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Email Classification Categories

Overview

This document explains the 7 main categories and 28 sub-types used in the email classification system. Each category is designed to help readers understand what type of communication they're receiving and what action is expected from them.

1. COMMUNICATION

Purpose: Interactive exchanges and collaborative discussions

Sub-Types:

Discussion

  • What it is: Back-and-forth conversations, brainstorming sessions
  • Reader expectation: Engage in meaningful conversation, share thoughts and ideas
  • Common scenarios: Team meetings, project planning, problem-solving sessions
  • Response guidance: Ask thoughtful questions, contribute constructively, build on others' ideas

Brainstorming

  • What it is: Idea generation, creative sessions, exploring options
  • Reader expectation: Contribute creative ideas, think outside the box
  • Common scenarios: Product development, marketing campaigns, process improvements
  • Response guidance: Share innovative ideas, build on suggestions, think creatively

Feedback

  • What it is: Reviews, suggestions, improvements, evaluations
  • Reader expectation: Provide or receive constructive feedback
  • Common scenarios: Performance reviews, project feedback, peer reviews
  • Response guidance: Be specific and constructive, focus on improvement, maintain professionalism

Introduction

  • What it is: New team members, networking, referrals, connections
  • Reader expectation: Welcome new people, make connections, facilitate relationships
  • Common scenarios: New hire introductions, client introductions, networking events
  • Response guidance: Welcome warmly, offer assistance, facilitate connections

2. INFORMATION

Purpose: Sharing knowledge, updates, and data

Sub-Types:

Request for Information

  • What it is: Questions, clarifications, data requests, research needs
  • Reader expectation: Provide accurate, comprehensive information
  • Common scenarios: Status inquiries, data requests, clarification needs
  • Response guidance: Provide complete information, include context, suggest alternatives if needed

Status Update

  • What it is: Progress reports, milestone updates, current state information
  • Reader expectation: Review and understand current status, take appropriate action
  • Common scenarios: Project updates, performance reports, progress tracking
  • Response guidance: Acknowledge receipt, ask clarifying questions, plan next steps

Documentation

  • What it is: Sharing files, reports, specifications, manuals
  • Reader expectation: Review shared materials, understand content, take required action
  • Common scenarios: Policy updates, procedure changes, reference materials
  • Response guidance: Review thoroughly, ask questions if unclear, implement changes

Notification

  • What it is: System alerts, automated messages, reminders, announcements
  • Reader expectation: Acknowledge and understand the notification
  • Common scenarios: System updates, deadline reminders, automated alerts
  • Response guidance: Read carefully, take required action, acknowledge receipt

3. DECISION-MAKING

Purpose: Formal decisions and approvals

Sub-Types:

Decision

  • What it is: Final decisions, conclusions, resolutions
  • Reader expectation: Understand the decision and its implications
  • Common scenarios: Project decisions, policy changes, strategic choices
  • Response guidance: Acknowledge understanding, ask for clarification if needed, plan implementation

Approval

  • What it is: Formal approvals, sign-offs, authorizations
  • Reader expectation: Understand what was approved and next steps
  • Common scenarios: Budget approvals, project approvals, policy approvals
  • Response guidance: Acknowledge approval, understand conditions, proceed with implementation

Rejection

  • What it is: Declined requests, negative decisions, refusals
  • Reader expectation: Understand why it was rejected and alternatives
  • Common scenarios: Proposal rejections, request denials, application rejections
  • Response guidance: Accept decision gracefully, understand reasons, explore alternatives

Escalation

  • What it is: Issues requiring higher-level attention, problems that need escalation
  • Reader expectation: Address the escalated issue or understand the escalation
  • Common scenarios: Customer complaints, technical issues, policy violations
  • Response guidance: Address immediately, provide solutions, communicate with stakeholders

4. ACTION-ORIENTED

Purpose: Tasks, deadlines, and work coordination

Sub-Types:

Action Required

  • What it is: Specific tasks, assignments, deliverables
  • Reader expectation: Complete assigned tasks within specified timeframe
  • Common scenarios: Project tasks, assignments, deliverables
  • Response guidance: Confirm understanding, ask clarifying questions, provide realistic timeline

Follow-up

  • What it is: Reminders, check-ins, status inquiries
  • Reader expectation: Provide requested follow-up information
  • Common scenarios: Status check-ins, reminder requests, progress updates
  • Response guidance: Respond promptly, provide detailed information, address concerns

Meeting Coordination

  • What it is: Scheduling, agenda setting, meeting organization
  • Reader expectation: Respond to meeting requests, attend if appropriate
  • Common scenarios: Team meetings, client meetings, project reviews
  • Response guidance: Confirm availability, suggest alternatives if needed, prepare appropriately

Task Assignment

  • What it is: Delegating work, responsibility transfer, work distribution
  • Reader expectation: Accept assigned tasks and complete them
  • Common scenarios: Project assignments, workload distribution, responsibility transfers
  • Response guidance: Confirm acceptance, understand requirements, plan execution

5. ANNOUNCEMENTS

Purpose: Broadcasting information and changes

Sub-Types:

Announcement

  • What it is: Updates, notifications, status changes, news
  • Reader expectation: Read and understand the announcement
  • Common scenarios: Company updates, policy changes, organizational news
  • Response guidance: Read carefully, ask questions if unclear, plan for changes

Congratulations

  • What it is: Achievements, milestones, celebrations, recognition
  • Reader expectation: Acknowledge and celebrate the achievement
  • Common scenarios: Promotions, achievements, milestones, awards
  • Response guidance: Respond with congratulations, share in celebration, maintain positive tone

Farewell

  • What it is: Departures, goodbyes, transitions, leaving messages
  • Reader expectation: Acknowledge the departure and transition
  • Common scenarios: Employee departures, team changes, role transitions
  • Response guidance: Respond appropriately, maintain relationships, support transition

Policy Change

  • What it is: New rules, procedures, guidelines, policy updates
  • Reader expectation: Understand and implement new policies
  • Common scenarios: HR policy changes, procedure updates, guideline modifications
  • Response guidance: Read thoroughly, ask questions, implement changes, communicate to team

6. CRISIS/URGENT

Purpose: Critical and time-sensitive communications

Sub-Types:

Emergency

  • What it is: Critical issues, system outages, urgent problems
  • Reader expectation: Respond immediately and take urgent action
  • Common scenarios: System failures, security breaches, critical issues
  • Response guidance: Respond immediately, prioritize over other tasks, keep stakeholders informed

Incident Report

  • What it is: What happened, impact assessment, resolution status
  • Reader expectation: Understand the incident and its implications
  • Common scenarios: Security incidents, system failures, operational issues
  • Response guidance: Read carefully, understand impact, take preventive measures

Security Alert

  • What it is: Breaches, suspicious activity, security threats
  • Reader expectation: Take immediate security action
  • Common scenarios: Security breaches, threat alerts, suspicious activity
  • Response guidance: Follow security protocols, report issues, protect systems

Urgent Request

  • What it is: Time-sensitive needs, ASAP items, critical requests
  • Reader expectation: Prioritize and respond quickly
  • Common scenarios: Urgent deadlines, critical requests, time-sensitive needs
  • Response guidance: Prioritize immediately, communicate timeline, deliver quickly

7. RELATIONSHIP

Purpose: Building and maintaining professional relationships

Sub-Types:

Thank You

  • What it is: Gratitude, acknowledgments, appreciation
  • Reader expectation: Acknowledge the appreciation
  • Common scenarios: Work recognition, help received, contributions acknowledged
  • Response guidance: Respond graciously, maintain positive relationship, continue good work

Apology

  • What it is: Mistakes, delays, misunderstandings, regrets
  • Reader expectation: Accept apology and move forward
  • Common scenarios: Missed deadlines, mistakes, misunderstandings
  • Response guidance: Accept graciously, focus on solutions, maintain relationship

Invitation

  • What it is: Events, meetings, social gatherings, participation requests
  • Reader expectation: Respond to invitation appropriately
  • Common scenarios: Team events, meetings, social gatherings, participation requests
  • Response guidance: Respond promptly, be clear about availability, maintain professionalism

Confirmation

  • What it is: Orders, bookings, appointments, agreements
  • Reader expectation: Confirm details and proceed
  • Common scenarios: Meeting confirmations, order confirmations, appointment confirmations
  • Response guidance: Confirm details, ask questions if unclear, proceed as planned

How to Use This Classification System

For Readers:

  • Identify the category to understand the general type of communication
  • Review the sub-type to understand the specific nature of the email
  • Follow the response guidance to respond appropriately
  • Consider the suggestions provided by the system

For Senders:

  • Choose the appropriate category when drafting emails
  • Be clear about expectations to help readers understand what's needed
  • Provide context to help readers understand the situation
  • Set clear timelines for responses or actions

Best Practices:

  • Be specific about what you're asking for
  • Provide context to help readers understand the situation
  • Set clear expectations for responses and timelines
  • Use appropriate urgency levels to help readers prioritize
  • Follow up appropriately based on the email type

This classification system helps both senders and readers communicate more effectively by providing clear frameworks for understanding email intent and appropriate responses.