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What about the time-sensitive vocabulary Did you notice some of Jan s excellent word choices How about pronto It s an unusual, attention-getting word But it s not speci c It s a fancy way of saying as soon as possible It s vague Specifying the meeting s starting time is good, but how about adding a deadline for letting Cathy know if they ll be attending With these ideas in mind, what do you think of Jan s nal version
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Hi Team: Great news! We ve just learned that the ABC Company has accepted our proposal According to Max and Jonathan the company requires clari cation of a few issues We want to be sure to address their concerns pronto! I expect us to Email them the answers by the end of business tomorrow Let s go over the speci cs at 9 am tomorrow Con rm with Cathy by 5 pm today that you ll be there Jan
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Jan added several time-sensitive words and phrases, including specifying when the customer response is due and when the team members need to let Cathy know if they ll be attending the morning meeting The Empathy Index is lower but still positive: Them Us Empathy Index 3 (2) 1
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As with all writing, there are multiple options here Jan s original E-mail was good; most people agree that her revision is better, and nal version better still Remember, don t ever feel as if you re on a hunt for the one right way of saying something
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ADD A SNAPPY CLOSE
A close refers to the last sentence or two of your document as well as how you sign off Closings should do two things: Summarize the action you want your readers to take and signal your level of formality Also, in closing you need to consider whether you want to include a PS, attachments, or an addendum
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Some professional writers say that they write their last sentence rst so they ll always know where they re heading It s an interesting approach Think about it this way: You expressed your purpose in writing as a statement of action your objective By writing the end rst, you can use it to guide you as you write your communication For example, if your objective is to have all team members submit their activity reports by the 15th of the month, you might consider closing your message by saying Your activity reports are due no later than March 15 Notice what we didn t say: If you have any questions, please feel free to call This is a clich and ineffective If, in fact, you want to end with a statement like that, make it speci c: If you have any questions, I m available at (phone number here) between 2:00 and 4:00 most afternoons Speci city adds interest and encourages action The following three approaches to closing your communications are proven techniques: 1 Give a speci c action instruction 2 End with a question 3 Close where it ends naturally Select the style of closing that s appropriate for the media, your objective, and your personal style Tell Your Readers What to Do Next Giving a speci c action instruction increases the likelihood that your readers will act
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For example, Maureen, benefits manager in the human resources department of a paper manufacturer, wrote an article for her company s employee newsletter about mutual fund options newly available in the 401(k) retirement plan We were scared that the oodgates would open and we d be overwhelmed with calls, she explained So I ended the article by saying: For further information about the new options, to review your account, or to E-mail questions to a bene ts manager, please click on the 401(k) icon on our intranet s home page Tim, a lawyer in an energy distributorship, wanted his staff to review legal ndings before their upcoming meeting I sent an E-mail telling them that I wanted them to read several cases before we met I gave them two that I expected them to read, and ended with Consult Marianna for additional case suggestions I was interested in tracking who consulted Marianna and who didn t In a proposal we sent out, Malcolm, vice president of a construction company, explains, for our engineering design services, we ended each section with source information For instance, in the nancial section, the last sentence was All data provided by the US Department of the Interior Please consult their website for details Very matter-of-fact, which was exactly the tone we wanted Ginny, owner of a restaurant supply company, sent out letters to all her customers announcing a price increase I explained it in the body of the letter, and ended with Attached is an updated price listing for your binder Please replace the current page with this one Short and sweet Challenge Your Readers with a Question Ending with a question involves readers by inviting them to think I wanted to challenge people to come up with ideas, Max says Creative director of an internal advertising department in the textile industry, Max ended a staff E-mail looking for new promotional ideas with T-shirts and baseball caps Tote bags and pens We need a fresh approach Any ideas He explained, Ending with a question helps people focus Sarah, a freelance writer, wanted to win approval for an article idea She ended her E-mailed inquiry to an editor with Any interest As she explains, That s the bottom line It s to the point, and that s what editors like
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