Per our phone conversation email sample is an essential tool for a successful communication between business partners, colleagues, or even friends. It is a formal email used to confirm the contents of a phone conversation and serves as a record of what was agreed upon. Email templates save time and ensure accuracy, while also providing a professional touch to your communication. In this article, we will explore the benefits of using per our phone conversation email sample templates, and provide you with some examples that you can use and personalize as needed. Whether you’re a seasoned professional or just starting out, these email templates will help you avoid misunderstandings and keep your communication organized and efficient. So, let’s dive in and discover how you can take your communication skills to the next level.
The Best Structure for Per Our Phone Conversation Email Sample
During our conversation, we discussed the importance of crafting effective emails that convey our intended message efficiently. One critical element of a good email that we touched on is its structure. The way we structure our emails can determine whether our recipients read them in full, misunderstand the message, or even discard them before reading.
The ideal structure for an email comprises of three main parts: the opening, the body, and the closing. The opening should begin with a salutation and a brief introduction. The introduction should set the context of the message, letting the reader know why you are writing the email. It should be concise and straightforward, providing a clear sense of the email’s purpose. The opening should also establish a connection with the reader, letting them know that they are valued and that their time is appreciated.
The body is the vital part of the email that contains the message. It should be well-organized, clear, and to the point, providing the reader with the necessary information. The body of your email should be structured in a logical sequence that flows from one subject to another. Use headings and bullet points to make the content easy to read and scan. Ensure that the email is not too long, as this could cause your audience to tune out and miss the essential details.
The closing is the final part of the email, where you summarize the message and provide a clear call to action (CTA). The closing should also express gratitude for the reader’s time and attention. By providing a clear CTA, you guide the reader on the next steps to take. The CTA could be a request for a meeting or a follow-up email to the reader.
In conclusion, the structure of an email is critical in ensuring that the recipient reads and comprehends the message effectively. A well-structured email can help to establish credibility, build trust, and create a positive relationship with your recipient. By using the three-part structure of opening, body, and closing, we can create concise, clear, and effective emails that get results.
Recommendation for a job opening
A Strong Candidate for the Marketing Manager Position
Dear Hiring Manager,
I am writing to highly recommend Emily Johnson for the open Marketing Manager position at your organization. I recently had the pleasure of speaking with Emily regarding her career goals and was immediately impressed by her passion and enthusiasm for marketing.
Emily has a strong background in marketing, having spent over five years in various marketing roles, including three years in a leadership position. Her skills and experience in market research, product positioning, and advertising make her an ideal candidate for this role at your organization.
Thank you for considering Emily for this position. I am confident that she will excel in this role and make significant contributions to your team.
Confirmation of an appointment
Appointment Confirmation for Personal Training Session
Dear [Client Name],
I am looking forward to meeting you for our personal training session next Monday at 9:00 am. We will be meeting at the fitness center located at [Address]. Please be aware that the session will last for one hour, so plan accordingly.
If you need to reschedule or cancel the appointment, please let me know as soon as possible so that we can arrange another time that suits you better.
Thank you, and I look forward to seeing you next week.
[Personal Trainer Name]
Following-up on a previous discussion
Follow-up on Our Last Phone Conversation
Dear [Client Name],
I hope this email finds you well. I’m writing to follow-up on our last discussion regarding the marketing strategy for your new product. I’ve taken some time to research your industry and analyze your competitors to come up with some new ideas.
After careful consideration, I’ve developed a new marketing plan that combines online and offline marketing strategies to increase visibility and drive sales. I’ve attached the new plan to this email and would like to schedule a time to discuss it with you in more detail.
Thank you for the opportunity to work with you on this project. I’m excited to hear your thoughts and look forward to our next conversation.
Apology for a mistake
Apology for the Billing Error
Dear [Customer Name],
I am writing to apologize for the billing error that occurred on your account last month. I understand that the mistake caused you an inconvenience, and I take full responsibility for it.
I have taken prompt actions to rectify the problem and ensure that it doesn’t happen again in the future. I have credited your account with the amount that was overcharged, and you should receive a statement reflecting the correction shortly.
Again, I apologize for any inconvenience this may have caused you. We value your business and appreciate your patience as we work to ensure that this situation does not happen again.
Request for a meeting
Request for a Meeting to Discuss New Business Opportunity
Dear [Client Name],
I hope this email finds you well. I’m writing to request a meeting with you to discuss a new business opportunity that I believe would be of interest to your company.
Based on your recent growth and success in the industry, I think that this opportunity could significantly contribute to your overall business strategy. I would like to share my proposal with you in person and answer any questions you may have.
Please let me know if you are available for a meeting next week, and we can schedule a time that works best for you.
Thank you, and I look forward to hearing from you soon.
Providing status update
Update on the Project Timeline
Dear [Client Name],
I hope this email finds you well. I am writing to provide you with an update on the project timeline. We are on track to complete the project as scheduled, and I am pleased to report that we have met all the milestones thus far.
The next major milestone is [insert milestone], which is tentatively scheduled for [date]. We will keep you updated on our progress leading up to this important milestone.
If you have any questions or concerns, please do not hesitate to contact me. Thank you for your cooperation and partnership as we work together to achieve our objectives.
Thank you for the referral
Thank You for Referring [Client Name]
Dear [Referrer Name],
I want to take a moment to thank you for referring [Client Name] to us. Your confidence in our ability to meet their needs is truly appreciated, and we are excited to connect with them.
We will be reaching out to [Client Name] shortly to schedule a consultation and learn more about how we can help them achieve their goals.
Again, thank you for the referral, and please let me know if there is anything I can do to return the favor.
Tips for Perfecting Your Email After a Phone Conversation
Effective communication is critical in all business interactions, and especially so in email writing after phone conversations. A well-written email can help solidify the points discussed over the phone, clarify any misunderstandings, and strengthen professional relationships. To help you write better post-phone call emails, here are some tips:
- Be brief but comprehensive: Your email should be concise and to the point, but it should also include all the essential details covered in the phone conversation. Avoid unnecessary jargon, filler words, and repetition. Try to convey all relevant information in the fewest potential words.
- Restate the important details: When writing an email after a phone call, it’s essential to restate the critical details agreed upon in the conversation. This serves two critical purposes: it reinforces the agreed-upon points, and it helps avoid any misunderstandings.
- Reinforce your professionalism: Your email should come across as professional and polished, with attention to detail and syntax. Avoid abbreviations, slang, or overly casual language, as these can detract from your professionalism and create an informal tone that may hinder future business relationships.
- Use bullet points or numbered lists: Structuring your email with bullet points or numbered lists enhances clarity and makes it easier for the reader to understand precisely what you’re discussing. List the essential talking points covered in the phone conversation to make the email more accessible to read and follow.
- Follow up with any action items: If there are any action items that you agreed to follow up on or any other next steps, make sure to include them in your email. Your recipient will appreciate the initiative, and it shows that you’re detail-oriented and organized.
By following these email writing tips, you can create a strong professional impression, reinforce the points discussed over the phone, and build better business relationships moving forward.
FAQs About Our Phone Conversation
What is the purpose of this email?
The purpose of this email is to summarize our phone conversation and provide answers to any questions that may have arisen during our discussion.
Can you remind me of what we discussed during our phone call?
During our phone call, we discussed [brief summary of phone call].
What action items were discussed during our call?
The following action items were discussed during our call: [list of action items]
When will the action items discussed during the call be completed?
The timeline for completion of the action items discussed during the call is [insert timeline].
How will we stay in communication regarding the action items discussed during the call?
We will communicate via [insert preferred method of communication] regarding the action items discussed during the call.
What is the next step after the action items are completed?
The next step after the action items are completed is [insert next step].
Was there anything that needed clarification during the call?
[Insert clarification needed during call] was discussed during the call and clarified.
Do you have any additional questions or concerns following our phone call?
If you have any additional questions or concerns following our phone call, please do not hesitate to reach out to me via [insert preferred method of communication].
When can we schedule our next call?
We can schedule our next call at [insert agreed upon date and time] or we can discuss another date and time that works better for both of us.
Thanks for Chatting, See You Soon!
It was great talking to you on the phone about our email and I hope that my email sample provided some clarity. If there are any other questions that come up, don’t hesitate to reach out to me. Thanks for reading and I look forward to hearing from you again soon. Take care!