Email Etiquette 国际商务邮件礼仪
外贸英语丨英文商务邮件格式和礼仪
外贸英语丨英文商务邮件格式和礼仪在现代商业环境中，电子邮件被广泛应用于商务沟通和交流。
特别是在国际贸易和外贸行业中，英文商务邮件相对普遍。
良好的邮件格式和礼仪可以帮助保持专业形象、促进良好的商业关系。
以下是一些关于英文商务邮件格式和礼仪的指导原则：1. 主题行 (Subject line)主题行应简洁明确地概括邮件主题。
这对于收件人快速理解邮件内容至关重要。
避免使用模糊的主题行，可以明确指出邮件的目的和重要性。
示例：Re: Order Confirmation / Inquiry about Product Pricing2. 称呼 (Salutation)以礼貌的形式对收件人进行称呼，根据对方的职位和姓名选择适当的称呼。
示例：Dear Mr. Smith / Dear Dr. Johnson3. 引言 (Introduction)在邮件的开头，介绍自己或提到最近的接触。
例如，引用之前的邮件或谈论谈论之前的会议等。
示例：I hope this email finds you well. / It was a pleasure meeting you at the trade show last week.4. 正文 (Body)在邮件的正文中，要清晰、简洁地表达主要信息。
使用段落将不同的主题分开，以提高可读性。
句子应该具有一定的礼貌性和正式性。
示例：I am writing to follow up on our previous discussion regarding the order of 100 units of Product A. / I would like to inquire about the pricing and availability of Product B.5. 请求或提供 (Request or Offer)在邮件中表达清晰的请求或提供。
如果需要对方采取行动，提供具体的要求和截止日期。
学会英文电邮礼仪规范，让你veryprofessional
学会英⽂电邮礼仪规范，让你veryprofessional 此前，我们讲过英⽂邮件的写法。
今天，你还需要知道Email Etiquette，这会让你very professional.英⽂电邮的写作，有3个基本要求：clearly, concisely, correctly （清晰，简洁，准确）Writing clearly, concisely and correctly in business is certainly something that both native andnon-native speakers need if they are to make an impact on their colleagues, clients and superiors. And this skill takes time to master.1Start with the right salutation⽤正确的称谓开头每⼀封电⼦邮件开头都应有称谓。
⽽具体称谓⽤什么词，取决于收件⼈的⾝份。
Dear Mr Bell or Dear Mrs Johnson - 如果你是初次给客户或上司发邮件，⽤这种形式。
正式，得体。
Dear Tom or Dear Sally - 如果你和对⽅有⼯作上的配合，可以使⽤这种形式。
虽然有⼈说现在已经没⼈⽤'Dear xx'了，但加上的话不失礼貌，⽽且这样⽤的⼈仍然很多。
Hello Tom or Hi Sally - 这种形式不太正式，经常⽤于普通同事之间，或者如果你和客户的关系发展得⾮常不错，也可以⽤这种形式。
或者你直接写'Tom,'也可以。
2Write in short paragraphs段落简短邮件的结构和布局很重要。
我们每天都要接收很多封邮件，想象⼀下如果你收到的邮件都是⼤段⼤段的⽂字，没有空⾏、没有逻辑，你该有多崩溃。
段落要简短，不要给收件⼈太⼤的阅读压⼒。
商务电子邮件撰写礼仪
收件人、抄送人的区别收件人、Biblioteka 送人的区别：在功能上无特别区别
在指向上有所区别：主要是为了区分收件人的 主次用。 收件人：指的是你邮件的主送人，可以是一个 或多个 抄送人：需要告知的人，比如其他相关人员、
有关主送、抄送机关的规范
2．不应当抄送的情况 （1）请示邮件不得抄送其下级部门或个人； （2）接受抄送公文的部门或个人不必再向其他 机关转抄、转送； （3）凡与公文办理无关的单位一律不予抄送。
电子邮件的其他重要事项
邮件主题
• 如果一次要和对方讨论的事情是不同的主题，建议 分开不同的电邮传送
• 也就是说，每封信的主题最好只有一个，这样对方 会比较好针对单纯的主题加以回信。
语感:
• 1.采用主动的语气。让收信者知道，是谁应该 来做这件事情。
A.你对这件事情有什么想法? B.有谁可以提供意见给我? 看得出来吗?A比B来得主动而明确。 2.动词比名词更有力量。 • C.让我们做个计划吧! D.让我们计划这件事情。 在D句里，计划两个字被用在动词的表现，会 比C句用在名词有力量。
格式上的要求：
（5）署名：写完信之后，在信的右下角 写上发信人的姓名叫做署名（如邮件已设 置自动签名，可省略）
（6）日期 发信的日期可写在具名的后边， 也可以另起一行（因电子邮件的即时性， 可省略）
商务电子邮件的礼仪规范
一、电子邮件是一种商务文本，应当认真撰写：
1. 主题要明确 收件人见到它便对整个电子邮件一目了然 了
有关主送、抄送机关的规范
确定上行文主送人的规范是： 1．请示：一般只写一个主送人，需要同时送其 他人的，应当用抄送形式。
职场必知的10个英文电邮礼仪
10 email etiquette rules every professional should knowThe average US employee spends about a quarter of the work week combing through the hundreds of emails we all send and receive every day.But despite the fact that we're glued to our reply buttons, career coach Barbara Pachter says plenty of professionals still don't know how to use email appropriately.In fact, because of the sheer volume of messages we're reading and writing each day, we may be more prone to making embarrassing errors — and those mistakes can have serious professional consequences.Pachter outlines the basics of modern email etiquette in her book "The Essentials Of Business Etiquette." We pulled out the most essential rules you need to know.1. Include a clear, direct subject line.Examples of a good subject line include "Meeting date changed," "Quick question about your presentation," or "Suggestions for the proposal." "People often decide whether to open an email based on the subject line," Pachter says. "Choose one that lets readers know you are addressing their concerns or business issues."2. Use a professional email address.If you work for a company, you should use your company email address. But if you use a personal email account — whether you are self-employed or just like using it occasionally for work-related correspondences — you should be careful when choosing that address, Pachter says.You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email. Never use email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the workplace, such as "babygirl@..." or "beerlover@..." — no matter how much you love a cold brew.3. Think twice before hitting 'reply all.'No one wants to read emails from 20 people that have nothing to do with them. Ignoring the emails can be difficult, with many people getting notifications of new messages on their smartphones or distracting pop-up messages on their computer screens. Refrain from hitting "reply all" unless you really think everyone on the list needs to receive the email, Pachter says.4. Use professional salutations.Don't use laid-back, colloquial expressions like, "Hey you guys," "Yo," or "Hi folks.""The relaxed nature of our writings should not affect the salutation in an email," she says. "Hey is a very informal salutation and generally it should not be used in the workplace. And Yo is not okay either. Use Hi or Hello instead."She also advises against shortening anyone's name. Say "Hi Michael," unless you're certain he prefers to be called "Mike."5. Reply to your emails — even if the email wasn't intended for you.It's difficult to reply to every email message ever sent to you, but you should try to, Pachter says. This includes when the email was accidentally sent to you, especially if the sender is expecting a reply. A reply isn't necessary but serves as good email etiquette, especially if this person works in the same company or industry as you.Here's an example reply: "I know you're very busy, but I don't think you meant to send this email to me. And I wanted to let you know so you can send it to the correct person."6. Proofread every message.Your mistakes won't go unnoticed by the recipients of your email. "And, depending upon the recipient, you may be judged for making them," Pachter says.Don't rely on spell-checkers. Read and re-read your email a few times, preferably aloud, before sending it off."One supervisor intended to write 'Sorry for the inconvenience,'" Pachter says. "But he relied on his spell-check and ended up writing 'Sorry for the incontinence.'"7. Add the email address last."You don't want to send an email accidentally before you have finished writing and proofing the message," Pachter says. "Even when you are replying to a message, it's a good precaution to delete the recipient's address and insert it only when you are sure the message is ready to be sent."8. Double-check that you've selected the correct recipient.Pachter says to pay careful attention when typing a name from your address book on the email's "To" line. "It's easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake."9. Keep your fonts classic.Purple Comic Sans has a time and a place (maybe?), but for businesscorrespondence, keep your fonts, colors, and sizes classic.The cardinal rule: Your emails should be easy for other people to read."Generally, it is best to use 10- or 12- point type and an easy-to-read font such as Arial, Calibri, or Times New Roman," Pachter advises. As for color, black is the safest choice.10. Nothing is confidential — so write accordingly.Always remember what former CIA chief General David Petraeus apparently forgot, warns Pachter: Every electronic message leaves a trail."A basic guideline is to assume that others will see what you write," she says, "so don't write anything you wouldn't want everyone to see." A more liberal interpretation: Don't write anything that would be ruinous to you or hurtful to others. After all, email is dangerously easy to forward, and it's better to be safe than sorry.vt. 校对，校勘vi. 做校对工作∙recipient[ri'sipiənt]videon. 容器，接受者；容纳者adj. 容易接受的，感受性强的∙inconvenience[,inkən'vi:njəns]videon. 不便；麻烦vt. 麻烦；打扰勤劳的蜜蜂有糖吃∙accidentally[,æksi'dentli]videoadv. 意外地；偶然地∙embarrassing[im'bærəsiŋ]videoadj. 使人尴尬的；令人为难的。
27步电子邮件礼仪提示
27步电子邮件礼仪提示27 Email Etiquette Tips for ProfessionalsAUGUST 22 BY EMMANUEL BANKS IN WORKEven after the advent of social media and improvements in text messaging, email is still the mode of communication that continues to prevail in the professional realm. The ability to give direction, put out fires, and more without being face-to-face has enabled many businesses to use email as a productivity tool. However, there are times when professionalism goes out of the window, and etiquette rules are forgotten. Today, we will take a look at 27 email etiquette tips for business professionals.1. Greetings and Send-offsI never start an email with the contents. An email always begins with a sound introduction or with the recipient’s name. This will, in the beginning, let them know to whom they are speaking with. When you begin by acknowledging them by name (e.g. Hello, John Doe), you will let them know whom you intend on talking with. When you are done with an email, always finish by saying “Thanks”or “Cheers”, to practice good etiquette and respect.2. Know When to CallNot all communication has to occur through email. Once conversation begins to mention specifics, it may be wise to schedule a phone call—this can prevent misunderstandings and can even expedite your correspondence. It is also respectful to pick up the phone when a meeting, scheduled by email, is cancelled.3. Mind Your PunctuationProfessionalism involves knowing how to mind your punctuation. In a standard email correspondence, you should use periods and question marks about 95% of the time. Leave exclamation points to when your conversation is light-hearted, and you’re familiar with the recipient.4. The Clock is TickingWhen dealing with business, never keep them waiting. As the saying goes, “time is money”. You should never let a recipient wait more than two days for your reply. Just like a phone call, waiting on an email can hold up progress on whatever project you are attempting to establish. After all, isn’t that why you’re emailing and not using snail mail?5. Write it RightGrammar and spelling should be two considerations when emailing in a professional environment. Even though the content is the star of the email, ensuring that your grammar is in check allows the business acquaintance to know that you are taking the conversation seriously. Most email clients have spelling and grammar checks, so use them!6. Consider Company CultureLet’s be honest—while grammar and tone should be professional, we must still consider the companies that we are contacting. Inner business emails between more relaxed companies will of course be a bit different from, let’s say, the White House. While minding your grammar, continue to give off an approachable vibe while emailing.7. Engineer the Perfect Subject LineThe first thing your recipient sees is the subject line. Frankly, they will discern the importance of an email by a subject line before reading its contents. Make sure you leave a greatimpression by being mindful of capitalization, being concise, and to the point.8. Reply vs. Reply-AllNothing is more embarrassing than sending a mass email that was intended for only one recipient. This is the result of an email that began with multiple recipients. When replying, you will have the option to “Reply”—which emails the sender—or “Reply-All”, which sends your message to everyone the original message was sent to. Double check before sending, or you’ll be sorry.9. Consider The Privacy of OthersThere will be instances when you’ll have to send business emails to multiple recipients who may not know each other. The recipient’s email address is added to the “To:”section in average emails, but in multiple recipient emails, you should add the addresses to the “BCC”or Blind Carbon Copy section, to prevent others from viewing recipient addresses.10. Tailor a SignatureUnlike a greeting or send-off, an email signature is automatically added to the bottom of a message, where you can add a small biography and contact information. This doesn’t replace a quality greeting, but it does allow a new acquaintance to learn more about you and to know where to get in contact with you.11. Go in Vacation ModeSeveral times a year, during vacation, I usually find myself separated from my email. As seen in tip #4, time is of the essence, and it’s rude to leave an email in your inbox unanswered. To alert individuals of my absence, I add an auto-responder (through Gmail, but also available on other clients) mentioning of why I’m gone and when I will return.12. Be Mindful of LinksHackers have found ways to add viruses and malware to attachments and links. When forwarding emails, ensure that the links and attachments are safe. Also, reduce the number of chain messages you forward and never send any from an unknown recipient.13. Create a TL:DR SummaryTL:DR is an acronym standing for “Too long, didn’t read”. It’s quite blunt and is the case for many busy business acquaintances who simply are too busy to read long email conversations. For this reason, when forwarding or periodically when replying to conversations, summarize previous points in bullets to keep recipients up-to-speed on email contents.14. Job Search Tip: Resume and Cover LetterWhen searching for a job, email etiquette is of the utmost importance. When replying to a job board, always ensure that you include your resume and cover letter. By default, these should be attachments unless they explicitly are against them.15. Ask Before AttachingThe reason companies don’t like large attachments is because companies are given a specified storage space they pay for. Your large attachment eats up their storage allowance. Before sending a large attachment, or multiple ones, always ask for permission from the recipient.16. When is Irony Appropriate?Irony is a popular form of comedy for most people. However, in a business setting, you should shy away from it. Irony in any written form can be misunderstood at best, and at worst be taken as offensive. Save the irony for emails within your company.17. Rethink Your FontA company email isn’t a PowerPoint presentation from your sixth grade English project: leave the fancy fonts for another time. Not only does it come off as unprofessional, some companies may not have the email clients that can present such fonts. Besides, who wants to read Edwardian Script font anyway?Professional Fonts to UseTimes New RomanGeorgiaVerandaArialBook AntiquaCalibri18. Documents Open for AllObscure file types can prevent companies from being able to open the attachments you send, which can slow down business operations and projects. Leave attachment file types to PDFs, .doc, .txt, or .jpeg. They usually are of a reasonable size and can be opened on most machines and operating systems.19. Separate Work from PlayIt’s not wise to use your company email to send personal messages to friends and relatives. Use your business email for colleagues and business acquaintances only, for two reasons: to maintain the professional nature of your inbox, and to limit wasteful use of email storage space.20. Ensure Your Email Wasn’t TrashedIf you haven’t heard back from a receiver, chances are that they are busy. Inquiring on whether or not they got your message could make it worse, but there are times when emails are quite pertinent. Wait a week to a week-and-a-half if time allows, and if you still don’t have a reply, call them or dispatch another email.21. Make Your Intentions ClearWhen recipients only have a minute or two to read an email, you should make your message as concise and to the point as possible. Provide an outline in the beginning of the email of what you expect from the recipient before going a bit in depth.22. Connect Email to Your PhoneTo prevent recipients from waiting, connect your business email to your phone to ensure that you are able to reply to them in a timely manner. In the settings of most smart phones, you are able to adjust your signature.23. Inner Company AcronymsWhile acronyms are ill-advised to new acquaintances, creating company acronyms between co-workers can be a clever way to ensure that they understand the importance or intent of the message. Acronyms like “NRN”(No Reply Needed) can allow colleagues to know what messages are urgent and what can wait.24. Extend What’s in EmailIt’s easy to blame forgetting or misunderstanding a meeting request given through an email. Most email clients don’t have alarm systems. This means it’s your responsibility to apply outside the inbox what is relevant (creating calendar alerts for meetings, etc) to be productive.25. Consider Time DifferencesIt can be aggravating to request a call or meeting through email and not hear back within atimely manner. It is necessary, however, to ensure that this isn’t due to time zone differences. If you are requesting a call from an Australian acquaintance and you’re in New York, ensure time zone differences are worked out.26. Check Your CalendarTo prevent unnecessary back and forth emailing, it is wise to be mindful of traditions and holidays in the culture or religion of your recipient. If you are in a country where Christmas isn’t widely celebrated, it may not be wise to schedule a meeting for December 24th when the rest of your location is on business as usual.27. Inform Employees on EtiquetteIt’s fine and dandy to follow all of these email etiquette tips yourself, but if you are the only one following them, it still gives your business a bad image. Share valuable email etiquette tips with your co-workers to ensure the business name is kept sound.Let us know in the comments below of a moment when your email etiquette left a good impression on the recipient. Also, let us know when email etiquette was tossed out the window, and its outcome.Everyone nowadays gets way too many emails and spends too much time dealing with them Five Simple Yet Effective Tips for Managing Your EmailEmmanuel BanksEmmanuel Banks is an editorial director for the Mountain View based startup, Teens in Tech, where he covers news in the startup world and tips for teen entrepreneurs. When Emmanuel isn't writing, he enjoys traveling and trying out new gadgets.10 Email Habits That Make Others Hate YouNOVEMBER 7 BY MARYBETH MA TZEK IN PRODUCTIVITYThere’s a big difference between a well-written email and one that gets an immediate delete. Emails are the electronic equivalent of letters and that’s essential to remember as you sit down to write. If you’re looking to write emails that get attention and responses, stay clear of these 10 email habits that make others hate you.Sending Emails With No Point.Don’t just send an email because you can. Send emails only if there is a purpose behind it —you have key information to share, an update or are responding to someone else’s request. If you continually send emails without a point, people will stop reading them. Remember to be respectful of the reader’s time.Writing an Email in One Paragraph.If it’s a very short email, then this is OK to do, but if you are writing a lengthy email with more than one point, then include multiple paragraphs. Emails need to be composed like business letters and have clear introductions, middles and conclusions. Writing an email in just one paragraph makes it hard on your reader and doesn’t provide any visual breaks.Failing to Respond to Emails That Require Replies.Nothing is more annoying than asking someone a question and never receiving a response. The person clearly wants to know something and by not responding, you are creating confusion and stress, which no one wants or needs. If someone asks you a question and seeks a response via email, please respond. It just takes a minute or two to answer and everyone is happier in the end. Ifyou’re having trouble getting your inbox under control, check out these clever tips.Not Matching Your Email Content With the Subject Line.This shows poor writing and organization skills. Let’s say your email subject line says “Project Update,”but then the email’s content doesn’t include anything about that topic, leaving the receiver confused and irritated. If you’re unsure what your subject line should be, wait until you are done writing the rest of the email so you’ll get a better idea of what to write in the subject line.Leaving the Subject Line Blank.This annoyance is very close to the previous one. By not providing a subject line, the reader has no idea why you’re emailing and in today’s time-strapped workplace, you’re just going to induce a groan and possibly have your email deleted as they might suspect your email to be spam.Marking an Email “Urgent”When it’s Not.Please only red flag an email if it’s truly urgent. Remember the story of the boy who cried wolf? That’s what happens when you continually send emails marked “urgent”that’s really not. Receivers will stop taking you seriously if you continue to write ‘non-urgent emails titled ‘urgent.’Sending Error-Filled Messages.Sending an email without running spell check or reading over what you wrote before hitting send is a big mistake. Your emails say a lot about you —if you send emails filled with misspellings, incomplete sentences or bad grammar, you are telling the reader that you don’t care or worse yet, that you’re ignorant.WRITING IN ALL CAPS.Avoid this at all costs; using all capital letters sends the message to your reader that you’re angry or screaming at them.Using Texting Lingo.Emails are not texts so skip the LOLs, BTWs, and other lingo you use in your text messages. Please remember, emails are in the same communication category as a business letter and childish abbreviations aren’t necessary.Hitting “Reply All”When it’s Not Needed.This email habit will not only get people to despise you, it can also get you in a lot of trouble. First, avoid hitting “reply all”if you are only responding to one person, since the unwanted messages clog up readers’in-boxes and no one likes that. Secondly, by hitting “reply all”when you really should only be responding to one person can get you into trouble if you’re ripping on one of the other people in the email chain. Check out these tips to learn more about who to include and who to leave out in an email chain.Avoid these habits and you’ll make sure people won’t groan when they see your name in the “From”field when checking their emails.Do you sabotage your own productivity? 6 Common Work Habits that Sabotage Your ProductivityMaryBeth MatzekExperienced freelance writer and editor specializing in business writing, healthcare, insurance and manufacturing industries. Also always looking seeking to find that elusive balance between work and a busy family life.Five Important Things To Consider Before Sending That Work EmailAUGUST 7 BY BEN BRUMM IN WORKEmails are a large part of our day. Working as an IT professional will most likely mean you’re working with a computer for most of the day. Emails can be useful, but they can also be abused and be a distraction to being productive. Before sending an email, there are a few things you should consider.Does The Email Need To Be Sent?The first thing I think we should consider is if the email needs to be sent in the first place. A lot of time at work is spent reading and writing emails that aren’t all that useful. The fact is that email is just one of the communication methods that we can use when dealing with others. It has its advantages, but there are some downsides as well.Email is good if you need something written down or if action needs to be taken. A lot of the time, however, it’s overused. Emails are too long, they don’t have a point, and they are sent to too many people. Before you send the email, consider if there’s a better way of getting the information across.Could you call the person who you’re emailing to discuss it? Often a 15-minute discussion is more beneficial (and more efficient) than several back-and-forth emails. Are they in the same office as you? Can you walk over and see them? Both calling and an in-person conversation can be better suited than emails in many situations.Is The Email Too Long?IT professionals tend to be very detail-focused. We want to list all of the details, the explanation, the reasoning and research. We think this will help. In reality, it probably makes things worse.Emails are often much longer than they need to be. Remember that other people need to read this. The email should have a point, and it should be kept short. A few sentences is all you should need to get your point across. Any longer than that, and another communication method should be used. If it needs to contain detailed information, create a separate file and put a description in the email (and provide the file to them separately). Don’t make the email too long. You’ll get fewer responses and nobody likes to read long emails.Is There A Better Way To Send Attachments?If you’re sending attachments via email, there are a few things to consider. Size is one concern. Emails with attachments can quickly add up and they can really bulk up the size of your inbox. Sure, storage is pretty cheap these days, but some companies impose size limits on their mailboxes. This means you should be more considerate of large emails or emails with attachments.Versioning is another concern. Sending files via email can result it many copies of the file being available in many places. If it’s something that more than one person is working on, this can spiral out of control quite quickly. A better place to store this would be on a document management system (such as SharePoint). Many other systems have been created purely for this purpose. This way, there is one version of the document, which also keeps revision and change history. It also keeps your mailbox smaller!What Is The Point Of The Email?Before sending the email, you should step back and answer this question: what is the point of this email? What is it’s purpose? Are you summarising a discussion, reporting progress, or asking for action? Being able to answer this will allow you to create a more effective email when youactually write it.Too many emails get lost on this point, and don’t actually have a purpose. If it doesn’t have a purpose, it’s not an effective email, and your audience won’t get what they need from it. If you’re asking for action but don’t actually make it clear, you won’t get the response you need as well.Does It Have A Signature And Contact Details?Email signatures are, in my opinion, one of the most important considerations for an email. It’s a bit of text at the bottom that has your name, title, and contact details. Before sending an email, check that you have one at the bottom. Does it contain all of the important details? Are people able to easily contact you using this information if they have questions or comments?Using an email signature is a great way to get in contact with someone. Sure, some companies may have address books, but to use those, you often have to look up someone’s name and click a few times. If your details are in the email, people can just dial the number. This is also important in the future, if the email is older and someone has questions your details are still there and they can still contact you using those.I think if you consider these five points before sending an email, you’ll find the emails you do send are more effective and get a better response from others. What other considerations do you have?Email can be a great tool, and email can be a tool for procrastination or overwhelm: Top 10 Email Habits that Everyone Should HaveBen BrummBusiness analyst and software developer. Passionate about helping others improve their IT careers by providing advice and information.。
商务邮件礼仪英语
商务邮件礼仪英语As the world becomes increasingly interconnected, effective communication in the business world is crucial. One common form of communication in the business realm is email. However, just like any other form of communication, there are certain etiquettes and protocols to be followed when writing a business email in English. In this article, we will discuss the principles and guidelines of business email etiquette in English.1. Subject Line:The subject line of your email should be clear and concise, summarizing the purpose of your message. It should provide the recipient with a clear idea of what the email is about. By using a descriptive subject line, you can save the recipient's time and increase the chances of your email being read promptly.2. Greeting:Begin your email with a professional and appropriate greeting. If you know the recipient's name, address them using "Dear Mr./Ms. [Last Name]." If you are unsure about the gender or prefer a neutral option, you can use "Dear [First Name] [Last Name]." In a more casual or informal setting, you can also use "Hello [First Name]."3. Opening:The opening paragraph should be polite and briefly introduce yourself and the purpose of the email. State your name and your position if necessary. For example:"Dear Mr. Smith,I hope this email finds you well. My name is [Your Name], and I am reaching out to discuss [purpose of the email]."4. Body:The body of your email should contain clear and concise information. Divide your content into paragraphs to ensure readability. Keep your sentences and paragraphs brief and to the point. Avoid using jargon or technical terms unless the recipient is familiar with them. If necessary, provide relevant background information or context to help the recipient understand the content of the email clearly.5. Tone:Maintain a professional tone throughout your email. Avoid using slang, jargon, or informal language. Be courteous and polite, even if you are addressing a challenging or sensitive matter. Avoid using excessive capitalization or exclamation points, as they can be perceived as unprofessional or aggressive.6. Closing:End your email with an appropriate closing. Common options include:- "Thank you" or "Thank you for your attention" followed by your name.- "Best regards" or "Kind regards" followed by your name.7. Signature:Include your full name, job title, and contact information in your email signature. This allows the recipient to easily find your contact details if they need to reply or reach out to you.8. Proofread:Before sending your email, proofread it for any grammatical or spelling errors. Ensure that your content is clear, concise, and free of any ambiguous statements. Double-check that you have addressed the recipient correctly and attached any necessary files or documents mentioned in the body of the email.9. Response Time:Business emails should generally be responded to in a timely manner. Try to reply within 24 to 48 hours, even if it is just to acknowledge the receipt of the email. If you need more time to gather information or provide a detailed response, communicate this to the recipient in a prompt manner.In conclusion, following proper business email etiquette is essential for effective communication in the business world. By adhering to the guidelines outlined above, you can ensure that your emails are professional, clear, and well-received by the recipients. Effective email communication can contribute to building and maintaining strong business relationships.。
E-Mail Skills Etiquettes 电子邮件礼仪技巧
主题随时间推移而变化
• No Special symbols to be used
主题不得使用特殊符号
Body of an Email正文
• Short & Precise简短明确 • To the point直入主题 • No repetition不要重复 • Best Friends - Paragraphs , Space , Bullets & Tabs(link)
何为电邮礼仪和其重要性
• E-Mail skills
电邮技巧
• E-Mail etiquettes
电邮礼仪
• Summary & Questions
总结和提问
Why Do We need to improve our Email Skills 我们为啥要提高我们的电邮技巧
• Competition 竞争 • Growth 自我提升 • Everyone needs to communicate to stay informed and updated.
Email Skills邮件技巧
• Manage and Organise Emails
管理和组织邮件
• Writing and Formatting
行文和格式
• Clarity of Subject/Matter Used.
主题鲜明
Managing Emails管理邮件
• DEDICATED TIME FOR E MAILS邮件专用时间 ✓ First thing when you start work
收件人应该明确知道该如何联系发件人
• Include all your contact information in your signature.(link)
《商务场合中的电子邮件礼仪与写作技巧》
商务场合中的电子邮件礼仪与写作技巧在当今数字化的商业环境中，电子邮件已成为商务沟通的主要方式之一。
正确的电子邮件礼仪和高效的写作技巧对于建立专业形象和有效沟通至关重要。
本文将探讨在商务场合中如何遵循电子邮件礼仪并提升写作技巧，以确保邮件的准确性和有效性。
电子邮件礼仪1.尊重称呼：在商务邮件中应使用正式的称呼，如“尊敬的XX先生/女士”、“亲爱的XX团队”，避免使用太随意或太亲密的称呼。
2.清晰简洁：邮件内容应具体明了，并注意段落分明，避免过长致使内容难以理解。
3.尊重对方时间：在主题行中简洁明了地概括邮件主题，让接收者能够迅速理解，并在邮件中明确表达自己的意图。
4.礼貌用语：在邮件中使用礼貌用语，如“请”、“谢谢”、“感谢您的配合”等，展现出礼貌和尊重。
5.审慎使用抄送和密送：仔细考虑抄送和密送的对象，避免在不必要的情况下泄露其他人的电子邮件地址。
电子邮件写作技巧1.邮件结构清晰：邮件要有清晰的结构，一般包括问候、正文、结尾并附上你的署名。
确保信息层次分明，易于阅读和理解。
2.简洁明了：避免在邮件中使用过多的废话和不必要的描述，力求简洁明了，让接收者能快速获取重点信息。
3.准确表达：确保邮件内容准确无误，尤其是数字、日期、姓名等关键信息，避免因错误信息引起误解和混淆。
4.回复及时：尽可能及时回复邮件，展现出对工作和合作的负责态度，提高有效沟通的效率。
5.注意邮件格式：使用简洁、专业的邮件格式，如黑色字体、清晰的几何布局，避免在邮件中使用过于花哨的字体和排版。
商务场合中的电子邮件礼仪和写作技巧对于建立良好的商业关系和提升工作效率至关重要。
遵循正确的电子邮件礼仪和提升写作技巧，可以让您在商务沟通中更具备影响力和专业性。
希望以上内容能帮助您在商务场合中更好地运用电子邮件进行沟通交流。
- 1、下载文档前请自行甄别文档内容的完整性，平台不提供额外的编辑、内容补充、找答案等附加服务。
- 2、"仅部分预览"的文档,不可在线预览部分如存在完整性等问题,可反馈申请退款(可完整预览的文档不适用该条件!)。
- 3、如文档侵犯您的权益，请联系客服反馈,我们会尽快为您处理(人工客服工作时间：9:00-18:30)。
E-Mail EtiquetteIntroductionThis document is intended to offer guidance to users of electronic mail (e-mail) systems.This is not a "how-to" document, but rather a document that offers advice to make you more computer-worthy (probably more worthy than you desire) and to prevent you from embarrassing yourself at some point in the near future.To, Cc and BccWith only three choices for addressing an e-mail, i.e. the 'To', 'Cc' and 'Bcc' fields, you would think addressing would be trouble free. Unfortunately, that's not the case.First, there are the users who have no idea that the 'Cc' exists. Every address is listed in the 'To' even if the email is only directed to one person. In cases such as this the receivers have no clue as to who should take action so either they all do something or they all do nothing.Secondly, there are users who feel that every single e-mail should be copied to their entire address book whether it's relevant to those receiving it or not. These are the 'cry for attention' crowd.Lastly, there are users who never read the names of the people who receive a copy of an e-mail. They are the 'Did you see this?' crowd. For example, person X sends an e-mail to persons A, B and C. C immediately forwards it to A and B with the question 'Did you see this?' not bothering to see that X already sent A and B copies.In summary, here's a rough guide on how to populate the address fields:The addresses in the 'To' are for the people you are directly addressing.The addresses in the 'Cc' are for the people you are indirectly addressing. They are the FYI-ers or CYA-ers. Don't over do it here. Copy only those who need to be copied; not your entire universe of contacts.The addresses in the 'Bcc' are like 'Cc' except that the addresses in 'To' and 'Cc' do not know that the addresses in the 'Bcc' are included in the conversation. The 'To' and 'Cc' addresses are blind to the 'Bcc' addresses. As you can imagine, use of the 'Bcc' is somewhat unethical and therefore its use is discouraged.Reply To AllThe 'Reply to All' button is just a button, but it can generate tons of unnecessary e-mails. For example, if I send a dozen people an e-mail asking if they are available at a certain time for a meeting I should get a dozen replies and that's it. However, if each person hits the "Reply to All' button not only do I get a dozen replies, but so does everyone else for a total of 144 messages!I'm not saying that the 'Reply to All' button should not be used. I'm saying that it should be used with care.Don't Be A NovelistMessages should be concise and to the point. Think of it as a telephone conversation, except you are typing instead of speaking. Nobody has ever won a Pulitzer Prize for a telephone conversation nor will they win one for an e-mail message.It's also important to remember that some people receive hundreds of e-mail messages a day (yes, there are such people), so the last thing they want to see is a message from someone who thinks he/she is the next Dickens.Too Much Punctuation!!!Don't get caught up in grammar and punctuation, especially excessive punctuation. You'll see lots of e-mail messages where people put a dozen exclamation points at the end of a sentence for added emphasis. Big deal. Exclamation points (called "bangs" in computer circles) are just another form of ending a sentence.If something is important it should be reflected in your text, not in your punctuation.Formatting Is Not EverythingFormatting can be everything, but not here. Plain text is it. Period. End of sentence.Using HTML, or heaven forbid the Microsquish Rich Text Format, to format messages so that they have fancy fonts, colors or whatever is asking for trouble. There are lots of e-mail clients (and some servers) which cannot handle messages in these formats. The message will come in as utter gibberish or in the worst case, crash the e-mail client. I've seen it happen.If you absolutely, positively feel that it's good karma to use HTML e-mail, stick with the default fonts and simple formatting. Leave the colorful backgrounds, scripty fonts and animated images for your personal web site.AbbreviationsAbbreviation usage is quite rampant with e-mail. In the quest to save keystrokes, users have traded clarity for confusion (unless you understand the abbreviations). Some of the more common abbreviations are listed in the table below. I would recommend that you use abbreviations that are already common to the English language, such as 'FYI' and 'BTW'. Beyond that, you run the risk of confusing your recipient.This Means ThisBCNU be seeing youBTW by the wayFWIW for what it's worthFYI for your informationIMHO in my humble opinionOBO or best offerROTFL rolling on the floor laughingRTFM read the funny manualTNSTAAFL there's no such thing as a free lunchTTFN ta ta for nowTTYL talk to you laterSmiliesPart of the nature of a good one-on-one conversation is the use of visual cues. How important are facial expressions and body gestures to a conversation? A simple eye movement can mean the difference between "yes" and "YES". What about auditory cues? The results are the same.Since there are no visual or auditory cues with e-mail, users have come up with something called "smilies". They are simple strings of characters that are interspersed in the e-mail text to convey the writer's emotions (cues). The most common example is :-). Turn your head to the left and you should see a happy face (the colon are the eyes, the dash is the nose and the parentheses is the mouth). Here are some more examples.This Means This:-)Smiley face;-)Wink (light sarcasm):-|Indifference:->Devilish grin (heavy sarcasm)8-)Eye-glasses:-D Shock or surprise:-/Perplexed:-(Frown (anger or displeasure):-P Wry smile;-}Leer:-Q Smoker:-e Disappointment:-@Scream:-O Yell:-*Drunk:-{}Wears lipstickPlease don't ask me to interpret, because I don't understand them all.They are typically found at the end of sentences and will usually refer back to the prior statement.I would recommend you use these sparingly. There are hundreds of these things and their translations are by no means universal (a miss-interpreted smilie could lead to a flame).SalutationsThe question here is "How personal is too personal?" or to be more specific, how do you open your e-mail: "Dear Sir", "Dear Mr. Smith", "Joe" or none of the afore-mentioned.If you posed this question to Miss Manners, I expect she would come back with a quick answer - use the standard formalities -- but I don't know that I would agree. In a non-business situation, I would recommend that you bypass the standard formalities. At most, I would only include something along the lines of "Dear Virgil" or just "Virgil".In the business situation, things are much more complicated. Each situation will need to be evaluated on its on, but in general, I would use the following as a guide: If you normally address a person as Miss/Mrs./Ms./Mr. Smith then that's the way I would initially address them in e-mail. If you normally call them by their first name then I would either omit the salutation or follow the guideline specified in the prior paragraph. If you are unsure, stick to the formal salutation. It's the safest bet.SignaturesIf you had to guess what a signature was (the e-mail version), you would probably be close.On a paper document (save a tree, send e-mail) it's typical to close the document with the following:Gene Wicker, Jr.I Will Follow... ServicesSince it's not possible (yet) to sign your e-mail, users will sometimes include the same information (minus the signature) at the bottom of their e-mail messages.I would highly recommend this practice because the originator is not always clear to the recipient. Lots of companies use abbreviated names or numbers for employee e-mail addresses and those abbreviations or numbers will mean little to someone not familiar with their significance.I would also recommend that you included your e-mail address in this information. Sometimes it can be very difficult to locate your e-mail address in the information that's a part of transmission, especially if it's going across the Internet.If your e-mail address is a business address, I would include your title and company name in the signature. Normally, this might be part of a letterhead, but in the e-mail world letterheads are not used (wasted space).You will sometimes run across a user's signature that contains a quote (as in "...the secret to life is that there is no secret.") after the person's name. This has become a fairly common practice. If you choose this option I would recommend that the quote be something that is a reflection of yourself. Keep it short. You don't want the quote to be longer than the message.Also you will run across signatures that contain images built out of keyboard characters. These are kind of hard to describe unless you've seen one, but youwill surely know one when you see it. As with the quote, the image should be a reflection of the person.Whether you choose to add a quote, an image or both, I would recommend that you keep the total number of lines for the signature down to four or less. AttachmentsBack in dial-up days I would have recommended that all attachments be held to 1MB in size. However, in today's ever expanding broadband world, things are a little different.For users on dial-up, the 1MB limit still applies. For users on broadband or a direct connection, I would up the limit to 5MB. HOWEVER, this is not a blanket recommendation to send attachments of this size. Even if user is on broadband or a direct connection, there is no guarantee that their mailbox can handle it. With limits this small you can see that sending someone a 5MB attachment will quickly fill their mailbox and cause other e-mails to bounce.Generally, the only time I send attachments of the 5MB size is when I know the other party is expect it.vCardsvCards are simply a nightmare for a user of Outlook (which I am). They make every e-mail appear as if it has an attachment. It does in one respect, but it's not what you would normally consider an attachment i.e. a document, a spreadsheet, etc. Therefore, I recommend against using them.ThreadsOnce you send that first e-mail, you will probably get a response. If you want to reply to that response what should you do? The wrong thing to do is to start a new e-mail message. This breaks the link (called a "thread") between the original message and your soon-to-be-created response. Without the link, it can get difficult for the users on each end to follow the sequence of messages, especially after several exchanges. This becomes an even larger problem when you are dealing with newsgroups (more later) where several people may be replying to messages and trying to follow the thread of exchanged information. The correct thing to do is to reply, which is essentially the same thing as creating a new message, but maintains the thread.QuotesNothing is more wasteful than to reply to an e-mail by including a complete copy of the original with the words "I agree", "Okay" or "Ditto" at the bottom.The correct method is to use quoting. This is best explained by an example: >and do you agree with the proposal to hire Ms. Ross to>handle our legal services?Yes. Please make the necessary arrangements.The '>' in front of the text indicates to the recipient that this is quoted material from his/her last e-mail message. The second sentence is your response to the quoted material. The key with quoting is to include enough material in the quote so that it will be relevant to the recipient. Imagine that the original message was a hundred lines long and the only question that required a response was located in the last sentence. Why send the whole message back in the reply? That would cause the recipient to scroll through the hundred line message again just to find your response at the bottom.Quoting can occur again and again as in the example:>>and do you agree with the proposal to hire Ms. Ross to>>handle our legal services?>>Yes. Please make the necessary arrangements.Arrangements made. Our first meeting is scheduled for tomorrow morning.From this we see both two level quoting (>>) and one level quoting (>). The (>>) indicate that the sender is quoting your quote and the (>) is a quote of part of your message you sent in reply.Don't get hung up in quoting. After so many levels, all you end up with is a bunch of ">" and very little substance.Save A TreeSometimes I think that the best thing that could happen would be for someone to take away the printer. Why? Every time I send an e-mail out to a large group, a third of the group will print the message even before reading it, a third will read it and then print it, and the last third will simply delete it.One of the goals for e-mail usage is to eliminate (or greatly reduce) the shuffling of paper, but what chance does that have if a significant number of people are going to print every message they receive. I'm not saying that all messages should not be printed. I'm saying that too many messages are printed for no reason (a lot are printed and never retrieved from the printer).Unless you have a very primitive e-mail system, it probably has some system (usually called "folders") that can be used to permanently store messages forrecall at any time in the future. If the same people who print messages for paper file systems would create the same structure in the e-mail system with folders, it would accomplish the same goal, but would save an enormous amount of paper (and trees).Privacy, Are You Kidding?Stop right where you are and set aside a couple of brain cells for the following statement: there is no such thing as a private e-mail. I don't care what anybody says, states, swears or whatever, there is just no such thing as private e-mail. The reason? Keep reading.With some e-mail systems, the e-mail administrator has the ability to read any and all e-mail messages. If this is the case where you are located you better hope that there is a honest and respectable person in that position.Some companies monitor employee e-mail (I consider this one of the worst forms of censorship). The reasons for this obtrusive behavior range from company management wanting to make sure users are not wasting time on frivolous messages to making sure that company secrets are not being leaked to unauthorized sources.E-mail software is like all software in that occasionally things go wrong. If this happens, you may end up receiving e-mail meant for another person or your e-mail may get sent to the wrong person. Either way, what you thought was private is not private anymore.Somewhere in the world there is a person (usually a hacker) who is able to read your e-mail if he/she tries hard enough. Of course "Tries hard enough" is the key. It's not that simple to read another person's e-mail (usually). There are (usually) security measures in place to prevent this from happening, but no security is one hundred percent hacker-proof. I have "usually" in parenthesis in the prior two sentences because I'm making the assumption that the person/persons who install and operate your e-mail system have taken the necessary precautions. Of course, the same must also be true for the person/persons on the receiving end of your e-mail.So where does this leave us. First, let me reiterate the initial statement: there is no such thing as a private e-mail. Got it? Second, don't send anything by e-mail that you would not want posted on the company bulletin board. If it's safe enough for the bulletin board, it's safe enough for e-mail. Finally, if you are debating whether or not to send something personal by e-mail, either deliver it by hand or send it by snail mail.If You Send It From the Office, It Comes From The OfficePersonal e-mails sent from the office are regarded as official company communications regardless of content and could possibly expose you and your company to unnecessary risk. Scary, huh?FlamesWhat is a "flame" or specifically what does it mean "to be flamed?" To be flamed means that you've sent an e-mail to a person(s) that has caused that person(s) to respond in many, not-so-nice words. It's basically a verbal attack in electronic form. I would provide examples, but I'm not too sure of the age of my audience and I, in turn, do not want to end up getting flamed from the readers of this document.Sometimes the reason for a flame is quite obvious (keep reading), but in other cases you just never know. You might send what you think is a harmless e-mail to ten people. Nine people respond in a rational tone while number ten sends you a flame. Just remember that everyone sees the world differently. You may be lucky and spend your whole life dealing only with the people in the group of nine, but I'll bet that sooner or later you will run into person ten.How do you respond to flame? Tough question. The best answer would be to ignore it and go about your life as logical and rational human being. If this is not your first reaction, it probably will be after you've been flamed a couple dozen times. You will find out that responses just aren't worth the effort. Remember that old saying about "You can please some of the people...".If you do choose to respond you will probably end up in what is known as a "flame war". This is where two or more people end up exchanging flames for an extended period of time, usually to the point that users start making references to one's mother, one's mental capability, etc... At some point, all those participating in the war will eventually forget what originally started it and go back to being normal human beings.Never been flamed? Well if you are begging for it, I would suggest one of the following:Send an e-mail in all UPPER-CASE. Use of upper-case words is the equivalent of shouting in some one's ear. ONLY use upper-case words when trying to make a point (such as I just did). Even at that, you should be careful with who you are exchanging messages.Make a comment about grammar or punctuation. Nobody wants to feel like they are exchanging e-mail with their eighth-grade English teacher.Send a mass-mailing advertisement. This is numero uno on the don'ts list and will generate more flames than the devil himself.Think about the amount of junk mail you receive everyday by snail mail. Even though you don't want it, you find you must look through all of it because somewhere in that stack of unwanted advertisements and wasted paper could be your monthly water bill. The same principle applies to the e-mail. Would you want to search through a mailbox full of advertisements simply to find that all-important message from your boss?Request computer help without providing system-specific information. For example, if I submitted an e-mail that stated "I've got this problem with Word...". Well is that Word 97, Word 98, Word 2000, Word for XP or Word for 2003? Tell them the version and if there are any service releases installed.Remember, the world (and its users) is made up of every kind of computer imaginable, from PCs to Macs to Linux workstations to the one your neighbor assembled in his garage.The correct method would be to list all the system specifics first, then describe the problem or question. For example, if I were seeking answers to questions about Microsquish Word for my computer at home, I would list Windoze 2000 with SP5, Orfice 2000 with SR3, HP Kawack, dual Pentium IIs, 512MB of RAM and 4GB SCSI hard drive and then state the problem in detail.Better Than Snail MailYou would think that since e-mail is electronic and electronic information is suppose to move at the speed of light, your e-mail message would arrive seconds after you send it. If you're sending e-mail to the person in the office next to yours it might happen that way. In most cases, however, the message will probably take anywhere from a couple of minutes (majority of the time) to a couple of days (in which case there is usually a problem).Think of it this way. Sending e-mail locally is as easy as delivering it by hand. Following that premise, if you had to hand deliver mail to some one clear across the country, doesn't that take a little more effort?The reason it takes longer is that in the transmission of a message from point A to point B, the message may pass across one, two, or up to who-knows-how-many different types of mail systems before it reaches its destination. Remember my earlier statement? All computers (and e-mail systems) are not the same.No matter how far away you are sending your e-mail message I'll guarantee that it will beat snail mail. On top of that you save the cost of a stamp.A Blessing And A CurseE-mail is a conversation that does not require an immediate response (like a telephone). If someone calls you on the telephone, you pick it up (unless you have an answering machine, voice mail or you are just plain rude) and the conversation begins. This is an interactive conversation.With e-mail you send a message and then wait for a response. The response may come in five minutes or the response may come in five days. Either way it's not an interactive conversation.If a hundred people send you e-mail in one day, so what? You didn't have to talk with all one hundred. Just think of all the hellos, good-byes and other unnecessary chit-chat you avoided. With e-mail you only deal with their messages (which usually omit hellos, good-byes and such) and you deal with them on your own time. That's the blessing.Now for the curse.Too many users assume that the minute someone receives an e-mail it, the person will read it. Bad assumption.If you schedule a meeting for an hour from now and send an e-mail to each attendee, the chance that all the attendee's will read that message within the hour will be pretty small. On the other hand, if you schedule the meeting for the next day, the chance that they will read the message will be pretty high. Remember, e-mail is not designed for immediacy (that's why you have a telephone), it's designed for convenience.Some (not all) e-mail systems have features that try to combat this problem. These features (usually called "notification") will notify you when a person has received your e-mail and may also notify you when the person has read it (really all it can do is assume you that the person has looked at the first screen of the message -- it has no way to know if the person has read the message word for word). Referring back to the example in the last paragraph, you could check to see who has checked their e-mail before the meeting and then telephone those who have not read it.---Gene Wicker Jrgwicker@Copyright© 1998 I Will Follow… Services™Revised January 2005。