英文email写作要点

Key Points on How to Write Email in English Email has been around our life for long enough. It’s no doubt that Email communication has a pivotal role in business communication. If you find yourself struggling to communicate effectively by email, I wish the following tips should help you.

1. A Meaningful subject line

Write a specific, not general, topic in the subject box.

When replying, remember to change the subject line rather than just let the mail program add “Re:” at the front.

2. Know the target audience

It is important that you know whom your email is supposed to convince and target for. For this purpose, you should know your audience well and must have a clear idea of what they are anticipating before you start writing them an email.

3. Start with an Appropriate Salutation

Some people jump straight into the text of an email without so much as a “hi”. It’s polite to add a salutation, just as you would with a letter. That might look like:

·Dear Sir/Madam

·Dear Mr. * *

·Hi ，* *

·Hello，* *

4. Get Straight to the Point

Your correspondent won’t want to wade through paragraphs of waffle, so get straight to the point. Start the formal text with a sentence that

tells what your message is about. Put the details of your message in the next paragraph.

5. Keep it Short and Concise

The attention span of people is limited and they want to be able to read emails quickly. Therefore, use simple and plain English as much as possible in your emails. Try to keep your email as short as possible. Remember: be clear, concise, and specific. Avoid overly long sentences. Make the paragraphs short, too-long paragraphs can be difficult to read and take in.

6. Use Numbered Points

If you’ve got several questions or points to make, it’s very helpful to number them. This makes it easy for the other person to respond to each one, especially if some just require a yes/no response or a single word answer.

7. Use hyperlinks and attachments

The effective use of attachments and hyperlinks helps you communicate your message in an efficient manner and allows your email to be concise. Use links rather than copying and pasting large sections of text.

8. Make Your Signature Useful

Whether you’re using email for professional or personal reasons, make your signature useful for both you and your recipient. That might mean:

·Giving the link to your website

·Including your work address and/or phone number ·Adding links to your social media accounts

·Putting in a line to promote your recent book / blog / product

9. Use Spell-Check and Assure Grammatically Correct

It is very annoying for people to find mistakes in an email. That is why you should proofread your email after completing it to correct grammar and check spelling. The use of incorrect grammar would only reduce the reputation of your company and yourself in the eyes of the recipient.

10. Appropriate Format

You should write your detailed information in the upper right corner, including your address and company name. The information is generally used to the initial contacts and can be omitted for the acquaintances or friends. The specific information of recipient should be written down in the following left corner. Immediately next, be salutation and text.

At the same time, make sure the text align to the left, keep document single-spaced but paragraph double-spaced.

At the end of your message, before your full name and position, use a commonly accepted complimentary closing, such as “Sincerely, Cordially, or Regards”.

11. Cue it right

It is important to send the mail to the right recipients. No one wants to receive emails in their inbox that really do not concern them. You should use the cc and bcc options only where it is important. Moreover, emails should have a personalized touch to make people relate to them more.

12. Common Expressions in the beginning and end of Email

a.For thanking email, the text can begin with:

·Thank you for contacting us.

·Thank you for your prompt reply or thank you for getting back to me.

·Thank you for providing the requested information.

·Thank you for all your assistance or I truly appreciate …your help in resolving the problem.

·Thank you raising your concerns.

·Thank you for your feedback.

Or end with:

·Thank you for your kind cooperation.

·Thank you for your attention to this matter.

·Thank you for your understanding.

·Thank you for your consideration.

·Thank you again for everything you've done.

b.For inquiring email, you can use:

·Could you tell me...?

·Would it be possible for you to let me know ...?

·I wonder if you could explain...

13. My suggestions

· Never write in all capital letters or all lower-case letters. ·Avoid using these four fonts/typefaces: Arial, Comic Sans, Papyrus, Times New Roman.

·Selectable fonts: Calibri, Garamond, Palatino linotype, Verdana.