Quick tips  to write a direct but diplomatic professional email

Struggling writing diplomatic emails? or you feel sometimes you were too rude, too direct, or over empathetic in answering professional emails. you are on the right page 

Objectives:

• Understanding the term of professional email.
• What to check before sending a professional email?
• phrases need to be updated in a professional email.
• What is a diplomatic email? why need to be diplomatic in professional email?
• How to write a direct but diplomatic email?

The expert says that your level of professionalism can break or make your career. Mark the words:

"Without it, you will never be taken seriously and you may even be looked over when it comes time to be considered for a promotion," Walker says.

It might sound to you dramatic, but it's true! The way, you communicate via text, messages, or even in person with others at your workstation is an outward display of your attitude towards your job or your company. Every second what you speak or say and how you do, you are branding it. A lack of professionalism in communication or in behavior can cost you a job or promotion, or even can hold you first in line for a layoff.

Writing professional email 

Emails are the most common and unavoidable way of communication in business. Emails are fast, immediate, and allow you to interact with all kinds of business without caring about national boundaries. writing a professional email requires certain skills and being a professional it is essential to avoid mistakes to leave a good impression of yourself and your company.

Here are the top 5 questions need to answer yourself before sending a professional email:

• What is the purpose of writing this email?
• Do the tone and style of writing as per the expectation of the receiver?
• Have I used proper grammar and punctuation?
• Is the message is clear to read and understand?
• Have I highlighted all the important dates and info?

Phrases  need to be updated in a pro email:

Sorry for the delay

Thanks for your patience.

or

Thanks for your waiting

Sorry I made a mistake.

or

Ah! my bad

 Good catch. Correction updated. thanks for letting me know.

Hopefully, It will make sense!

Let me know if you have questions.

Wanted to check an update

when can I  expect an update on it?

No problem /No worries

Happy to help! 

Direct but diplomatic email

Diplomatic work emails are polite in tone and ensure that recipients don't misunderstand or misinterpret the information. we can call those emails curly one as it contains tactful language to deliver messages without making the receiver feel bad.
Diplomacy is used in every corner of the world. There could be a situation where you are angry or dissatisfied or totally annoyed with the work output. Being a professional it is good to control your emotions and let them not affect your professional relations. That's how most businesses manage to survive.

Here are some tips to write diplomatic email:

1) set a right professional tone

Sample Direct email:

Hi Mahi!

Boss is totally mad at you. Do complete this project by tomorrow evening. Ask Jack to help. Remember deadline.

thanks, bye

 

project Manager

M Singh

No one likes to receive such a direct email. while writing a diplomatic email start with empathizing with the recipient and give recognition to others. 

 Sample Diplomatic email:

 

Hi Mahi!

I know you are at best to complete this project on time. Boss is concerned as we are working at a tight deadline by tomorrow, Ask Jack to assist you.

Bye,

Project Manager

M Singh

2) Keep it professional

No matter, how angry, dissatisfied, or annoyed you are with someone's work, keep your tone professional  Don't let your emotions ruin your professional relations.  

(Sample Direct mail)

 Hi John!

I am not happy with the work you have done, need to rectify it.

Team leader

(Sample diplomatic mail)

Hi John!

Your standard of work is not as expected, Could you discuss with me how you will rectify it?

Team leader

3) Correct selection of words

Often there are some simple but direct questions or statements to ask or say but they sound better or more professional if they ask in a curly or more tactful way.

Sample :

Can I have a pay rise?

or 

I want you to increase my salary

 instead  to say

I think my remuneration should be reviewed against my performance and contribution to this company 

I want to make a formal complaint

instead to say

It would be appreciated if my complaint will be handled in a professional way as per company policy.

4) Avoid using direct negative statement

As much possible be assertive in approach. Avoid using direct negative statements.

 

For example: 

I think this is a bad idea.

instead to say

I'm afraid this idea might work.

or

I think this is not such a good idea.

 

 I don't like it.

instead to say

I have a different choice.

or

My choice is different.

5) Use modal forms or little words to sound soften 

while writing diplomatic emails often use modal auxiliary like could, might, would, etc., or can add just, quite, etc.

I want to say something.

I just want to say something.

 

I didn't catch that.

I didn't quite catch that.

This is a difficult task to accomplish.

This task would be difficult to accomplish

In short pro and diplomatic emails good to be kept short and concise, to the point, with a properly balanced tone neither too direct nor sugarcoated. 

 related search:

 check your email etiquettes 

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