Workplace | details of emails sent at work

[This document is well written from the Internet. If there is any infringement, please contact me to delete it]

 

According to statistics, today, the Internet has sent tens of billions of emails every day, but half of them are spam or unnecessary.

"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 email to see the attitude of people. When you write every email as a sender, you need to think about how the recipient will read this email. Always stand on the other side and think about it with confidence. At the same time, do not over-expect others' answers, and of course do not care about others' answers.

1

Topic

The subject is the first message that the recipient understands the email. Therefore, you must outline the subject and use meaningful theme lines. This allows the recipient to quickly understand the content of the email and determine its importance.

1. Do not leave a blank title, which is the most rude;

2. The title should be short and should not be lengthy. Do not use "…" for outlook. 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 topic as much as possible, instead of talking about multiple things in a letter, so as to facilitate future arrangement;

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

6. When replying to the recipient's email, you can change the title according to the reply content, rather than a string of "rere.

2

Address and greetings

1. Call the recipient appropriately and choose the desired scale. 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.

2. Greetings are preferred at the beginning and end of e-mail. The simplest way is to start with "hi" and write "hello" in Chinese. At the end, you can write bestregards and "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 recipient can still look at it.

 

3

About text

1. The text of E-mail should be concise and concise. The e-mail body should be concise and clear; if there are many specific content, the body should be described only as a summary, 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 e-mail. Based on the degree and level of familiarity between the recipient and the recipient, and whether the email is internal or external, select the appropriate tone to discuss it, so as not to cause discomfort to the recipient.

Respect each other. Statements such as "please" and "thank you" 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 a list such as "1234" in the E-mail text 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. complete information is provided in one email. It is best to clarify all the relevant information in an 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. check spelling. This is an embodiment of respect for others and attitude. If it is English E-mail, it is best to enable the spelling check function; if it is Chinese e-mail, pay attention to the Pinyin Input Method to bring 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 to prompt information. Reasonable prompts are necessary, but too many prompts will make people unable to grasp the key points and affect reading.

7. make rational use of images, tables, and other forms to help elaborate. It is difficult to clearly describe many emails with technical introductions or discussions in the form of text. If you use a chart to describe it, the recipient will praise you for your consideration.

8. Do not use ":)" or other smiley characters, which is rather lightweight in business letters. Business e-mail is not your love letter, so it is best to use it with caution, such. Only when you really need to emphasize a certain relaxed atmosphere.

 

4

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 and cannot be understood by aliens;

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

5

Language selection and Chinese Character Compilation

1. Use an English mail only when necessary. English mail is only a tool for communication, rather than a tool to show off and exercise your English skills.

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 initiate an English mail. If the recipient's email exchange with you is in Chinese, do not send an English email to him smartly. If the recipient sends an English email 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 size to facilitate reading. To be honest, use or. Use verdana or Arial in English and use the font 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.

6

End Signature

Each 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. 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. 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 signature file. For internal, private, and familiar customers, 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 text of the signature file should match the text of the text in simplified, traditional, or English to avoid garbled characters. The font size should be smaller than the text font size.

 

7

Reply skills

1. Reply to E-mail in time. After receiving an important email from another person, it is often necessary to immediately reply to the other person. This is a respect for others. The ideal reply time is within two 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 and say "We have received it, and we are processing it. Once there is a result, we will reply in time to the cloud ". 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 targeted replies. When replying to a 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 number of replies cannot be less than 10 characters. 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.

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 can only indicate that the communication is not smooth and cannot be clarified.

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

If you only need to know what the individual knows, Just reply to the individual. If you make a conclusion response to the sender's request, replayall should be made to everyone; do not ask the other party to help you complete this task.

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.

6. 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 ".

8

Use "send", "cc", and "BCC" correctly"

To and CC, and bcc (recipient, CC, and BCC) must be distinguished ).

1. the person to whom the email is sent must handle the main problems involved in the email and respond 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 return to e-mail.

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 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 can 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.

 

Workplace | details of emails sent at work