Signature format-workplace email etiquette

As a R & D engineer, I am a professional and must have an email address that uses the Company domain name. Currently, users who do not have an email can no longer be found. Professionals send messages via company email

There is a big difference between mail and private mail, which is a matter of workplace email etiquette. I also reviewed some materials on the Internet, sorted them out, and recorded these details, which is also a small summary of the details of the workplace.

"To respect a person in business dealings, you must first understand how to save time for him." An important aspect of email etiquette is to save others' time, only valuable information is provided to those who need it.

Write an email to show your attitude towards human beings. When you write every email as a sender, you need to think about how the recipient will read this email, what you want to express to the other party, or stand on the other party's standpoint. At the same time, do not over-expect others' answers, and of course do not care about others' answers.

Topic

A topic is the first message that the recipient knows about the email. Using a meaningful topic line allows the recipient to quickly understand the content of the email and determine its importance.

1. Do not leave a blank title. This is the most rude.

2. The title should be short and should not be lengthy. Do not use Foxmail... To display your title

3. The title should reflect the content and importance of the article, and should not use titles with unclear meanings, such as "Mr. Wang accept"

4. A letter should focus only on one subject as much as possible, instead of talking about multiple things in a letter, so that it can be sorted out in the future.

5. Use uppercase letters or special characters (for example, "*!" ) To highlight the title, attract the attention of the recipient, but should be moderate, especially do not casually use "urgent" and other words.

6. When replying to the recipient's email, you can change the title according to the reply content.


Address and greetings

1. Give the recipient an appropriate name and take the size.

The email must start with the recipient. This is both polite and clear reminder to a certain recipient. This email is intended for him and requires him to give the necessary response. When there are multiple recipients, you can call everyone and all.

If the other party has a position, the title of the other party shall be the title of the other party, for example, "x manager". If you are not clear about the title, you shall be referred to as "Mr. X" or "Miss X, but we need to clarify the gender first.

2. Greetings are preferred at the beginning and end of an email.

In the simplest way, you can start with "hi" and write "hello" in Chinese. At the end, you can write bestregards, and write "Wish you success" in Chinese.

As the saying goes, "Many people don't blame", courtesy, always good, even if there is something wrong with the email, the other side can still look at it calmly.


About text

1. the email text should be concise and concise.

The email body should be concise and clear; if there are many specific content, the body should be summarized and then a separate file should be written as an attachment for detailed description.

2. Pay attention to the voice of email.

Respect each other. Please, thank you, and other statements should appear frequently.

3. Use the email body list such as 1234 for clarity and clarity.

4. complete information is provided in one email.

5. Avoid spelling mistakes and typos as much as possible. Be sure to use the spelling check.

6. Prompt important information reasonably
Do not use uppercase letters, bold italics, color fonts, and font size to prompt information.

7. Do not use smiley characters such.

Businessemail is not your love letter, so it is best to use it with caution. Only when you really need to emphasize a certain relaxed atmosphere, such as now -:)


Attachment

1. If the email contains an attachment, you should prompt the recipient to view the attachment in the body.

2. The attachment file should be named after a meaningful name.

3. The content of the attachment should be briefly described in the text, especially when there are multiple attachments

4. The number of attachments should not exceed 4. A large number of attachments should be packed and compressed into one file.

5. If the attachment is a special format file, because the opening method is described in the body, so as not to affect the use

6. If the attachment is too large (not more than 2 MB), it should be split into several small files and sent separately.

About Signature

1. The signature information should not be too large

It is necessary to add a signature at the end of the email message. The signature file may include the name, title, company, phone number, fax, address, and other information, but the information is not

Too many lines are recommended. You only need to put some necessary information on it.

The following is a standard signature format:

Best regards, (font Arial, font size 10 lbs, bold ,)
------------------------------------------------------------ (Same as above)
Kenny Wang (Wang Yan) (font Arial, font size small 4, bold, skewed ,)
Bmsl D & F Project Team (font Arial, 10 lbs, bold, color (RGB (64, 0, 128 )))
Tel: + 86 (755) 8881 xxxx (direct) (same as above)
Fax: + 86 (755) 8881 xxxx (same as above)
Mobile: + 86-135xxxxxxxx (same as above)
E-mail: [email protected] (same as above, and set it to hyperlink. For details, refer to the following content)
MSN: Example @ hotmail.com (same as above and set it to hyperlink. For details, refer to the following content)
Address: 5/F, Sinotrans Bldg. benhe RD., huanggangkouan, Shenzhen, 518033, China (font Arial, 10 lbs, bold)

My email signature:

Reply skills

1. reply to the email in a timely manner. After receiving an important email from another person, immediately reply to the other person. This is a respect for others. The ideal reply time is within two hours, especially for some urgent and important emails. For some low-priority emails, they can be processed at a specific time, but generally within 24 hours. If something is complicated and you cannot reply in a timely manner, you should at least reply in a timely manner, saying, "We have received it, we are processing it, and we will reply to it in a timely manner once there is a result ". Don't let the other party Wait. Remember: Make a response in time, even if you just confirm that you have received it.

2. The reply should not be less than 10 words
The other party sent you a large email. You only replied to the words "yes", "right", "thank you", and "already known". This is very impolite. How can this problem be solved by adding 10 words to show your respect.

3. Do not reply to the discussion on the same issue multiple times or build a tall building.

4. Reply and replyall (separate reply and reply to all)

If you only need to know what a person knows, Just reply to him alone.

If you make a conclusion response to the sender's request, replayall should be made so that everyone knows; do not ask the other party to help you complete this matter.

If you are not clear about the question raised by the sender or have different opinions, you should communicate with the sender separately. Do not re the sender repeatedly in front of everyone. Let us know after you have discussed it. Do not send emails with no definite results frequently to your boss.

Think twice before clicking "reply all!

5. Take the initiative to control mail exchange
To avoid unnecessary replies and waste of resources, you can specify some recipients in the text to give replies, or add the following statements at the end of the text: "All done", "No action required", and "only for reference, no reply required ".


Send only necessary emails, and send emails carefully.

Signature format-workplace email etiquette