"Turn" regular stickers-forum details about success or failure! What does "e-mail Etiquette" know?

Source: Internet
Author: User

Original URL: http://www.1000plan.org/groups/viewonetopic/13016

E-mail is almost an essential communication tool; e-mail etiquette represents a person's basic professional quality and attitude, involving all aspects of e-mail content. One of the most important guiding principles is to respect others, save time, and only provide valuable information to those in need.

The following contents are reproduced:

Title--The soul of e-mail

Undoubtedly, when you receive an email, the title is the first to be greeted. How to attract the attention of the recipient, in a number of emails first focus on your mail, rather than as spam directly ignored, need to pay special attention to the following points:

1, the title is simple and clear, highlighting the focus, let people at a glance. Avoid using headings such as your email;information that are prone to ambiguity or ambiguities.

2. Each message is only for one subject, preferably using the same title naming format for the same topic, which makes it easier to organize archived messages later. You know, a quick search for an n-year-old e-mail, the eye-catching title is how important clues ah!

For example: All messages about proposal can be named proposal for XXX

3, the appropriate use of capital letters or special characters to highlight the title, causing the recipient's attention.

Example: ***reminder:xxx proposal for Xxx-need Your Approval

But this method should be used moderately, do not feel free to use urgent this expression of strong emotional color words. You know, if everything is urgent, it means there is no real urgent.

4, reply to the other side of the e-mail, if the content of the discussion has changed with the previous content, you can change the title according to the content of the reply, so that the recipient more clearly understand the main content of the message.

5, blank title is not professional disrespect each other's performance. If you accidentally clicked the Send key without stating the title, please append an email to apologize for this omission.

In a word, can not let the recipient at a glance to understand the title of the message is not a good title!

Ii. Salutation and greeting--Respect in detail

How to properly address and greet the recipient, a good measure is a technical work.

1, tangled in "Hi" and "Dear" in

Depending on the culture, the greeting at the beginning of the message is especially important. The best way to be a colleague is to be with the crowd. First look at the greetings between colleagues, if everyone use Hi, you do not have any problems in the Romans. If we all use dear, you suddenly use a hi to appear some kind of alternative. For strangers, the safest way is to use dear. Some people are disgusted with hi and feel that they are not respecting each other's performance. Therefore, avoid using a variety of words that may cause the other person to be uncomfortable.

2. Let me call you

The beginning of the message requires a salutation to the recipient. Proper salutation can best reflect the courtesy and respect of the addressee. Therefore, the following points need to be noted:

1) in the environment of foreign enterprises, everyone has English name, and the way to use dear+ English name among colleagues is the most insurance. If the colleague does not have an English name, the Chinese name may be used instead of pinyin. It is better not to add a surname when using Chinese name, so it is more cordial and has no sense of distance.

2) When sending an email to a foreigner or high-level person, special attention needs to be paid to some of their special titles. In Europe and the United States, some executives, especially the technology-based executives, they do not like each other to call their Director, VP and other positions title. And more like the other side of the title can reveal their academic qualifications or special status of titles. such as: Dear Dr xxx, Dear Professor xxx. In Europe and the United States, the title of a doctor and professor is a symbol of a special identity. So you need to pay attention to each other's signature, if you see Dr. Or professor words, indicating that the other side is very important to the title. So when you call each other, you might as well take it to show enough respect.

3) When sending an e-mail to the Japanese, they also need to respect each other's appellation habits. They like to add a suffix-san the name to show respect. For example: Dear Hitoshi-san. So you'd better add this suffix as the Romans do. As the saying goes, many people do not blame the ceremony.

4) for strangers, you can use dear Ms. xxx or dear Mr. xxx. If even the other person is a male or female is not clear, use dear Madam/sir is the most insured.

5) if sent to more than one person at the same time, it is impossible to say each other's name, then dear All is the best choice.

In short, proper salutation and greeting can bring the two sides closer together, leaving a good first impression on the person.

Third, the body--the main part of success or failure

An e-mail message, the body is the most important part. It is related to the success or failure of an entire email, and therefore requires special attention.

1, do and not do, this is a problem

E-mail is not the most effective and timely way of communication, then what is the most suitable for e-mail communication? A word can be said to clear the matter has sent the mail is not as good as the phone to fix. Things that are too complex mail is sometimes not easy to articulate, but it can cause misunderstandings. It's not as effective as face-to-head communications. Therefore, those who are difficult to moderate, with the text expression is not easy to produce misunderstandings is most suitable for mail communication.

2, the message text should be concise, the wording unobstructed

Message body content should be moderate, not too much or too little. The expression should be clear and accurate, do not appear obscure words. When writing an English e-mail, try to use simple sentences to avoid the complex sentence of clauses. You know, your goal is to get the other person to understand, not to test each other's grammar. In addition, do not use obscure abbreviations, such as: Nm=never mind, np=no problem, Oic=oh, I see. No one will take the time to read and study the Heavenly Book.

3, pay attention to the tone of the discussion

Words are cold, and reading in different tones can make a distinct difference in meaning. The disadvantage of e-mail is that the other person can only see the text but not feel the tone. Therefore, you need to consider the degree of maturity, hierarchical relationship, and nature of the message to be sent to the recipient. The wording should be appropriate, more use of honorific, more express gratitude. You know, Mail can be forwarded, do not cause unnecessary misunderstanding due to improper wording.

4. Attention to Logic and humanization

What is the mood when you see a paragraph that is not clear and lengthy and cumbersome? It is believed that very few people can read it carefully from beginning to end. Remember, the core idea of e-mail etiquette is to "only provide valuable information to those who need it." "Therefore, your message should be logical and refined to extract valuable information."

If you want to explain a few things or to elaborate a few points, you can use 1,2,3,4 to make a list or sub-discussion. It is best to add a small headline at the beginning of each paragraph so that the other person can catch the point.

If the things described are difficult to understand simply by words, they can be illustrated with graphs. This kind of humanized e-mail will certainly let the recipient appreciate your professionalism and thoughtfulness.

5. Reasonably prompt Important information

For important information that requires extra attention, you can use uppercase letters, bold italic, color fonts, and larger font sizes to prompt. But the need for reasonable use, if the entire text is a large and small characters, will only let people grasp the focus, affect the speed of reading.

6. Please select the appropriate language and font

If the other party with your mail is in Chinese, please do not be smart to send English mail to him, if the other side to send you English mail, do not old-fashioned in Chinese reply. It is a virtue to respect each other's habits.

It is also important to choose easy-to-read fonts and font sizes. The font is too small for people to read very laborious, estimated that the recipient in the heart thought "word big can die Ah!" The font is too large to let the other side constantly pull the lever, nor is the embodiment of humanity. It is suggested that the Chinese use the song body or the new song body, English with Verdana or Arial font, the font size with fifth or 10th words can be. This is a study to prove that the most suitable for online reading of the font size and font. Do not use wacky fonts or italics, preferably without background stationery, especially for business mail.

7. Don't let typos ruin your mail.

To avoid typos is respect for others is also the embodiment of their serious attitude. Be sure to read the message carefully before sending it, and if it is an English message you need to check it using spelling check. And the Chinese mail to prevent pinyin input method to bring you the "Cup." Typos are often like imperfections on the jade, making your previous efforts fall short.

In addition, it is best to clear all the relevant information in one email, say it accurately, without any omissions or errors. Don't send a "supplement" or "correction" message in a few minutes, which can make you feel as if there was a patch on the new outfit.

8, do not bring the mood to the mail

Some people like to add a variety of characters to the end of a message. such as:) ^_^ >_< and so on. This is a frivolous expression in a business letter. Remember, you are not writing a love letter, you do not need to let the other person know your mood. Do not use mood characters in business situations unless both parties are familiar and informal private communication.

Iv. signature at the end--demonstrating your professionalism

An unsigned e-mail is incomplete, and it appears that the sender is not a professional person. A good signature can make your email icing on the cake.

1, the conclusion is necessary

In the English mail must add best Wishes, good regards such as the conclusion, this is the least polite. If you are afraid of forgetting, you might as well design this part of your signature.

2, the signature information should not be too much

Signature can include name, title, company, telephone, fax, address and other information, but the information should not be too many, generally not more than 4 lines.

3. Do not use only one signature

The signature should be simplified for internal, private and e-mail dealings with familiar customers and other groups. Overly formal signatures can create a sense of distance from each other and seem alienated. You can set up multiple signature files in the mail system and use them flexibly as appropriate.

V. Tips for replying to emails

1, timely reply to the mail--follow the 24-hour feedback rule

When an important e-mail sent out after the lack of response, delay, the feeling of depression is indescribable. So replying to emails in a timely manner is respect for others and is also an important email etiquette. In general, the sooner you reply to an urgent important message, the better. The ideal response time acceptable is within 2 hours. For some low priority messages can be processed at a specific time, but generally not more than 24 hours.

If things are really complicated, you won't be able to respond in a timely manner, and you'll need to reply stating that you've received the email, are taking the time to deal with it, when it will be answered, and so on. In short, don't let the other side wait for the flowers are thanks. Remember: When you receive an email, make a quick response, even if it's just a confirmation.

If you are on a business trip or on vacation, you should set the Auto-reply function to prompt the sender to avoid affecting the work.

2, the targeted response

When answering the questions asked, it is best to paste the relevant questions into the mail, and then a specific answer. To make it easier to differentiate between questions and answers, you can label the answer's font as a different color from the problem.

3, do not be luban to build high-rise

If the two sides on the same issue of the exchange reply more than 3 times, it indicates that the problem is not appropriate to communicate with the mail, resulting in poor communication, said unclear situation. This should be done in other ways, such as telephone communication or face-to-head communication.

For more complex issues, multiple recipients respond frequently, commenting, and the higher the e-mail message, the more cumbersome and unwieldy the message is to read. At this time should be in time to summarize the results of previous discussions, cut thin body, highlighting useful information.

If you are not clear about the problem with the sender, or have a different opinion, you should communicate with the sender individually. Do not go in front of everyone, re to re, and the sender for discussion. This is a performance that is inefficient and wasteful of network resources. It's not too late for you to talk about it.

Six, to send the message to pay attention to security

Before you send a message, you must first confirm that all recipients need this message and that you know the information. In addition, be cautious about sensitive or confidential information, and do not send internal messages to external personnel or unauthorized recipients. In order to prevent information leakage, you can mark the confidential tag at the time of sending, or set the prohibit forwarding and printing at the time of sending to ensure that confidential information is foolproof.

"Turn" regular stickers-forum details about success or failure! What does "e-mail Etiquette" know?

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