For humans, communication is one of the most important things. You have to communicate with your fellow human beings in one way or the other. With friends and family members, the communication can be casual but when it comes to a workplace especially through emails, every individual is expected to be highly professional. And since, an email is something in a written form, it can be used as a record for official dealings within the workplaces.
We have been working for quite a long time now to know that emails can be tricky and that you cannot really decipher the tone of the sender. There are times when your team lead isn’t harsh at all but the email can cause confusion about a regular follow up. Or your colleague doesn’t want to overburden you but the email sounds like they are your boss.
To avoid such awkward and confusing situations and ensure that a healthy work environment is maintained, Dani Donovan, a designer and illustrator came up with an effective chart for designers so that they can communicate without sounding like an impolite coworker. Dani explains the common phrases which are used among graphic designers whether to ask for an update, mentioning that the task might get a little delayed or even asking for a little co-operation.
These phrases are nice to read and you won’t be (unintentionally) hurting anyone’s sentiments that too at work. We’d also like to share some other best practices for writing and sending emails to your subordinates and colleagues etc.:
- Spell the addressees’ names correctly, don’t make careless mistakes.
- Don’t send the first draft of the email to anyone. Write the email, get other things done, come back to the draft, read it, re-write it, read it again and this time in a higher pitch, revise it and then hit the ‘Send’ button.
- Your punctuation needs to be just perfect.
- The entire email body must be well spaced.
- To close the email, use appropriate remarks and salutations and it will be good to go!
9 Simple Tips for Designers: How To Be More Polite In Emails
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