this email on Green Report to confirm our intention to hire you as an environmental advisor. We have considered several candidates and believe that you are in the best position for the role. Agreements, particularly commercial or legal, are best documented and confirmed.
You risk future conflicts by leaving a verbal agreement. E-mails provide a quick and effective way to confirm oral or telephone agreements to ensure proper documentation of terms and conditions. The e-mail letter confirming oral agreements can also serve as a reference document for the future. Most interactions with potential customers and business partners will be verbal or over the phone. Make these interactions and the resulting agreements more concrete with email confirmations. If you already have some electronic writing skills, you are on track to document oral and telephone agreements. Take specific notes while you have telephone conversations or oral discussions. Prepare an email immediately after the interaction to outline the main topics of discussion, give details to your agreement, ask for clarification on ambiguous issues and ensure confirmation of your oral agreement. As this example shows, a contract letter email should make the most of the fact that the communication is online by including attachments, links and even videos and photos, if necessary and appropriately. Keep in mind that all official documents that are attached, such as a confidentiality agreement or Form I-9, must be stored as blocked PFD files to avoid any changes.
Do you ever open your least favored customer`s email, read it while you fill up with rage, close the email, then sew it the rest of the day (without ever answering)? Wondering if you`re too direct when you write a business email? Or not enough? Note that we don`t stand a chance in the business email model below. “Don`t explore the possibility” of dissolving. Don`t talk about how you feel. Don`t lie or avoid the problem (“We just have too many customers, so we reduce – nothing personal!”).