In today’s fast-paced world, clear and concise communication is key. Often, discussions over the phone need to be followed up in writing to ensure everyone’s on the same page. This is where the “As Per Our Conversation Over The Phone Email Sample” comes into play. It’s a simple yet effective way to document your discussions, confirm agreements, and provide a written record for future reference. This essay will explore the importance of these emails and provide you with several practical email examples to guide you.
Why “As Per Our Conversation Over The Phone” Matters
When you’re dealing with important topics, especially in a professional setting, it’s crucial to have a written record of what was discussed. This type of email serves as a bridge between a verbal conversation and a formal document. Here’s why it’s so important:
- Confirmation: It confirms what was agreed upon, eliminating misunderstandings.
- Documentation: It creates a paper trail, which is helpful if issues arise later.
- Clarity: It provides a clear summary, ensuring everyone understands the next steps.
The biggest deal about these emails is that they keep everything clear, organized, and prevent future confusion or arguments. Think of it as taking notes, but in a way that you can easily share with others involved.
Let’s say you discussed a project deadline over the phone. Without a follow-up email, there might be disagreements later about the exact date. However, with an “As Per Our Conversation Over The Phone” email, you have documented proof of the agreed-upon deadline. This protects all involved.
Email Examples: “As Per Our Conversation Over The Phone Email Sample”
Following Up on a Job Offer
Subject: Job Offer - [Your Name] - [Job Title]
Dear [Candidate Name],
This email confirms the details of your job offer, as discussed on our phone call earlier today.
We are pleased to offer you the position of [Job Title] at [Company Name]. Your starting salary will be $[Amount] per year. Your start date will be [Start Date].
Please review the attached offer letter, which contains further details. If you have any questions, please don’t hesitate to ask. To accept the offer, please sign and return the letter by [Date].
We’re very excited to welcome you to the team!
Sincerely,
[Your Name]
[Your Title]
Confirming Project Scope and Requirements
Subject: Project [Project Name] - Scope and Requirements Confirmation
Dear [Client Name],
This email summarizes the key points of our conversation this morning regarding the [Project Name] project, as per our conversation over the phone.
We’ve agreed that the project scope will include:
- [Task 1]
- [Task 2]
- [Task 3]
The deliverables will be [Deliverable 1], [Deliverable 2], and [Deliverable 3] by [Date]. Please let me know if you have any questions or if anything needs to be adjusted.
Best regards,
[Your Name]
[Your Title]
Scheduling a Meeting
Subject: Meeting Confirmation - [Topic] - [Date and Time]
Hi [Name],
Following up on our phone conversation, this email confirms the details for our meeting on [Date] at [Time] to discuss [Topic].
The meeting will be held [Location - e.g., in person at the office, via Zoom].
The meeting agenda will include:
- [Agenda Item 1]
- [Agenda Item 2]
- [Agenda Item 3]
Please let me know if this time works for you. If not, let’s reschedule.
Thanks,
[Your Name]
Requesting Information or Clarification
Subject: Following Up - [Topic] - [Name]
Hi [Name],
Following up on our conversation from earlier, I wanted to reiterate the details of [Topic].
As we discussed, I need some clarification on [Question 1] and [Question 2].
Could you please provide the necessary information by [Date]? This will allow me to proceed with [next steps].
Thank you for your help.
[Your Name]
Handling Customer Service Issues
Subject: Regarding your inquiry - [Customer Issue]
Dear [Customer Name],
This email follows up on our phone conversation regarding your recent inquiry on [customer issue].
As we discussed, we will be taking the following steps to resolve the issue:
- [Step 1]
- [Step 2]
- [Step 3]
We expect to have this issue resolved by [date].
We appreciate your patience. If you have any further questions, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
Sharing Action Items and Next Steps
Subject: Action Items - [Project Name]
Hi Team,
This email summarizes the key action items and next steps discussed during our phone call earlier today regarding [Project Name].
Action Items:
- [Name] to [Task] by [Date]
- [Name] to [Task] by [Date]
- [Name] to [Task] by [Date]
Next steps: We will [Next step 1] and [Next step 2] by [Date].
Please let me know if you have any questions.
Thanks,
[Your Name]
[Your Title]
In each of these examples, the key is to be clear, concise, and specific. Include dates, deadlines, and any relevant details discussed. By doing so, you’ll ensure everyone is on the same page and have a documented record of your conversations.
In conclusion, the “As Per Our Conversation Over The Phone Email Sample” is a vital tool for effective communication in professional environments. By following up on phone calls with clear and detailed emails, you not only confirm agreements but also reduce the potential for misunderstandings and create a reliable record of your interactions. Using the examples above, you’ll be well-equipped to craft effective emails that keep everyone informed and on track.