Work email writing skills

Emails at work are one of the important ways for everyone to communicate with leading colleagues, especially when reporting to leaders. If they are not well written, their contributions and personal values cannot be reflected, even some emails seem redundant and annoying;

Recently, the new manager corrected some problems in his email, but he could not understand the key points and skills. He thought of the necessity to learn the email writing skills, so I summarized the online materials and some of my own ideas;

Of course, there may be some differences between different jobs in specific work;

I. Basic Principles

I. Theme:The subject should be outline. Adding a subject is the main difference between email and letterhead. In the topic bar, I will summarize the content of the entire email with just a few words, so that the recipient can weigh the priority of the email, process them separately. 1. Do not leave a blank title. This is the most rude. 2. The title should be short and should not be long. Show your title. 3. It is best to write an email from ** the company so that the recipient can be clear at a glance and easy to retain. You do not need to specify the time, because the normal mailbox will be automatically generated, but it is cumbersome to write. 4. The title should reflect the content and importance of the article, and should not use titles with unclear meanings, such as "Mr. Wang accept ". Do not use theme with no actual content. For example: "Hey !" Or "close !" 5. A letter should focus only on one subject as much as possible, instead of talking about multiple things in a letter, so that you can organize them later. 6. 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. 7. When replying to the recipient's email, you should change the title according to the reply content. Do not re a large string. 8. The most important thing is that the subject must not have any incorrect characters or inconsistencies. Do not just check the text but forget to check the subject before it is sent. Theme is the first impression to others, so be cautious. II, Address and greetings1. 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. Unfamiliar people are not recommended to use English names directly, and those with higher levels cannot use English names. It is also impolite to name the full name. Don't catch anyone using a "Dear XXX. For the format, the name is the first line written in the top lattice. 2. at the beginning and end of an email, you 'd better start with a greeting with a "hi", a Chinese greeting with "hello" or "hello", and a greeting with a blank line feed. At the end of the article, we usually write a best regards statement, and a Chinese phrase "Wish you a success". If you are a senior, you should use "This salute ". Note: In very formal cases, the standard format of the letter should be used completely. "zhu" and "this" are blank spaces at the end of the last line or at the beginning of the line feed, the "smooth" and "salute" are written in the top frame of the new line. 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. III, Body1. the email text should be concise and concise. If the other party does not know you, the first thing to note is your identity. The name or the enterprise name you represent must be notified to show respect for the other party, the name should be concise and concise, preferably related to the email and the recipient. The main function is to allow the recipient to smoothly understand the email's intention. It's important that you don't know who you are. However, there cannot be too many contact information, such as information irrelevant to the body, should be indicated in the signature file. 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. The text should be fluent, use simple words and short sentences for accurate and clear expressions, and avoid obscure statements. It is best not to let people pull a scroll bar to read your email. Never learn Tang Miao. 2. Pay attention to the tone of email discussion based on the degree and level of familiarity between the recipient and the recipient. If the email is of an internal or external nature, select the appropriate tone for discussion to avoid discomfort to the recipient. Respect each other. Please, thank you, and other statements should appear frequently. Email can be easily transferred to others, so comments on others' opinions must be cautious and objective. "Mail door" is a profound lesson! 3. Use the email body list such as 1234 for clarity and clarity. If things are complex, it is best to clearly and clearly describe the paragraphs 1, 2, 3, and 4. Keep each paragraph short and not long. No one has time to carefully read the long article that you didn't segment. 4. It is best to clarify all the relevant information in one email and make it accurate. Do not send an email, such as "Supplement" or "correction", in two minutes. 5. Avoid spelling mistakes and typos as much as possible. Note that using spelling check is a form of respect for others and an embodiment of your attitude. If it is an English email, it is best to enable the spelling check function. If it is a Chinese email, note that the Pinyin input method brings you the mentally retarded homophone. Before sending an email, read it carefully and check whether the text is fluent or misspelled. 6. Prompt important information properly. Do not use uppercase letters, bold italics, color fonts, and font size. Reasonable prompts are necessary, but too many prompts will make people unable to grasp the key points and affect reading. 7. Properly use images, tables, and other forms to help elaborate on many emails with technical introductions or discussions, which are hard to be clearly described simply in text. If you use a chart to describe it, the recipient will praise you for your consideration. 8. Do not use smiling face characters such as easily. In business letters, such as business email 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-:) 4, Attachment1. 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. It is best to summarize the content of the attachment so that it is convenient for the recipient to download and manage it. 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, and a large number of attachments should be packed and compressed into one file. 5. If the attachment is a special format file, the opening method is described in the body to avoid affecting 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. V, Language selection and Chinese character encoding1. Use English mail only when necessary. It is only a tool for communication, rather than a tool to show off and exercise English. If there are foreign recipients, English mail should be used; if the recipient is a Chinese in other countries and regions, English communication should also be used. Due to the problem of Chinese encoding, your Chinese emails may be Garbled text in other regions. 2. respect each other's habits and do not take the initiative to initiate an English mail. If the recipient and your email exchange are in Chinese, please do not send an English mail to him smartly; if the recipient sends an English mail to you, do not reply in Chinese. 3. For some emails with rich information or important information, Chinese is recommended. It is difficult for you to ensure that your English expression level or the level of understanding of someone in the recipient has problems, which affects the solution of the problems involved in the email. 4. Select the font size and font for easy reading. For Chinese characters, use the font size of or. For English characters, use the verdana or Arial font, and set the font size to No. 5 or 10. This is the font size and font size that have been proven best for online reading. Do not use odd fonts or italics. It is best not to use background email, especially for official emails. Do not set the font size too large to highlight the content. It is very troublesome to pull the scroll bar. Do not set the font size too small to hurt your eyes. Vi. End SignatureEach mail should be signed at the end, so that the recipient can clearly know the sender information. Although your friends may recognize you from the sender, do not design such a job for your friends. 1. It is necessary to add a signature file at the end of an email message. The signature file may include the name, title, company, phone number, fax, address, and other information. However, the number of lines cannot exceed four. You only need to put some necessary information on it. If the other party needs more detailed information, it will naturally contact you. It is feasible to reference a phrase as part of your signature, such as your motto or company's promotional slogans. However, to distinguish between recipient objects and occasions, be sure to be appropriate. 2. Do not use only one signing file for internal, private, and familiar customer emails. The signing file should be simplified. Too formal signatures will make the other party seem alienated. You can set multiple signatures in outlook for flexible calling. 3. The signature text should match the text in simplified, traditional, or English to avoid garbled characters. The font size should be smaller than the text font size. 7. Reply skills1. reply to the email in a timely manner after receiving an important email from another person, and immediately reply to the other person, which is always indispensable. This is a respect for others, and the ideal reply time is within 2 hours, especially for urgent and important emails. It takes a lot of time to process each email immediately. For some low-priority emails, they can be processed at a specific time, but generally not more than 24 hours. If the incident is complicated and you cannot reply in a timely manner, you should at least reply in a timely manner, saying, "We have received it and are processing it. Once there is a result, we will reply to it in a timely manner ". Don't let the other party Wait. Remember: Make a response in time, even if you just confirm that you have received it. If you are on a business trip or on vacation, you should set the automatic reply function to prompt the sender to avoid affecting your work. 2. Make a targeted reply. When the reply replies to the question, it is best to copy the question to the reply and then attach the answer. Do not use it as simple as it is. You should elaborate on it as necessary so that the other party can understand it at one time to avoid repeated communication and waste of resources. 3. the reply should contain no less than 10 characters. The recipient will send you a large batch of emails, but you will only Reply to "yes", "yes", "thank you", "known", and other words, this is very impolite. How can this problem be solved by adding 10 words to show your respect. 4. Do not reply to the discussion on the same issue multiple times, or build a tall building. If the receiving and receiving sides reply to the same question more than three times, this only means that the communication is not smooth and unclear. In this case, communication by telephone or other means should be used for further judgment. Email is sometimes not the best communication method. For more complex problems, multiple recipients frequently reply and express their opinions. The higher the RE, the longer the email is, the longer the email is, and the longer the email is. In this case, we should summarize the results discussed earlier, delete and slim down, and highlight useful information. 5. to distinguish between reply and reply all (separate reply and reply to all, reply to the sender alone. If you make a conclusion response to the sender's request, replay all to let everyone know. Do not ask the recipient to help you complete the request. 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! 8. Actively control mail exchangeTo 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 ". Correct use of sending, CC, bcc should be divided into to, CC, and bcc (distinguish between recipients, CC, and BCC) 1. the recipient is responsible for accepting the main problems involved in this email, and should reply to the email. 2. CC users only need to know this. CC users are not obligated to respond to emails. Of course, if CC users have suggestions, they can reply to emails. 3. BCC is a BCC, that is, the recipient does not know that you have sent it to the BCC. This may be used in unconventional scenarios. 4. The arrangement of various recipients in to and CC should follow certain rules. For example, you can arrange jobs by department, from high to low, or from low to high. Appropriate rules help improve your image! 5. send emails to people who need the information. Do not use others' resources. 6. Highlight information when forwarding emails. Before forwarding a message, make sure that the message is required by all recipients. In addition, be cautious when forwarding sensitive or confidential information. Do not forward Internal messages to external personnel or unauthorized recipients. If necessary, you should modify and organize the content of the forwarded mail to highlight the information. Don't send dozens of emails to others. Do not send SPAM or add special links.
What is obvious is:
The subject of the email must be clearly defined;
Each question should be listed in different sections.
The description should be guaranteed: Problem symptom, Occurrence Condition, personal suggestion, and subsequent action;
Summary