1.Professional+Email+Writing

电子邮件由五部分组成：Address--收信人Email地址、抄送收信人Email地址、密送收信人Email地址Subject--主题Salutation--称呼、Opening--开头、Body--正文、Ending--结尾句ComplimentaryClose--礼貌结束语Writer’sFullName--写信人全名、Writer’sTitleandDepartment--写信人职务及所属部门、Address--地址、Tel--电话号码、Fax--传真电子邮件的格式1/64Address–地址收信人地址To:抄送收信人地址Cc:密送收信人地址Bcc:Cc:CarbonCopyBcc:BlindCarbonCopyTo:[e-mail]:[e-mail]:[e-mail]多个收信人地址用半角的逗号或者分号隔开。电子邮件的格式2/64Subject–主题(1/3)1.主题(Subject)框的内容应简明地概括信的内容，短的可以是一个单词，如greetings；长的可以是一个名词性短语，也可以是完整的句子，但长度一般不超过35个字母。YES：SuppliertrainingNO：professionaltraineesfromsistercompanyshouldabidebyruleoflocalcompany电子邮件的格式3/64Subject–主题(2/3)2.主题框的内容切忌含糊不清。NO：NewsaboutthemeetingYES：Tomorrow'smeetingcanceled3.视信的内容是否重要，还可以开头加上URGENT或者FYI(ForYourInformation，供参考)例如：URGENT:Submityourreporttoday!电子邮件的格式4/64Subject–主题(3/3)4.一般来说，只要将位于句首的单词和专有名词的首字母大写即可。另外一种较为正规的格式可将除了少于5个字母的介词、连接词或冠词之外的每一个单词的首字母大写。YES：NewE-mailAddressNotificationDetailedcalculationNO：detailedcalculation电子邮件的格式5/64Salutation--称呼根据发信人的具体情况以及发信人与收信人之间的关系而定。1.在同辈的亲朋好友或同事之间可以直呼其名，但对长辈或上级最好使用头衔加上姓。TomHanksDear/HiTom,DearMrHanks,2.收信人的名字千万不要写错。电子邮件的格式JenniferAnistonMiss/Mrs/MsAniston6/64Salutation--称呼3.收信人是多个男性用Messrs；多个女性用Mmes,或Mses；有男有女，弄清楚每个人的称呼。Messrs.Smith,Wyatt,andFury4.有荣誉学位多不喜欢用一般的头衔。Mses.Dicaprio,Lionel,andGreenMr.HaroldWrightandMissMargaretWrightDr./Prof./General/SenatorWright电子邮件的格式7/64Salutation5.如果没有名字，或者是很正规的邮件，则可用：DearCommitteeMember:DearColleagues:DearMeetingPlanner:ToAllSalesReps:ToWhomItMayConcern:电子邮件的格式DearMadamorSir:DearPurchasingAgent:LadiesorGentlemen:DearCustomers，8/64Opening–开头(1/3)澄清你的意图在电子邮件开头澄清你的来意非常重要，这样才能更好的引出邮件的主要内容。感谢读者是邮件开场白的好办法。感谢您的读者能让对方感到高兴，特别是之后你有事相求的情况下会很有帮助。电子邮件的格式记得要注意语法，拼写和标点符号，保持句子简短明了且句意前后一致。9/64Opening–开头(2/3)电子邮件的格式2.如果回复客户的咨询，向他们对公司的兴趣表示感谢Thankyouforcontactingus.3.如果对方已经回复过你的一封邮件了，感谢回复Thankyouforyourpromptreply.Thanksforgettingbacktome.1.如果你主动给别人写邮件，表明意图Iamwritingto…10/64Opening–开头(3/3)电子邮件的格式5.如果有人给了你特别的帮助Thankyouforallyourassistance.6.某个客户或是经理写对你的工作提出了一定的质疑Itrulyappreciate…Thankyouforyourfeedback.4.如果你询问一些信息，对方花了点时间才发送给你Thankyouforprovidingtherequestedinformation.11/64Body–正文正文是电子邮件的主要部分，大多把话题分成几个小主题，每个小主题一段，每段一般只有一两句话。正文由两三个或三四个简短的段落构成。电子邮件的格式正文书写格式绝大多数采用齐头式。齐头式是指正文中各部分都从每行的左边开始，这种格式便于打字和节省时间，提高工作效率。称呼和开头之间，段落之间，正文和信尾客套话之间一般空一行。12/64Ending–结尾在邮件结束之前，应再次感谢收信人。电子邮件的格式Thankyouforyourpatienceandcooperation.或Thankyouforyourconsideration.Ifyouhaveanyquestionsorconcerns,don’thesitatetoletmeknow.或Ilookforwardtohearingfromyou.13/64ComplimentaryClose–礼貌结束语(1/2)结尾致意要留意，弄清大家的关系才选择用词。电子邮件的格式1.VeryFormal非常正规的(例如给政府官员的)Respectfullyyours,Yoursrespectfully,2.Formal正规的(例如客户公司之间)Verytrulyyours,Yoursverytruly,Yourstruly,14/64ComplimentaryClose–礼貌结束语(2/2)电子邮件的格式3.LessFormal不太正规的(例如客户)Sincerelyyours,Yourssincerely,Sincerely,Cordiallyyours,Yourscordially,Cordially,4.Informal非正规的(例如朋友，同事之间)Regards,Warmregards,Withkindestregards,Withmybestregards,Mybest,GivemybesttoMary,Fondly,Thanks,Seeyounextweek!15/64Signature–签名邮件的末尾加上签名档，附加必要的个人信息。电子邮件的格式签名档可包括姓名、职务、公司、电话、传真、地址等信息，但信息不宜行数过多，一般不超过4行。LocalOrganizingCommitteePhone:[phone]Fax:[phone]E-mail:[e-mail]16/64©ABBGroupMay13,2020|Slide17•8basicrulesforemailwritingRule1:AclearsubjectDon’tleave“Subject”asblankMakethesubjectasconciseandconcreteasyoucanEnsureanyconfidential/sensitive/offensiveinformationarenotshownin“Subject”Case1:DavidwillvisitChinaandattendatechnologyconferenceinShanghai.Duringhisstaythere,hewillalsovisit2localclientsforproductdemo.5dayspriortohisarrival,oneoftheclientvisithasbeencancelled.Inaddition,hewillalsocheckinanotherhotelsincetheformerlybookedoneisnotavailableanymore.AsDavid’scounterpartinChina,youneedtoinformDavidaboutthis.A.WriteDavidanemailaboutthiswiththesubject“TravelUpdate”B.WriteDavidanemailaboutthiswiththesubject“TwoChangesinYourShanghaiItinerary”C.WriteDavidanemailaboutthiswiththesubject“Urgent-TwoImportantChangesinYourShanghaiItinerary”D.WriteDavidanemailaboutthiswiththesubject“Urgent-TwoImportantChangesinYourShanghaiItinerary”.IfDaviddoesn’treplyin24hours,callhimtoconfirmreceiptofmyemail.CaseCase1:D.WriteDavidanemailaboutthiswiththesubject“Urgent-TwoImportantChangesinYourShanghaiItinerary”.IfDaviddoesn’treplyin24hours,callhimtoconfirmreceiptofmyemail.ThecorrectanswerisD,because:1.Thesubjectisconciseandconcrete.2.Duetotheurgencyoftheissue,youaresendingthisemailforDavid’simmediateattention.HenceitisessentialtofollowupwithDavidbyphonewherenecessary.Case©ABBGroupMay13,2020|Slide211)Isthehighlightedemailsubjectappropriate?2)WhatelseshouldNOTbeincludedinanemailsubject?Case2:CaseAnswers:1)Notappropriate.Becausesalaryinformationareconfidential.2)OtherinformationshouldNOTbeshowninthesubjectincludeSensitiveinformationOffensiveinformationEtc.Case2:CaseSubjectLineExercise:Chooseasubjectlineforeachemail.ActionreContract;Meeting14/5;Reyouradvertisement;SpecialOffer!Shippingconfirmation;regardingyourorderEmail1Subject:____Weareintheprocessofarrangingthemeetingscheduledfor14May,buttherearestillafewdetailsIneedfromyou.Doyouwantmetobookhotelaccommodationforyo