Due to technology-based communication, email etiquette is one of the important skills employed within the workplace today. I have decided to write this article because I faced this difficulty early in my career and many students asked me about email writing.
During my career initiation, it was difficult to type a single sentence. I was not sure what should type and what should not. I was doing a hidden google search so that no one could notice it and then typing the sentences. Funny!
When you enter into an organisation especially during the initial period of your career, you might have found it difficult to write an email to a manager or seniors. Imagine how frustrating it is often to an email recipient when the message he or she is reading contains numerous errors or grammatical errors? Learn proper email etiquette before you send your next email and make sure that you get your message across effectively.
In the clinical trial field, emails communication depends on the department you are working for. Major departments are Clinical Operation, Site level (hospital), Medical Writing, CDM, PV and statistics. The basic requirement for email communication is how formally the transmitter addresses the receiver. Considering the remote work post-COVID-19, our email box is flooded with a number of emails and frequent answer to those email with proper English and etiquette is challenging. Many are dropping the attachment without an email body or without a description. Many are forwarding as “PFA”.
Following are the key points which are useful for the daily email communications:
Clear Subject Line
A clear subject line will make the receiver understand the email purpose. Subject line is depend on the purpose of email e.g. suggestion, file attached, meeting updates, documents or change in plan.
Email Opening and salutations
In a clinical trial, you receive too many emails. I start nearly with “hope this email finds you well!”. Every single email! Has anyone ever been more hope than me? Kidding!
Email greeting is not that much complicated. Listing down the email openings below:
Addressing the receiver
- Dear _____(Name), if Doctor, Dear Dr. _______________________
- Hi ______(To colleague)
- Hello _____(To colleague)
- Respected (To HOD or Director/VP)
- Dear Team (Addressing more than 3 recepients)
Greeting Lines
- Good morning!
- Good afternoon!
- Good day!
- Good day to you!
- Hope this email finds you well (This works considering COVID-19- 😃
- I hope you’re doing well
- I’m reaching out about…
- Thanks for getting in touch…
- Thanks for the quick response
If you are following up on something
- As we discussed on our call…
- Can you provide me with an update on…
- I’m getting back to you about…
- To follow up on our meeting…
It’s important to keep in mind that not all of these opening lines will be appropriate for every email you send to receiver. In most of the email openigs, these lines are winner. Remember to recheck the spelling of name when you are addressing with names.
Email Body
Body email is an important part of the email where you describe the purpose of the email. The email body paragraph should contain your introduction. If you are emailing to know/colleague/manager, you can start with the purpose of email example, attachment attached or document required. The email body should be in correct English with no grammar error. I would suggest you use Grammarly for the correct grammar.
Elaborate on your concern, question, or response as comprehensively/concise as possible. Write in a way that is easy to understand, but at the same time, do not lose your point in providing unnecessary information. Say only what is required.
Attachment
When you are sending an attachment, mention the file name in format “documentname_date.pdf” example “CV_Name_13 Mar 2021.pdf”. Try not to send the file without renaming it.
Proofreading
Re-read the email that you wrote. Try not to convert English into your native language. If you want to convert English, use the Google translate tool. Grammatical or typing mistakes are very common even in your own language, so in English, you can make errors much more easily. Double-checking what you’ve written is a simple step to take that can prevent you from appearing unprofessional and above all careless.
Signature
Signature is symbol where you can end the email with all your contact details. Be sure to mention all the information as:
- name and surname
- job title
- Logo of your company
- relative details about your company (name, address..)
- link to the company website
Few formal email examples:
Meeting Request
Hi (Recipient’s Name),
It’s (Your Name) from (Your Company Name).
It was great to speak with you about (topic from last communication).
I’m getting in touch because I’m aware that you recently (something that they or their company is doing). I have some ideas about how you could implement (helpful related topic or resource), and I think that I might be able to help you out.
Do you have time next week to set up a call or grab a quick coffee together?
I promise not to take too much of your time. I really appreciate you taking your time to hear me out on this.
Introduction email to team post joining
Dear Team,
I hope your week is going well!
My name is [Your Name], and I’m the new [job title] here at [Company Name].
I’ll be taking over as your new point of contact for [task or project] moving forward. So, reach out to me with anything you need, I’m happy to help!
All the best,
[Your Name]
Email to the team for protocol training
Subject: Meeting_Protocolxxxyyzzz_
Dear Team,
I would like to schedule protocol training for the new project “molecule name”.
Make yourself available tomorrow at 11 am for a meeting? It should not take more than 30 minutes (or the expected time).
I look forward to hearing from you.
Regards,
Communicate in Email with File Attachment
Dear Jane,
Good day to you.
Please find attached file for your review. Let me know if any information is needed.
Regards,
Minutes of Meeting email to team for review
Thank you all for attending the meeting this afternoon. We covered many important items and achieved several goals that were set during the previous meeting. Great job!
Below are listed points which were discussed during meeting:
- Write list and action items
Our next meeting will be on March 5.
Please contact me if you have any questions.
Best Regards,
I hope this article puts value in your email writing. If you need urgent need of email writing suggestion, you can contact me on my LinkedIn account Shahenaz Karadesai or you can write to us at contact@clinicalresearchinfo.com.
For the Grammarly: https://grammarly.go2cloud.org/aff_c?offer_id=3&aff_id=69342
Thank s to Post this article. It will help many beginner in clinical trials like me
Thank you Venkatesan for valuable response