 Let us start doing the tutorials on writing difficult emails, okay. So this is something that all of you must have faced. So we will take one by one, probably we will try to do two exercises. I think I gave four exercises. So the first email is your paper is rejected by editor, you believe review is not fair. So you have to write an email to the editor explaining why you want a second review, okay. Second is you are conducting a conference, you have rejected a paper because it was submitted late, author of the paper has written an asti email to you and is asking you to include her paper. So you have to write a polite but firm reply as to why you will not consider the request. You should also write in your mail that you do not appreciate the tone of the email sent by the author, okay. So this is the second difficult email. The third one is you want to go for a conference, registration fee is too high and your approved budget cannot cover it. So you have to write an email to the organizers requesting fee waiver. And the last one is you attended a conference and met some very interesting researchers in your area. You have to write an email to thank them for the interaction. The purpose of the email is to keep the contact alive but you cannot say I am writing this email so that I keep the contact alive with you, okay. So you have to write a polite nice mail about the interaction but this is the purpose, okay. So these are the four exercises we have. So you can download and I want you to prepare the email because this is email I do not want it to be very lengthy, okay. In each case it can be about 5 to 10 line emails and we will take some sample emails from you and we will also ask some of them to comment on the email and then I will give my comments. So this is the exercise we are going to do. So I want you to prepare the email and once you have one email at least ready to raise your hand. You can choose any one of them, any one out of the four. Not giving much time because this is part of the online tutorial session. You did have this exercise so I am assuming that some of you might have done the exercise already. So just for the sake of discussion here we are going to take up the emails. So I am not going to give you too much time but within the next few minutes if you can jot down the email then we will take it one by one. DKTE Society Textile Engineering Technology Institute Itchal Karanjee. Yes sir we have written the email regarding rejection of paper. Rejection of paper, okay. So can you read it out for me so that I will write it down so it will be projected to everybody. We can discuss the email then. Hi greetings sir, dear editor, I have submitted a research article. First is hi greetings. Hi greetings dear editor. Dear editor. Okay dear editor. I have submitted a research article. I have submitted a research article. A research article. Mm-hmm. Entitled. Entitled. Entitled. A review of Industrial Zigbee. A review of Industrial. Industrial Zigbee. Industrial, I did not get the word. Can you spell it for me please? Zi. Zi. G. G. G. Bwe. Bwe. Bwe. Bwe. So yesterday I have received your email. Yesterday I have received your email. Yesterday I have received your email. I have received your email. Your email. That my paper has been rejected. That my paper has been rejected. So here I want to request you that. I want to request that. Request you that. That I have checked. I have checked all the guidelines. All the guidelines. Mentioned by you. Mentioned by you. And also I have checked the plagiarism. Also I have. Checked for plagiarism. So I kindly request you. Kindly request you. Request you. To review my paper. To review my paper. Please do the needful. Please do the needful. Do the needful. Thank you. That's all. Thank you. Okay. Thank you. So I want the other colleges now to go through this email. That is available on your whiteboard. Okay. Please read this email. And if you are ready for comments raise your hand. Silicon Institute of Technology. Are you ready for interaction? Well this email what has happened and doesn't really relate to what needs to be done. Okay. Structurally there are some words which should not be there. For example, I cannot kindly request. That's out of place. And the reason how I relate to the rejection is not cited. So again my reason for requesting a recheck or a review again. Does not really find a basis in this mail. Okay. Checking for plagiarism. I mean these are already checked initially before submission and all. Okay. So even in spite of that if it is rejected many of the sentences seem to be out of place just needless in this case. Okay. It can still be a shorter or a more compact mail and more meaningful in the approach. Okay. Good. Thank you very much. Let me take comments from Mufakum Jha College of Engineering and Technology. Yes sir. With respect to the email that has been posted by one of colleagues of other college. The thing is actually when we are talking about it formal representation of email. Right. We can start with dear editor need not have high greetings or something like that. Okay. That is the first thing. Okay. Next thing is first where can you just post that email once again sir on the screen. Yes. Thank you sir. Yeah. It should be dear editor after that because as I have already submitted I am receiving this email. So I can start that as I have submitted a so and so paper and received an email stating that my paper has been rejected. I request you to give the kind your reasons for the rejection of the paper because I have followed all the necessary guidelines required for the submission of the paper and as it is my original work. I am sure about it that it needs to be reconsidered because that gives a confidence that whatever my research work is there I am confident that it cannot be rejected. So that should be stated in the email. Okay. So accordingly after that is stated I can say that based upon my request I hope that you will be reconsidering my paper once again for the review can be presented. Okay. I think it should be remodified and that is how I think this email can be given because first thing is we have to be authoritative about what work we have done and as we are confident we should say that it should not be rejected at the first place that should be done and second should be in a passive voice saying that I request you to further consider my paper for the review should be the final statement. Okay. Thank you very much ma'am. Thank you for your comment. Thank you sir. So Swaris College of Engineering. Yes sir actually in this mail whoever will be the reviewer start reading that mail and he will feel that if the there are these many numbers of grammatical mistakes in this mail how much how many mistakes will be there in a paper that will be the first impression. He has started his mail with the sentence that yesterday I have received your mail yesterday that usually we are not starting the sentence with the tense or the time and the request matter is very less. So that way you will not may may not go for the review of the same paper. Okay. So we have received some comments and some of them are valid some of them did not mention some of the things that I have been discussing. So let me go through this email for my comments. First thing as somebody mentioned high greetings high greetings is not something is how you start your email this is a formal mail. So this is not how it should be written and as somebody mentioned the first thing should begin as dear editor. Okay. So first it should start as dear editor and like I said after that there should be a semicolon. Okay. So it is important that you give this break or pause when you are writing and then you can say I have submitted whatever and then I have received etc. And as somebody else mentioned there should be more information on the request. So when you are requesting why? Okay. So I am assuming that when the rejection came they gave some reasons like for example this is not original work or that this is already known or that these experiments are not correctly done for these reasons. So when you request for re-review you have to take those comments and you have to respond to that. For example if it is written that this is not original work you have to say that even though these other work exist they do not look at this particular aspect. I am doing it so I want you to reconsider this request. And as somebody else again mentioned you cannot say I have checked for plagiarism because you are writing the paper it is assumed that you have not plagiarized. Okay. So that assurance that I have checked for plagiarism is not needed. Okay. It is not like you write a paper and then you check for plagiarism. When you are writing the paper you know that you have not plagiarized. So plagiarism check should be done by the other people. I cannot write and then say that I have also checked for plagiarism. If you say that then that means that you actually plagiarized and you modified the document in such a way that plagiarism software will not show it as plagiarized. Okay. So that does not make sense. So you should not do that. And then yeah request you to review my paper. So I kindly request is needed because you are just making a request. There is nothing kind or unkind about it. And typically the sentence please do the needful is not written in communication of this type. Okay. In communication sometimes you might write this sentence but that is not what is written in emails of this type. And as somebody else noted you should make sure that there are no grammatical mistakes or errors. And I also found that there was no signing off. Okay. With regards or something and then the full name of the author should have been there. And then the most important there should have been a subject line that was missing. Right. So all this so the subject should be one line. And it should have all the information that you are trying to communicate so that the editor can take a look at the email. And then so there should be some with regards or something. And there should be the full name. And below the full name you should have complete affiliation and information. What is your position? What is your institute? And all such information because this is still a formal letter. And all this information should be there. Okay. So thank you very much. So this is one exercise. And we will go to the next exercise. Some other email if you have it ready then please raise your hand so that we will take it up. Federal Institute of Science and Technology. Do you have an email ma'am? Yes sir. We have an email and I have written the email about the request for a fee waiver. Fee waiver. Okay. If you please read it to me slowly I will write it down ma'am. The subject line of my email is request for fee waiver. Request for fee waiver. Okay. And then the salutation which is like dear sir. Dear sir. Thoma. The email begin like this. I am extremely enthusiastic about. I am extremely enthusiastic. About. Attending the conference. Attending. Attending the conference. The conference. You have organized. You have organized. Stop. However. However. The conference. The conference fee. Conference fee. Seems to be. Is. Seems to be. Seems to be. That it is seems to be. Seems to be. Seems to be. Seems to be comparatively high. Comparatively high. Comparatively high. That I find it hard to meet the expenses. That I find it hard. That I find it hard to meet the expenses. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. That I find it hard. don't avail any financial support from my institution financial help sorry support from my institution comma I request you to kindly provide I request I request you to kindly provide a fee waiver that so that I can take part in the conference without any difficulty any difficulty will stop then the next line regards below that on the left side I would write regards comma my name which is G2M Joe's name and the designation below that assistant professor with that thank you very much ma'am okay so let us take some other college who can comment on this Tectro India Salt Lake do you have a comment on this email the starting is okay that I'm extremely enthusiast about attending the conference okay but here however the current for conference fee seems to be comparatively high which is not defined like comparatively high in the sense that is where I have a question okay and we could have provided a bit more details okay there in I guess like to show my interest in this particular confidence maybe one or two lines that I have been a part of this confidence and it has helped me to enrich it has enriched me to a great extent so I am I would like to join this conference or else from the very beginning we could have started directly with the thing that I would like request you to wave the fees or provide some concession for the registration fees and then we could have explained that why I need that concession okay very good ma'am thank you very much so let's go to Susheela Devi Bansal College of Engineering Indore ma'am do you have any comments on this email yes sir the beginning is good as ma'am said but however the conference fee seems to be comparatively high so we are not comparing it with any other conference fee so the word comparatively is redundant we don't need to use it okay so since the college fee is very high and I'm not getting any financial aid for the same from the from my institution and I want to attend it because I'm doing research in the similar area and I would be greatly benefited by attending this conference so I would request you to kindly provide a fee waiver and in this we can also add that this much is the fee and this is the amount you know so such and such amount that I can get from my college that or I can pay from my pocket or my fund and the rest of the amount so like that amount can also be stated that how much we are able to bear so that I can take part in the conference without any difficulty and this is a this I hope to receive a favorable response from you or something would be like good and then the regard and all this should also come in this corner like it should be left aligned thank you very much ma'am thank you so let me take one more comment before we complete the discussion on this Thakur college of engineering and technology is there somebody who wants to give a comment on this email I think it's a good mail about the waiver and the politeness as well as the way of writing it was perfect according to us the only thing that I find is the request and kindly both the words are simultaneously written on the same sentence where both of the words are having around the same meaning okay thank you Dr. Mahalingam college sir in the fifth line since I don't avail any financial support it has been mentioned like in a negative sense I don't avail right so even that sentence can be positively furnished so okay that is our comment okay is it okay to say don't in my in the mail or you have to say I do not we can even I do not do not is better so instead of using do not we can go for some other terms okay do you have a suggestion instead of going for I don't avail the allotted budget from our institution so it can be quoted in such a way sir very good ma'am thank you very much let me reiterate the comments that we have received so the email is written nicely so I agree that it is well formatted subject and the way the sign off is everything is proper and and like somebody mentioned somebody was asking about style this morning so we saw an example of stylistic differences you can either write I am extremely enthusiastic and then as for waiver or you can either as for waiver and then justify as to why the waiver is needed because you are enthusiastic and so on so this is a stylistic choice some people say about the enthusiasm first and then as for waiver some people say about the waiver first and talk about enthusiasm later so this is a stylistic point which was made by somebody and I agree comparatively high can be made more quantified you can say that the fee is so much say euros and it corresponds to so much in Indian rupees and as some of the commentator said you can say that this is the total budget that is allotted for me and this is what the travel would cost and this is what my stay would cost and then given this this becomes too high so that why it is comparatively high is brought out much more clearly and yes so enthusiastic is one thing you also have to say why it is useful over and above your enthusiasm so you can say I am working in this area or it will benefit me professionally or it will help me interact with people in the area and things like that and so these are some of the comments that we received and I think they are good comments so but overall this mail itself is better written and so it communicates what it wants to do so there is some more improvement that is possible but for a first draft this is a good mail okay so I am going to take one lost mail if somebody wants to give a mail which is different from these two Geetham University Hyderabad so we can start like this respected sir respected sir and I am an assistant officer and I am doing my PhD work so can I clearly specify the area or can I go for a broad that is for network security my PhD work in network security PhD work in the area of network security okay so in my field of work in my field of work I am trying to decode an algorithm I am trying to decode an algorithm which is been explained by you which has been explained by you in your works in your presentation at your conference so here we can go with the title of the conference and the place and the area where it was held sir so with regard to his presentation I am interested to carry out an extension of this algorithm with your support make a time of your busy schedule to discuss about this and can you sir with regards so if you can give a space for us to write the subject at the top requesting for an appointment regarding name of the algorithm sir request for an appointment regarding discussion on so it comes with the name of the algorithm sir so to this I will just add a little more with her when you're when you're saving she's saying in the area of network security I will also add my professor's name and from the university I'm working at because yes in the area of network security with professors so and so at at the university like at the university I would add that also okay yes sir okay thank you very much so please raise your hand if you want to give comments on this you a Patel college of engineering care what uh first she has mentioned that I am a assistant professor but where she is working she has not mentioned okay second thing and I am doing my phd work in the area of network security actually she has to mention that doing my phd work in the shade area okay that is a network security and like she has implemented some algorithm that she need to uh like explain what the thing uh like she want to she has mentioned in the algorithm that little bit she has to elaborate okay and further what the extension she wanted actually she has to give a brief of that okay so like the expert also would uh get the idea that uh which kind of the help she wanted actually okay very good so she can request to the expert regarding extension of the algorithm and uh would like to get the help from the expert okay for the extension and request for the like do need full in the same matter and kindly uh find your suitable time and uh please guide me in this particular matter okay so she can mention okay so this kind of the things which need to be like uh rectified in this mail very good thank you very much so I am going to try with Dr. D. Y. Patil Institute of Engineering Technology Pimpre in Phuna hello yes ma'am do you have any comments on this email in that one line is not like acceptable which has been explained by you in your presentation at particular uh conference sir okay what is the problem with that line uh sir the which has been explained by you at particular conference it is it sufficient it seems I see okay thank you very much ma'am so let me give my comments I want to go back to the original question we had because I think there is some mismatch between what I asked and what is done here okay so let's go to my presentation where I had the question the question was slightly different right so the question was you attended the conference and made some interesting researcher in your area of interest and the mail is to thank for the interaction that is the first thing the second part of the mail is to keep the contact alive of course that is done very very nicely in this mail I really liked so you give the area you talk about a specific problem you talk about a specific way of extending that interaction all that is done very nicely but the first part that I am so and so I met you during such and such conference and we had discussion or you gave a presentation about this in the conference that information is missing so the email does one part the keeping the contact alive part and that is very nicely done but thanking part is not done so that is first comment. Second comment like I have emphasized in my presentations also it is always a good idea to say dear professor so and so instead of saying respected sir I am also seeing that it is always served in all these emails so sometimes it can be a madam also so it is not necessary that it is always a sir okay so at least in the exercises we should say sometimes respected madam I mean our dear professor so and so okay so that is one thing I think the subject is too long if you write this subject requesting for an appointment regarding discussion on name of algorithm I do not think the reader will be able to see the full subject which means they will not be able to understand what is happening so instead it has to say either regarding this or thanks for meeting at this conference or request for an appointment okay the rest of the details can come in the mail and I also feel that this is a mail where paragraphs will be very useful you say dear professor so and so it was wonderful meeting you and interacting with you at such and such conference I am so and so who talk to you about this particular problem and then in the next paragraph you can say I am currently with working with so and so on this issue as I have discussed with you in during my interaction and this is what I have done and then the next paragraph where this is where I want to go and this is the particular discussion I would like to have with you and the other thing is to write could you please take time off your busy schedule to discuss about this I think that is not needed of course we know that the professor is going to have a busy schedule she or he is going to find the time if they find the problem interesting and if they want to discuss with you so you do not have to say that and you can say could you please let me know a convenient time when we would be able to meet to discuss this okay so that would make it a nice mail so overall good effort thank you very much and also thanks to all those who have given comments and pitched in but for now I will take a couple of comments or questions any comments you mentioned that you are going to thank him for the interactions during the conference meeting right so is it good to start the mail in the first mail itself we need to have a discussion and is it good in the sense to start in the first mail yeah if during your interaction in the conference if the professor has told you that okay send me a mail after I reach we will discuss then it is a good idea to say if it was not told it is a good idea to just say that I am so and so I met you during this conference we had a small chat I would like to continue on that can I write to you in detail about this and then write it in the next mail okay so it depends on what interaction you had with the professor but if suppose you had some slightly more detailed discussion and the professor says okay when I reach I will get back to you you write me a mail it is okay to write the details in the first mail itself okay thank you so NK arcade college of engineering and technology solapur do you have any comments questions yes sir in the last scenario regarding the international conference right in the salutation part when we are starting the email at the time instead of saying is it okay to use dear dr. Gupta instead of saying dear sir yes you should in fact say dear professor Gupta can we address to the name don't we think like it would be better if we address the name instead of saying sir or madam yes yes I agree with you you should address by name and proper salutation of the position thank you Periyar Mania my university yes sir this is from Periyar Mania my university yes sir sir in the previous mails so we had noted a dear sir we had informed us to use semicolon right could we use semicolon next to dear sir or comma only it is always a better idea to use a colon after all salutations but some like dear sir dear madam you can use comma also but it is more polite to use a colon okay some administrative mails you are writing you can use comma it's okay and especially if you are writing dear sir that means you don't know the person but if you are writing dear professor so and so probably it is a good idea to put a colon okay if you want to be on the safer side put colon everywhere it is always better to give that extra pass for all mails okay thank you very much ma'am so we have reached 12 30 this is the time for me to stop okay thank you