Effective email features by British Council

Problematic email features

bcklipad — 2021-09-20 01:08:36 UTC

Problematic email features

bcklipad — 2021-09-20 01:09:03 UTC

Problematic email features

bcklipad — 2021-09-20 01:09:25 UTC

Problematic email features

bcklipad — 2021-09-20 01:09:49 UTC

1. No clear request for action
2. Not the correct tone for the urgency. (too urgent, not urgent enough)

Not clear on direction

2021-09-20 05:43:10 UTC

Writing a poor subject line

2021-09-20 05:43:59 UTC

Grammar & spelling mistakes

2021-09-20 05:44:48 UTC

Well Organized

2021-09-20 05:45:17 UTC

Empty subject

2021-09-20 05:45:37 UTC

Unclear call for action

2021-09-20 05:45:43 UTC

Effective Email Features

2021-09-20 05:45:51 UTC

1. Clear delivery of intent and request for action from reader
2. No extra unnecessary information

Polite

2021-09-20 05:46:02 UTC

Clear on action

2021-09-20 05:46:07 UTC

Purpose of attachment need to be cleared

2021-09-20 05:46:32 UTC

Date/Time not clear

2021-09-20 05:46:36 UTC

Reply or cc wrong person in the email

2021-09-20 05:46:44 UTC

Without any conclusion

2021-09-20 05:46:56 UTC

Not clear call to action

2021-09-20 05:47:19 UTC

No introduction

2021-09-20 05:47:40 UTC

No greetings

2021-09-20 05:47:43 UTC

Forgetting attachment

2021-09-20 05:48:15 UTC

lengthy email

2021-09-20 05:49:01 UTC

2021-09-20 05:49:19 UTC

Be specific

unclear signature

2021-09-20 05:49:42 UTC

Straight to the point , action or information needed

2021-09-20 05:49:57 UTC

2021-09-20 05:50:20 UTC

message not clear and concise(lengthy)

2021-09-20 07:29:41 UTC

Dear Valued Customer,

We are sorry to inform you that our store will be closed to the public due to the COVID-19 pandemic. We will be temporarily closed from 18/3/2020 to 14/4/2020, or until such time as authorities deem it shall re-open for business
Once again we apologize for any inconvenience this may cause, and we do appreciate your understanding.

If you have any questions, please contact Mr. Jameson at 012-345678.

Stay safe and healthy!

Dear Lean Ming,

2021-09-20 07:33:57 UTC

You can make all the loan payments by sending a cheque, paying by cash or making an online payment.

If you wish to change your mailing address, please go in person to the branch where the loan originated to update your address details. (brilliant! - just one highlighted word for possible correction).

Best regards,

Appreciation party

2021-09-20 07:35:09 UTC

Dear Team,

Congratulations for the great year and despite all (add a word here) odds, we still managed to surpass all targets!

As an appreciation, we would like to invite you and your spouse to an "All Stars" party to celebrate our achievements together.

The details of the party are as follows:
Venue: ABC restaurant at

Date: 27th this month
Time: 8 pm
Attire: Fancy dress

There will be a live band and lots of food and drink.
We look forward to having fun together with you! (Really good group 4 - don't forget to sign off)

2021-09-20 07:42:13 UTC

Dear Mr Tan,

Thanks for contacting Tax Return Department.

We have made some changes to the tax filing procedure. We'd now like to request you submit your tax returns along with those of your spouse.

Please ensure your quote includes both tax file numbers on the attached form.

We'd Appreciate it if you could return the file before 31st March.

round 1 salutation and opening to the email

bcklipad — 2021-09-22 03:11:59 UTC

Dear valued customer,

Thank you for following up the progress of the project.

round 2: Give the information the customer needs to know and ask any questions you have.

bcklipad — 2021-09-22 03:12:35 UTC

Please be informed ~~that~~ the implementation of new quality control process will be delayed by 10 days due to unforeseen technical issue.

round 3: Talk about the next steps.

bcklipad — 2021-09-22 03:12:54 UTC

We expected to receive the inspection machine by next Monday, and 5 days to buyoff before implement the process.

round 4: close the email

bcklipad — 2021-09-22 03:13:07 UTC

Sorry for inconvenience caused. Thank you.

Best regards,
Group 1

round 1 salutation and opening to the email

bcklipad — 2021-09-22 03:13:38 UTC

Dear Client,

We are grateful for giving us the chance to undertake the new project to implement the new quality control process.

round 2: Give the information the customer needs to know and ask any questions you have.

bcklipad — 2021-09-22 03:13:54 UTC

We regret to inform you that due to unforeseen technological issues, the new quality control process will be delayed for 10 days past the required date.

round 3: Talk about the next steps.

bcklipad — 2021-09-22 03:14:05 UTC

Nevertheless, we are pulling all resources to work on the new process.

round 4: close the email

bcklipad — 2021-09-22 03:14:13 UTC

We would like to thank you for your understanding pertaining to this matter and we apologize for any inconvenience caused.

~~Thank you for your patience and we look forward to serving you better.~~
We look forward to serve you better.

round 1 salutation and opening to the email

bcklipad — 2021-09-22 03:14:22 UTC

Hi Mr John,

First and foremost, we would like thank you for the opportunity given to our team to work on your current project for the implementation of a new quality control process.

round 2: Give the information the customer needs to know and ask any questions you have.

bcklipad — 2021-09-22 03:14:39 UTC

We understand the the implementation for the new quality control process need to be completed by next Monday. However we are facing technology issues at this moment, and the implementation will be delayed by 10 days.

Could you please update us on the urgency of this implementation and will it prevent you from proceeding to the next steps if this implementation got delayed?

round 3: Talk about the next steps.

bcklipad — 2021-09-22 03:14:46 UTC

We've also discussed to the relevant team and we will continue to monitor and fixing the issue as soon as we can.

round 4: close the email

bcklipad — 2021-09-22 03:14:57 UTC

Once again, we truly apologise on the delay and will try our best to ensure that the implementation will be completed right after the delay. ~~Please let us know if this is acceptable on your side?~~

Thank you.

round 1 salutation and opening to the email

bcklipad — 2021-09-22 03:15:06 UTC

Dear Mr. Jameson,

Thanks for reaching out to us. We have receive your request on implementation of the new quality control process.

round 2: Give the information the customer needs to know and ask any questions you have.

bcklipad — 2021-09-22 03:15:14 UTC

As this is not a simple implementation, there are numerous design changes and technology challenges that we need to address. Because of that, we need 10 extra days to complete the implementation. Can provide us more information on why the change is urgently required, and what can we do in the meantime to avoid quality issues?

round 3: Talk about the next steps.

bcklipad — 2021-09-22 03:15:22 UTC

We have been working hard on this. We will keep you informed on further updates once we got the new quality control ready.
Meanwhile, if you wish to discuss further on how you would like the quality control to be set up, you may provide us the person in charge to contact to or you can always contact directly to out technician at xx-xxxxxxx.

round 4: close the email

bcklipad — 2021-09-22 03:15:29 UTC

Thanks again and we are hoping to listen back from you as soon. Your support has meant so much to us!

Regards

Rewrite this email to change the phrasing to be less formal/stuffy.

bcklipad — 2021-09-27 03:51:36 UTC

~~Dear Ms Chan~~
Hi Eleanor,

~~I am writing to enquire if it would be possible for you to~~ Can you provide me with an update on the second round of QA testing ~~I would appreciate it if I could be sent~~ with the revised Gantt chart ~~with the latest timelines~~? ~~I have been asked to meet~~ I am meeting Paul and Sarah tomorrow ~~where I would like~~ to reassure them that the project is progressing as scheduled.

~~I hope that the addition of Alan and Nagi to the team this week will assist us in meeting the deadline~~. As Paul informed us ~~in his email on Monday, it will not be possible to get the a~~ that a deadline ~~extended~~ extension is not possible, so we added Alan and Nagi to the team to complete the testing by Tuesday. ~~So, I would like to ensure that you have everything you need to complete the testing by Tuesday.~~

~~Please inform me if I can be of any further assistance.~~ Let me know how I can help. Thank you for the hard work done by you and the team.

Regards

Lucy

Rewrite this email to change the phrasing to be less formal/stuffy.

bcklipad — 2021-09-27 03:51:53 UTC

Dear Ms Chan

I am writing to enquire if it would be possible for you to provide me with an update on the second round of QA testing. I would appreciate it if I could be sent the revised Gantt chart with the latest timelines. I have been asked to meet Paul and Sarah tomorrow where I would like to reassure them that the project is progressing as scheduled.

I hope that the addition of Alan and Nagi to the team this week will assist us in meeting the deadline. As Paul informed us in his email on Monday, it will not be possible to get the deadline extended. So, I would like to ensure that you have everything you need to complete the testing by Tuesday.

Please inform me if I can be of any further assistance. Thank you for the hard work done by you and the team.

Regards

Lucy

Rewrite this email to change the phrasing to be less formal/stuffy.

bcklipad — 2021-09-27 03:58:45 UTC

Dear Ms Chan

Please inform me if I can be of any further assistance. Thank you for the hard work done by you and the team.

Regards

Lucy

Rewrite this email to change the phrasing to be less formal/stuffy.

bcklipad — 2021-09-27 03:58:59 UTC

Dear Ms Chan

Please inform me if I can be of any further assistance. Thank you for the hard work done by you and the team.

Regards

Lucy

Informal email

2021-09-27 06:19:47 UTC

Hi Eleanor,

Can you provide me with an update on the second round of QA testing with the revised Gantt chart? I am meeting Paul and Sarah tomorrow to reassure them that the project is progressing as scheduled.

Paul informed us that a deadline extension is not possible, so we added Alan and Nagi to the team to complete the testing by Tuesday.

Let me know how I can help. Thank you for the hard work done by you and the team.

Regards

Lucy

2021-09-27 06:31:10 UTC

Dear Ms Chan,

Can you provide me an update on QA re-test result and send the latest revised Gantt chart. Tomorrow, I will meet Paul and Sarah to discuss the project status.

Paul informed us on Monday that the deadline is not possible to extend, I would like to include Alan and Nagi to assist us to expedite by Tuesday.

Please let me know if you need help. Thanks.

Regards

Lucy

2021-09-27 06:33:56 UTC

Hi Eleanor,

I would like you to provide me an update on the second round of QA testing.

Can you please send me the revised Gantt chart with the latest timelines?

I will be meeting Paul and Sarah tomorrow to update on the project. Paul informed us that it is not possible to get the deadline extended. So, please ensure that you have everything you need to complete the testing by Tuesday.

Please let me know if you have any further assistance.

Regards

Lucy

2021-09-27 06:34:21 UTC

Dear Ms Chan,

I'd like to request an update on the second round of QA testing and the revised Gantt chart with the latest timelines. I will meet Paul and Sarah tomorrow to reassure the project is progressing as scheduled.

Alan and Nagi will be joining the team this week to assist us in meeting the deadline, as Paul has informed us the deadline will not be extended. I'd Appreciate it if you are able to complete the testing by Tuesday.

Please let me know if you need any further assistance.

Thank you.

Regards,
Lucy

2021-09-29 06:15:34 UTC

Hi John,

I’m writing this email to remind you about the last quarter’s result I requested.

To recap, could you please email me the following:
1) Last quarter sales revenue
2) Next quarter forecast

Please could you possibly forward me the data as I’m preparing the monthly meeting presentation.

The meeting will be held on 11 Oct 2021. I know you are tied up with the new project, but do you think you could send me the data by 5 Oct 2021?

Thank you in advance.

Regards,
xxxxx

2021-09-29 06:17:28 UTC

From: Team 3
To: Anne
Subject: Request for presentation package

Hi Anne,

We are going to present to management for up coming Anniversary event on next Monday 4 October. I know you are tied up with current bandwidth constraint.

Can you please send me the presentation package to review with the management team by 30 September? We are really appreciate it if you able to get it done.

I will schedule a meeting on 30 September, 3pm. Do let me if you cannot make it.

Thank you.

Team 3

2021-09-29 06:18:11 UTC

Hi James,

I am writing this email to request if you could possibly conduct the environmental test for the unit.

I understand that the labs are fully occupied for next 2 weeks. Could you possibly talk to the lab's manager to find a slot?

The test needs to be completed no later than 05-Oct to meet customer's deadline.

Thank you for your help.

Best Regards
Team 1

4.

2021-09-29 06:18:53 UTC

We are on the last leg of the project, and all eyes are on us to deliver this profitable product. Appreciate the hard work so far, and hope you are able to comply to the request.

Regards,
Team 2

2.

2021-09-29 06:20:14 UTC

We need 4 people to work over the weekend to resolve the issue. Jamie, Anand and myself will be there. We can really use your expertise to help in the resolution.

1.

2021-09-29 06:21:47 UTC

Hi Sarah,
There is a critical issue that just came up in production. I was wondering if you can work over this weekend to help in the resolution of the issue? I understand that it has been hectic the past few weeks, but we need to solve this issue for the soft launch on Monday.

3.

2021-09-29 06:21:55 UTC

I would be grateful if you could let me know your decision by tomorrow. That could give me the time to schedule the time and venue for our meeting.

2021-09-29 08:34:03 UTC

Hi Sarah,

Thanks for reaching out to me. I totally understand the situation you are facing.

I apologize as I would not be able to work and help you and your team over this weekend. I have a conference which I need to attend

2021-09-29 08:35:00 UTC

Hi Team 1,

Thank you for your request to conduct the environmental test for the unit.

Yes, you are right, the labs are fully occupied for next 2 weeks. We are, therefore, unable to conduct the test within the slots you requested.

We fully understand your need to meet the customer’s deadline by 5 Oct, we will try to negotiate with the lab manager on this issue and come back to you next Monday.

Thank you for your understanding.

Regards,
James

2021-09-29 08:35:31 UTC

Hi XXXX,

Thanks for your reminder.

I apologise that we are only able to make it by 8 Oct 2021 for your requested data.

As you know, we are tied up with our new project recently, but we will expedite your request by allocating additional resources.

Thanks for your patience.

Regards,
John

2021-09-29 08:36:36 UTC

Hi Team 3,

Thank you for following up on the event preparation.

I am preparing the presentation package for the event, but I can only have it ready by 2 October. I will be on vacation starting tomorrow until 30 September and I am afraid that I will not be able to make it to the proposed meeting.

I have an overview and summary of the presentation content which I can share with you for the discussion. I will be adding more details to it upon my return from vacation. Would it be alright for you to use the summary contents for your preparation?

I'm sorry that I will not be able to join the meeting. Let me know through email the outcome of the discussion and I will work on the feedback received.

Regards,
Anne