E-Mail as the Fastest Communication Tool for Business - Essay Example

As per our company’s communication policy, we have been keeping in touch with you, through transparent e-mail messages, where we discuss the routine matters, which concern our day-to-day business affairs. In continuation with the same, I shall be discussing with you today the crucial issue of maintaining discipline in the observation of punctuality towards office working hours.

As every one of us is aware of the punch-card system that we maintain for keeping the attendance record of our workers, the same needs improvement. The main drawbacks, which have come to my notice, include the difficulty of punching cards faced by those employees, who need frequent visits outside their office, apart from occasional malfunctioning of the system.

Keeping the above in view, I invite suggestions from anyone, who could improve upon the present system, or provide suggestions for implementing a new system, for this purpose.

While suggesting any method of improvement would in itself exhibit the dedication and seriousness of the concerned employee; we have formulated a scheme, which provides for the rewards to be given to the first three suggestions, selected by our HR department for this purpose.
As I am open to interaction with anyone on this subject, you can approach me either personally or through my e-mail ID, for this purpose.
As it is our policy to maintain excellent relations with our existing customers, we must thank all of you for providing our reference to your friends and associates. This certainly has resulted in strengthening our customer base, with the addition of new customer relationships. Therefore, it is our prime responsibility to keep you informed about the developments taking place at our end, which include new product launches.

As we propose to launch the new product by the end of this month, we shall be sending you special invitations to attend the event. Needless to mention here, the highlights of this event would include the demonstration of the product, which will be followed by the interaction of our marketing professionals with you all.
Accordingly, we request you to please make yourself available for this purpose, towards the end of the month. The exact dates would be communicated to you, soon, through a follow-up e-mail.
In the first e-mail, only the name has been written in the field mentioning “from”, while the second e-mail has the designation written in this field, after the name. This is because the second email is for the customers, who are outside the company’s ambit, while the first e-mail is for the company’s employees. The subject line should be such that it gives the reader an impression of what is coming in the main message. (Jerz 2000)
The specific points in both e-mails have been highlighted in different paragraphs, which show the importance attached to the theme of the paragraph. (Paragraph your e-mail)

The e-mail should be written in soft language, politely, while conveying the message in a firm tone. This concept has been used in e-mail #1, where-in the CEO has addressed all employees as friends while conveying the required message. In addition, this e-mail has also a paragraph which is devoted to the rewards involved in the specific action. Such paragraphs and messages create more interest in the readers that motivate them for taking the requested action. (Jerz 2000)
The second e-mail highlights the importance of valuing existing customer relationships, which is essential to maintain the company's goodwill.