Author: Natarajan

Phrases to Avoid in a Professional and formal emails….

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Writing professional and formal e-mails isn’t as easy and straightforward as it seems.

It can sometimes go horribly wrong.

Many people don’t realise that the phrases they use can take on different, sometimes unintended, meanings in the workplace, especially when interacting with crucial clients and senior people in the company.

Having a professional bearing is good, but having professional communicative skills is far more important.

Here are some phrases you should avoid using in your e-mails, unless you want to come across as unprofessional, and perhaps even rude, to the recipient:

1. “I don’t know”

The phrase ‘I don’t know’ is the pinnacle of unprofessionalism as it conveys that the writer is bluntly washing their hands away from the work at hand and is not even willing to find a solution to it.

The ideal phrase should be: “I will get back to you on that subject matter/issue/topic” or “That is exactly what we are looking to resolve/find out/figure out.”

You are certainly not expected to know everything, but reassure the other person over the mail that you will find out what is needed or that you are working towards finding out what you don’t know.

Doing this helps you come across as an efficient and hardworking professional.

2. “Is that okay?”

When you have to follow up, discuss or enquire about a particular issue that you don’t know about, you certainly need the time to do so.

Asking the person if “that is okay” can put them off. If the person replies that it’s not okay, it will make the conversation unproductive and it heads nowhere. Not only does it make you look unprofessional, but it also makes it seem like you are sloppy at your job.

When you know that a particular matter will not be possible or needs time, it’s right to form a crisp reply and end it there without any further words. If the person is not comfortable with the decision, then run it though your boss and respond accordingly.

3. “I am the *designation title*”

Whether you have a junior-level title or a senior-level title, it’s arrogant to start an e-mail with such a sentence.

If you have a junior-level designation, it is better not to include it at all because it comes across as brash and superficial to potential clients and higher management.

4. “Hey”

Never begin an e-mail with the word ‘hey’.

It is far too casual for a professional setting and gives the reader the impression that you are a random person who has appeared form nowhere.

A better way to introduce yourself is by saying “Hello” or “I am *name* from *name of department *.”

It inspires more confidence and gives the impression that you were invited to be included in this conversation.

5. “Thanks”

Anything less than a ‘Thank you’ is righteously believed to be either sarcastic or flippant. The word ‘thanks’ is slightly harsh as well.

Refrain from using it even verbally in the office environment.

6. “That’s fine.”

‘Fine’ is a word that can be interpreted in many ways. It could mean fine in the manner of quality, or it could mean the work is average and not better.

So, instead of confusing the reader with a colloquial term, it is better and more professional to be specific in all the words you use.

Instead of “fine”, say “that is/was a good effort” or “that is/was not up to the mark.”

7. “I’m sorry.”

Saying “I’m sorry” sounds offhand and almost like you don’t mean it at all.

Always keep in mind that when you need to apologise, it is better done in person.

However, if you have to type it out in an e-mail before that, say something like “My sincere apologies for the inconvenience, let us make it up to you by *doing something else*.”

Always apologise and follow it up with a small service that you can extend to the other party with a genuine intention.

8. “Extremely”, “Enormously”, and “Exceptionally”

Avoid using adverbs like these in professional e-mails should be fact-based and not express emotion or emphasise a feeling.

For instance, when you want to say “I’m extremely busy this week,” instead say, “I have a tight schedule this week.”

9. “I’m exhausted.”

While we all know you are bound to get tired after working long hours, saying it in an e-mail is like telling people that you can’t manage your work life.

Successful people know how to work hard and work smart.

10. “!!!!!????”

Exclamation points will be the death of your professional image in a work environment.

Do not use or overuse them at all if you can help it. It looks very childlike, and using them could send mixed signs to the receiver.

Exclamation points are used when you want to tone up your virtual voice or say something in an authoritative manner.

While you may think that you sound like a proactive and efficient individual, it just may happen that you come across as pompous and rude.

Mean well, write smart and sound sincere, and things will work in your favour.

Source…..www.rediff.com

Natarajan

APJ Abdul Kalam 1st death anniversary: This is how the noble soul planned to celebrate his elder brother’s 100th birthday….

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APJ Maracayer, elder brother of APJ Abdul Kalam was like a father figure to Kalam and counselled him on several important decisions and was also his spiritual guide.

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APJ Abdul Kalam had planned a “big surprise party” for his elder brother who would turn 100 this November by gathering all the family members at his native place Rameswaram, putting up banners saying ’100′ and playing Tamil songs but destiny had other ideas.
Sixteen years older, APJ Maracayer was like a father figure to Kalam and counselled him on several important decisions and was also his spiritual guide.

But as fate would have it, seven weeks after this planning session Kalam passed away on July 27 last year. Kalam’s aide Srijan Pal Singh presents a tribute to the late President on his first death anniversary in the form of a book “What Can I Give?: Life Lessons from My Teacher, A.P.J.

The book, published by Penguin Random House, brings alive rare personal and unheard-of anecdotes as well as unseen pictures from Kalam’s life. Taking Kalam’s vision ahead, Singh has decided to donate all the royalties from the book to the charitable cause of providing free education to underprivileged children through an initiative called The Kalam Library Project.

On the grand plans made by Kalam for his brother’s 100th birthday celebrations, Singh writes, “In 2015, in the month of May, Kalam’s brother dropped by for a visit. It was a special moment as Janaab A P J Maracayer was about to turn 99 in a few months. His birthday was on the 5th of November. The day his brother was leaving for Rameswaram, Kalam met him over dinner.

He said to me later, ‘You fellow, listen. My brother will turn 99 years old in November. Tell me, now by the end of this year, how many orbits will he have completed around the sun? “This was the question he always asked on people’s birthdays. A true rocket engineer, he loved equating years to the number of orbits the earth had made around the sun and the number of orbits the moon had made around the earth. I was familiar with this question by now.”

“Hundredth orbit!” Singh replied. ”Right. Now listen, you fellow. You see, next year, in November 2016, my brother will be a hundred years old. He has never celebrated his birthday in a big way. On his hundredth birthday, I want to throw him a big surprise party. He would love it, right?” Kalam asked.

Kalam wanted the party to happen at his native place. ”We can also gather all the family – the grandchildren, the great-grandchildren – everyone. There will be about 50 fellows like that,” Singh quotes Kalam as saying. Kalam entrusted Singh with making all the arrangements. Then Kalam was undecided on what gift he should give to his brother. For the next half an hour, both sat planning the details of the party.

“We thought of everything, from banners saying ’100′ to Tamil songs to be played in the party. We came up with many ideas for commemorating the occasion and finally decided to open a 100 libraries across rural India. A 100 libraries for a 100 years on earth. Kalam was very happy with the idea. We decided to begin working on it by July,” Singh writes. The Kalam Library Project was started in December 2015.

“By the time this book reaches you, we would have perhaps already completed the target of opening a hundred libraries.
And by reading this book, you are becoming a part of this project because the proceeds from this book will be used to open more and more such libraries,” Singh says.

Source…..Press Trust of India….27 july 2016

Natarajan