与外国人英语邮件注意事项及规范格式

10
Use Sentence Case
USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. • Use bold formatting to emphasize important words. Do not, however, use a lot of colors in your message. Use active instead of passive. Try to use the active voice of a verb wherever possible. • For instance, 'We will process your order today', sounds better than 'Your order will be processed today'. The first sounds more friendly, whereas the latter, especially when used frequently, sounds unnecessarily formal.
12
Avoid
Avoid using URGENT and IMPORTANT. • Even for the high-priority option, you must at all times try to avoid these types of words in an email or subject line. Only use this if it is a really, really urgent or important message. Avoid requesting delivery and read receipts.
• May use word 2003, trans format.
• By sending large attachments you can annoy customers and even bring down their e-mail system. Wherever possible try to compress attachments and only send attachments when they are productive. • Name your attachment(s) logically for the recipient.
11
Signature And Attachment
Use a signature that includes contact information. • To ensure that people know who you are, include a signature that has your contact information, including your mailing address, Web site, and phone numbers. Do not attach unnecessary files if it is not necessary.
Use only last name after Mr./Ms./Dr.
4
Start
If you create an email, start by saying why you're writing.
"I'm applying for the accounting internship position…”
• E-mails with no stops or commas are difficult to read and can sometimes even change the meaning of the text. Avoid long sentences. • Try to keep your sentences to a maximum of 15-20 words. Email is meant to be a quick medium and requires a different kind of writing than letters. Also take care not to send emails that are too long. If a person receives an email that looks like a dissertation, chances are that they will not even attempt to read it!
A blank subject line is unacceptable.
3
Salutation
Don't ever misspell a person's name if you have it. If you're writing to Matthias Hanf, use "Dear Mr. Hanf “ Not "Dear Mr. Matthias Hanf:"
5
Proper Spelling, Grammar & Punctuation
This is important. Not only because improper spelling, grammar and punctuation give a bad impression of you, but also conveying the message improperly sometimes.
“I am writing to…” “Just a quick note to say…” If you reply an email, start by “With regard to…”
“Further to…”
“Thank you for your email.” “It was good to see you last week.”
• Therefore, each e-mail should be replied to within at least 24 hours, and within the same working day.
• If the email is complicated, just send an email back saying that you have received it and that you will get back to them. This will put the customer's mind at rest and usually customers will then be very patient.
9
Reply An Email
Answer all questions, and pre-empt further questions. • If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time but also cause frustration. • Moreover, if you are able to pre-empt relevant questions, your customer will be grateful and impressed with your efficient and thoughtful customer service. And sometimes it will save time.
6
Keep Messages Brief And To The Point
Your writing is grammatically correct does not mean that it has to be long. Do not make an e-mail longer than it needs to be. Concentrate on one subject per message whenever possible. Use proper structure & layout. • Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages. Use short paragraphs and blank lines between each paragraph. When making points, number them or mark each point as separate to keep the overview.
Dportant for us, why?
E-mail etiquette will help you stay efficient and professional.
2
Use A Meaningful Subject
Use a subject that is clear and meaningful to the recipient, as well as yourself. • For instance, when you send an email to a company requesting information about a product, it is better to mention the actual name of the product, e.g. „Product A information‟ than to just say „product information„. • Good examples: "Application for graphic designer position listing G11" "Follow-up to our meeting of February 21 at E-fair“