与外国人英语邮件注意事项及规范格式

EmailEtiquetteSabrinaChen23,Oct,2010ImportanceOfEmailHowmanyemailsdoyoureceiveaday,andhowmanyofthemdoyoureply?Howlongdoyouspendone-mailaday?Doyouthinkemailisimportantforus,why?E-mailetiquettewillhelpyoustayefficientandprofessional.2UseAMeaningfulSubjectUseasubjectthatisclearandmeaningfultotherecipient,aswellasyourself.•Forinstance,whenyousendanemailtoacompanyrequestinginformationaboutaproduct,itisbettertomentiontheactualnameoftheproduct,e.g.‘ProductAinformation’thantojustsay‘productinformation‘.•Goodexamples:ApplicationforgraphicdesignerpositionlistingG11Follow-uptoourmeetingofFebruary21atE-fair“Ablanksubjectlineisunacceptable.3SalutationDon'tevermisspellaperson'snameifyouhaveit.Ifyou'rewritingtoMatthiasHanf,useDearMr.“NotDearMr.MatthiasHanf:UseonlylastnameafterMr./Ms./Dr.4HanfStartIfyoucreateanemail,startbysayingwhyyou'rewriting.I'mapplyingfortheaccountinginternshipposition…”“Iamwritingto…”“Justaquicknotetosay…”Ifyoureplyanemail,startby“Withregardto…”“Furtherto…”“Thankyouforyouremail.”“Itwasgoodtoseeyoulastweek.”5ProperSpelling,Grammar&PunctuationThisisimportant.Notonlybecauseimproperspelling,grammarandpunctuationgiveabadimpressionofyou,butalsoconveyingthemessageimproperlysometimes.•E-mailswithnostopsorcommasaredifficulttoreadandcansometimesevenchangethemeaningofthetext.Avoidlongsentences.•Trytokeepyoursentencestoamaximumof15-20words.Emailismeanttobeaquickmediumandrequiresadifferentkindofwritingthanletters.Alsotakecarenottosendemailsthataretoolong.Ifapersonreceivesanemailthatlookslikeadissertation,chancesarethattheywillnotevenattempttoreadit!6KeepMessagesBriefAndToThePointYourwritingisgrammaticallycorrectdoesnotmeanthatithastobelong.Donotmakeane-maillongerthanitneedstobe.Concentrateononesubjectpermessagewheneverpossible.Useproperstructure&layout.•Sincereadingfromascreenismoredifficultthanreadingfrompaper,thestructureandlayoutisveryimportantfore-mailmessages.Useshortparagraphsandblanklinesbetweeneachparagraph.Whenmakingpoints,numberthemormarkeachpointasseparatetokeeptheoverview.7KeepMessagesBriefAndToThePoint8ReplyAnEmailWhenyoureplytoanemail,youmustincludetheoriginalmailinyourreply,inotherwordsclick'Reply',insteadof'NewMail'.•Ifyoureceivemanyemailsyouobviouslycannotremembereachindividualemail,andyouwillhavetospendalongtimetofindoutthecontextoftheemailinordertodealwithit.Answerswiftly.Peoplewhosendane-mailwishtoreceiveaquickresponse.•Therefore,eache-mailshouldberepliedtowithinatleast24hours,andwithinthesameworkingday.•Iftheemailiscomplicated,justsendanemailbacksayingthatyouhavereceiveditandthatyouwillgetbacktothem.Thiswillputthecustomer'smindatrestandusuallycustomerswillthenbeverypatient.9Answerallquestions,andpre-emptfurtherquestions.•Ifyoudonotanswerallthequestionsintheoriginalemail,youwillreceivefurthere-mailsregardingtheunansweredquestions,whichwillnotonlywasteyourtimebutalsocausefrustration.•Moreover,ifyouareabletopre-emptrelevantquestions,yourcustomerwillbegratefulandimpressedwithyourefficientandthoughtfulcustomerservice.Andsometimesitwillsavetime.ReplyAnEmail10UseSentenceCaseUSINGALLCAPITALLETTERSLOOKSASIFYOU'RESHOUTING.Usingalllowercaseletterslookslazy.•Useboldformattingtoemphasizeimportantwords.Donot,however,usealotofcolorsinyourmessage.Useactiveinsteadofpassive.Trytousetheactivevoiceofaverbwhereverpossible.•Forinstance,'Wewillprocessyourordertoday',soundsbetterthan'Yourorderwillbeprocessedtoday'.Thefirstsoundsmorefriendly,whereasthelatter,especiallywhenusedfrequently,soundsunnecessarilyformal.11SignatureAndAttachmentUseasignaturethatincludescontactinformation.•Toensurethatpeopleknowwhoyouare,includeasignaturethathasyourcontactinformation,includingyourmailingaddress,Website,andphonenumbers.Donotattachunnecessaryfilesifitisnotnecessary.•Mayuseword2003,transformat.•Bysendinglargeattachmentsyoucanannoycustomersandevenbringdowntheire-mailsystem.Whereverpossibletrytocompressattachmentsandonlysendattachmentswhentheyareproductive.•Nameyourattachment(s)logicallyfortherecipient.12AvoidAvoidusingURGENTandIMPORTANT.•Evenforthehigh-priorityoption,youmustatalltimestrytoavoidthesetypesofwordsinanemailorsubjectline.Onlyusethisifitisareally,reallyurgentorimportantmessage.Avoidrequestingdeliveryandreadreceipts.•Thiswillalwaysannoyyourrecipientbeforeheorshehasevenreadyourmessage.Besides,itusuallydoesnotworkanywaysincesomesoftwaremightnotsupportit.Ifyouwanttoknowwhetheranemailwasreceiveditisbettertoasktherecipienttoletyouknowifitwasreceived.13RememberToReadtheemailbeforeyousendit.•Alotofpeopledon'tbothertoreadanemailbeforetheysenditout,ascanbeseenfromthemanyspellingandgrammarmistakescontainedinemails.Apartfromthis,readingyouremailthroughtheeyesoftherecipientwillhelpyousendamoreeffectivemessageandavoidmisunderstandingsandinappropriatecomments.Rememberthate-mailisn'tprivate.•Rememberthate-mailcanbeforwarded,sounintendedaudiencesmayseewhatyou'vewritten.Youmightalsocarelesslysendsomethingtothewrongparty,soalwayskeepthecontentprofessionaltoavoidembarrassment.14Don’tsDonotoveruseReplytoAll.•OnlyuseRe