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Fresh graduates or even the not so fresh ones, gets a culture shock upon entering the corporate world. For the corporate world is far more stressful than of a university. Many questions popping out of their minds, one of them is “how do I send formal e-mails and voice mails?” below are some few advices on how you create your e-mails and voice mails.

E-mail

Formal e-mail should be straight. Meaning smiley faces, and joking sign offs are out way. Focus on relaying the message by citing your points immediately. Surveys’ show that in most professionals, 49-51% trust that their messages are often if not always misunderstood as angry or unfriendly. Unnecessary additions of smiley wouldn’t change how the words would arrive to the recipient. You can avoid misunderstanding by also avoiding contractions or abbreviations. Make your message as simple as possible, that is to say that it is more convenient to the user if it its more understandable. And remember, before clicking the send button in your e-mail, reread your mail 2-3 times to make sure that the mail is already final, because once the e-mail is sent, there’s no turning back.

Voice mail

A good voice mail should be pleasant, deliberate and clear so that the message itself would be clear. Most of the companies’ speakers aren’t the best of their kind, so you need to maintain your voice’s or the message’s speed for the speakers to be able to accommodate it.

Make your message nice and short. According to business life publication Fast Company (fastcompany.com), majority of people chooses to delete the message in first 5-15 seconds, so as much as possible make your message less than 30 seconds. If possible, aim for the 10-second cut.

If would be beneficial for both of you if you would remember to repeat stating your name and number, as to the number, try repeating it twice so that the listener or recipient wouldn’t need to replay the message just to jot down your number.

Clarity

In making both e-mail and voice mail what is most important is that you make sure that the person that receives your messages understands what you really want to tell them. Do not include misleading information; make it a straightforward one, filtering the baloney parts to make it formal in approach. You need to compose the mail or message as for it to possess some respect towards to the listener or reader.