If you’re searching for a well-crafted email sample to encapsulate the key points discussed during your phone conversation, look no further! This comprehensive article features a “Per Our Phone Conversation Email Sample” that serves as an effective communication tool for summarizing the details of your discussion. These samples are carefully designed to convey professionalism and clarity, ensuring that the recipient has a clear understanding of the agreements and next steps. Whether you’re a seasoned business professional or new to the world of professional communication, you’ll find valuable examples here that can be easily edited to suit your specific needs.
Per Our Phone Conversation Email Sample
When you need to follow up on a phone conversation, sending a “per our phone conversation” email is a great way to summarize the key points discussed and confirm the next steps. This email serves as a written record of the conversation, ensuring that both parties are on the same page and that any action items are clearly defined.
To write an effective “per our phone conversation” email, follow these steps:
- Start with a clear and concise subject line: Make sure the subject line accurately reflects the purpose of the email, such as “Summary of Our Phone Conversation” or “Follow-Up on Our Discussion.” Avoid vague or generic subject lines that may cause your email to get overlooked.
- Begin the email with a friendly greeting: Address the recipient by name and use a casual tone of voice. This helps establish a personal connection and makes the email more engaging.
- Summarize the key points discussed: In the body of the email, summarize the main points of the phone conversation. Be concise and use clear, easy-to-understand language. Avoid jargon or technical terms that the recipient may not be familiar with.
- Highlight any action items or next steps: If there are any specific actions that need to be taken or tasks that need to be completed, clearly outline them in the email. Assign responsibilities and deadlines, if applicable, to ensure that everyone knows what they need to do and when it needs to be done.
- Confirm the next steps: Briefly mention the next steps that will be taken, such as scheduling a follow-up meeting or sending additional information. This helps keep the conversation moving forward and ensures that both parties are aware of the next steps.
- Use a professional closing: End the email with a professional closing, such as “Best regards” or “Sincerely.” Consider including your contact information, such as your phone number or email address, in case the recipient needs to reach you.
Here’s an example of a “per our phone conversation” email:
| Subject: | Summary of Our Phone Conversation |
|---|---|
|
Dear [Recipient Name], I hope this email finds you well. I’m writing to follow up on our phone conversation earlier today regarding the upcoming project. We covered a lot of ground, so I wanted to summarize the key points and confirm the next steps. Key Points Discussed:
Action Items:
Next Steps: We will schedule a kick-off meeting next week to discuss the project in more detail and answer any questions. I will send out a calendar invite shortly. Thank you again for your time and effort. I look forward to working with you on this exciting project. Best regards, [Your Name] |
Per Our Phone Conversation Email Samples
Confirmation of Appointment Change
Dear [Recipient Name],
Per our phone conversation earlier today, I am writing to confirm the change in your appointment. Your appointment has been rescheduled from [Original Date] at [Original Time] to [New Date] at [New Time].
I apologize for any inconvenience this may have caused. If you have any questions, please feel free to contact me at [Phone Number] or [Email Address].
Thank you for your understanding.
Sincerely,
[Your Name]
Providing Additional Information
Dear [Recipient Name],
Per our phone conversation yesterday, I am writing to provide you with the additional information you requested regarding [Subject].
As we discussed, [Information]. I have also attached a document that contains more detailed information. Please review the document and let me know if you have any further questions.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Following Up on a Request
Dear [Recipient Name],
Per our phone conversation last week, I am writing to follow up on your request for [Item or Service].
As we discussed, [Action Taken]. I will keep you updated on the progress of your request. In the meantime, if you have any questions, please do not hesitate to contact me.
Thank you for your patience.
Sincerely,
[Your Name]
Confirming an Agreement
Dear [Recipient Name],
Per our phone conversation this morning, I am writing to confirm our agreement regarding [Subject].
As we discussed, [Terms of Agreement].
Please let me know if you have any questions or if you would like to make any changes to the agreement. I look forward to working with you on this project.
Sincerely,
[Your Name]
Resolving a Dispute
Dear [Recipient Name],
Per our phone conversation yesterday, I am writing to follow up on our discussion regarding the dispute between our two companies.
As we agreed, [Resolution]. I am confident that this resolution will be satisfactory to both parties.
Thank you for your cooperation in resolving this matter.
Sincerely,
[Your Name]
Thanking Someone for Their Time
Dear [Recipient Name],
I wanted to take this opportunity to thank you for your time and consideration in our phone conversation yesterday. I appreciate your willingness to discuss [Subject] and provide me with your insights.
Your input was extremely helpful and has given me a lot to think about. I am confident that it will be instrumental in helping me make a decision regarding [Subject].
Thank you again for your time and assistance.
Sincerely,
[Your Name]
Expressing Appreciation for a Referral
Dear [Recipient Name],
I am writing to express my sincere appreciation for your referral of [Client Name] to my business. I had the opportunity to speak with [Client Name] yesterday and was very impressed with their qualifications and experience.
I am confident that I can provide [Client Name] with the services they need to achieve their goals. I am grateful for your trust and confidence in me, and I look forward to working with [Client Name] in the future.
Thank you again for your referral.
Sincerely,
[Your Name]
Related Tips for Per Our Phone Conversation Email Sample
To ensure your “Per Our Phone Conversation” email is clear, professional, and effective, consider the following tips:
Subject Line:
- Keep it concise and informative: The subject line should provide a brief overview of the topic discussed during the phone conversation.
- Avoid jargon or technical terms: Use clear and simple language that your recipient can easily understand.
- Add a sense of urgency if appropriate: If the matter discussed requires prompt attention, indicate this in the subject line.
Email Body:
- Start with a friendly greeting: Begin the email with a polite salutation, such as “Dear [Recipient Name].”
- Refer to the phone conversation: Mention the date and time of the phone conversation to establish context.
- Summarize the key points: Provide a concise summary of the main points discussed during the conversation. Use bullet points or short paragraphs to make it easy to read.
- Emphasize any agreements or decisions: Clearly state any agreements reached or decisions made during the phone call.
- Include relevant details: If there are specific details or information that were discussed, include them in the email to ensure clarity.
- Use clear and concise language: Avoid using jargon or technical terms that your recipient may not understand. Keep the language simple and easy to comprehend.
Follow-Up and Next Steps:
- Outline next steps: If there are any actions or tasks that need to be taken as a follow-up to the phone conversation, outline them clearly in the email.
- Assign responsibilities: If specific individuals are responsible for completing certain tasks, assign those responsibilities clearly in the email.
- Set deadlines or timelines: If there are specific deadlines or timelines associated with the follow-up tasks, include them in the email to ensure accountability.
- Offer to provide additional information: If there is any additional information or resources that your recipient may need, offer to provide them upon request.
Professional Tone and Language:
- Maintain a professional tone: Use formal and polite language throughout the email, avoiding slang, colloquialisms, or informal expressions.
- Proofread carefully: Before sending the email, proofread it carefully to ensure there are no grammatical errors or typos.
- Use clear formatting: Use appropriate formatting, such as bullet points, headings, and clear font styles, to make the email visually appealing and easy to read.
Closing and Signature:
- End with a polite closing: Conclude the email with a polite closing, such as “Best regards” or “Sincerely.”
- Include your contact information: Provide your contact information, such as your email address and phone number, in your email signature so the recipient can easily reach you if needed.
FAQs Title: Per Our Phone Conversation Email Sample
1. What is the purpose of sending a “per our phone conversation” email?
Sending a “per our phone conversation” email serves as a confirmation and documentation of the key points discussed during a phone conversation. It provides a written record of the agreements, decisions, and action items that were agreed upon during the call.
2. When should you send a “per our phone conversation” email?
It’s advisable to send a “per our phone conversation” email promptly after the phone call, while the details of the conversation are still fresh in the minds of all parties involved. This ensures that everyone has a clear understanding of the outcome of the call and avoids any misunderstandings or misinterpretations.
3. What should you include in the email?
The email should start with a clear subject line that indicates the purpose of the email, such as “Per our phone conversation on [Date].” The body of the email should summarize the main points discussed during the call, including key decisions, agreements, and action items. It’s also helpful to include any relevant supporting information, such as links to documents or resources mentioned during the call.
4. How can I ensure that the email is clear and concise?
To ensure clarity and conciseness, use bullet points or short paragraphs to present the information in an easy-to-read format. Avoid using jargon or technical language that might not be familiar to all recipients. Keep the email focused on the key points and avoid rambling or unnecessary details.
5. What tone should I use in the email?
Maintain a professional and respectful tone in the email, even if the phone conversation was informal or casual. Use polite language and avoid using slang or colloquialisms. The goal is to convey a sense of professionalism and credibility and to ensure that the message is received well by the recipient.
6. What if I need to include sensitive or confidential information?
When including sensitive or confidential information in the email, ensure that you comply with any relevant data protection regulations and company policies. Use encryption or other secure methods to protect the information during transmission. You may also consider sending the information in a separate, password-protected email or through a secure file-sharing platform.
7. How can I follow up on the email?
After sending the email, consider following up with the recipient to ensure that they have received and understood the information. This can be done through a phone call, a subsequent email, or a meeting, depending on the nature of the discussion and the preferences of the parties involved.
That’s All for Today!
Thanks for stopping by and reading all about “Per Our Phone Conversation” emails. I hope you found this article informative and helpful. If you have any more questions, feel free to reach out to me again anytime. Until next time, keep on sending those emails!