Question

Please read this scenario: Your manager needs a report from you on the work you have accomplished in the last week. He requests it in an email. But he is very vague in what is required "John, send me an email on the status of your assignments." How would you begin writing the response to this email? How do you know what to include and what not to include? Is there a right way or wrong way to send this email?

Answer 1

Writing to your manager or head can be daunting sometimes, but not to worry, just keep in mind these two things while writing,

• In the mail, you have to show that you are clear about what you are writing
• Keep it simple and precise

You firstly have to see that the mail is crafted nicely. Make sure that it is short but on the point. Write clearly how much work have you done so far. And in most cases in such mails, avoid 'Hello Sir, How are you doing?' kind of sentences. Just a normal nice greetings in the beginning is enough. Then go straight to the point, no need to talk about other things.

Then nicely define,

• What you were assigned to do
• How much of that have you completed so far
• If you weren't able to complete the entire work assigned to you, then give a valid and believable reason for it
• Assure the manager that the remaining work would be done in this much time (time according to you)

Don't add too much information which is not necessary in the mail. Don't add any colors to your mail, people prefer plain and normal black and white messages.

You can make a list or a table with rows and columns (excel format) with the points of, work assigned to me, work completed so far. The reason for non completion or delay and the date till when the work would be complete can be added below the table or can be included as you wish. If the information is given in this format it would be easier for the manager to read. And people mostly prefer this format than long paragraphs in mail.