如何发一封公函?

老板告诉我一个我们的新工程师在对外发伊妹儿所引发的风波，要我好好地教导他如何对外发伊妹儿，以免他和他再次因为伊妹儿上说错的话受到其他人攻击。这下对我来说可好玩了，因为我也是一个胡乱说话的人。结果决定用比较婉转的方法来告诉我的小组里所有的新工程师《如何发一封公函》，花了一个小时的时间整理出来的资料只让几个人看觉得有点可惜，所以就把它投上来和大家分享分享：

1. Keep your supervisor/boss in the receipant list
- Let your supervisor know what is happening around him & so that he can response correctly if other party come to him, no matter they praise or complain on you. Make sure you also copy any other party that need to be informed on the issue so that they are aware of it.
2. Put in a suitable email title
- Let the receipant know what your email want to tell them. Don't just forward previous sender's email topic because that might not the correct meaning that you try to tell others.
3. Keep the email short, neat but informative
- Use point form or only talk 1 thing for a paragraph, organize all info that you wish to communicate nicely so that reader can understand easily.
4. Format the font wisely to stress on important points
- Bold, italic, font type, font size and font color makes the email more comprehansive. Format the font to make the important point more visible so that receipant can get your important point quickly.
5. Make an official email official
- Avoid using initials, short-form or description that hard to understand, unless you are sure that they really know what you are talking about. Your receipant might not have time to read thru in detail and guess what you trying to tell. Sometime the easiest thing for them to do when they don't understand is to ignore & delete if the issue is not their issue.
6. Always give a short background explanation on what is happening
- When you forward an email to another fella that is new in the email list, tell them what is happening so that they can catch up quickly. Use simple powerpoint / excel file presentation with data support if needed. Not everyone know what happen at your side.
7. Tell the receipant what you want from them clearly
- Best practice is to use the 3W ( Who, What, When ) approach so that they know what to provide to you & what everyone need to do to settle a problem.
8. Know what you can tell and what you cant tell
- Learn to protect yourself by providing the info on how it happen, why it happen & how to handle it. No need to spend a long time explaining what is happening in the between because most people wont want to know how you deal with it, they just want to know the outcome.
9. Think twice before you reply
- Don't reply an email when you are in a negative emotion. Calm down and reply regarding the issue raised, but not typing any attacking words for to release your emotion. After completed the whole email, read it again and make sure everyone understand your email and you are talking about want you want to tell without hurting anyone's feeling.
10. Always keep a copy of email that you send
- Utilize the email saving function wisely, make the system work hard & save your outgoing email so that you can trace what you had told others : a complain, comment or commitment. These emails can be use as evidence if any argument being raised.
11. Last but not least, Make sure you follow the procedure when handling things
- Don't leave a tail for other to catch just to save some effort by skipping a step or not doing something. Else, you will get involve into a lot of explanation & emails that will take a lot more time to settle it comparing to the time that you saved for not doing some small thing correct. This is a waste of time that will delay your time to go home.