How to Close the Loop in Email Writing / Business Communication

This is perfect! – Closing the loop in email trails

Some years ago, a friend of mine wrote an article on ‘the Culture of no response’. The article mentioned among other things, how Indians don’t respond to emails. Sometimes it is because they don’t wish to disagree/ say ‘no’. However, my experience has been otherwise. Many Indians do not acknowledge any message sent.  (Unless it is an automated message).

 I sometimes feel that it might be because they do not know how. But, when you don’t receive de a response, you are left wondering if your message has reached the person concerned. Very often a simple ‘thanks’ will do. “Thanks, I got it!” or Thank you very much; I really appreciate your quick response , are perfectly appropriate.

However, what about those instances when ‘Thanks’ is not sufficient or appropriate?  Let me give you some instances.

You inform your boss that you are going on leave. Obviously, he cannot say ‘thanks’! It is more likely to be a blunt ók’! Is there a better way of saying this? You could probably add, ‘Have a great holiday’ or something which is suitable for the occasion.

You have sent some data which is incorrect. Your colleague replies your email stating that this is not what he wanted. You send him the correct data. He replies, ‘Thanks!’ .Does this means anything else like ‘at last!’ Adding an exclamation mark makes you wonder if the message means something else.

I had sent an article to a magazine.  The editor replied asking for a picture. When I sent it to her she replied;’ this is perfect!’ Much better than saying just ‘Thanks’!

You needed some data from a team member who hasn’t responded.  He does so only after escalating the issue. How do you close the mail trail? What you probably want to say is ‘at last!’. However, you cannot do this. You could probably send a message to the complete team stating that the issue is resolved and thank all concerned.

Closing the loop is an important aspect of email writing. Every email you receive deserves a response.

 Some of the phrases we can use are 

Thanks, Thanks for your quick response, this is perfect etc.

 And more formally, I appreciate your immediate/ quick response…

I am sure that there are many more…

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