Traditional Culture Encyclopedia - Traditional culture - How to write a qualified email

How to write a qualified email

I translated an article about writing efficient emails before, and many readers responded that TLDR (too long; So I tried to write an article on a similar topic in another form, 10 minutes.

Many things have routines, such as structured thinking, stereotyped writing, paragraph structure of music composition ... E-mail writing also has its routines. By mastering these routines, you can write a professional-looking email in a short time.

The following introduces the basic elements of a qualified email from eight aspects in the order of writing emails.

You must take the time to write a topic, especially if you don't leave blank. Because the subject can be seen by the recipient at a glance, a clear subject allows the recipient to evaluate its purpose and value without opening the email. A good theme can make your email stand out among many emails and get twice the result with half the effort.

A good topic, like the title of an article, is a description and summary of the whole email, such as:

When the recipient sees such a headline, he can react immediately instead of thinking: Is this spam? What does this email have to do with me? just as

Headlines like this are meaningless, because the recipient still can't know what your email content is related to and how important it is after reading it.

E-mail is not as formal as traditional paper mail, and generally uses traditional English mail.

This "Dear Sir/Madam+Last Name" format is used as the greeting at the beginning of the email. If the recipient of your email is a stranger or it is the first time you send an email to the other party, you can use this greeting, which will be more formal. If you are not sure about the identity of the other party and how to address the other party, it is safer to start from this form. There are more greetings between colleagues and acquaintances.

Or simply omit the greeting. Note that greetings generally end with commas, sometimes without commas.

The situation of Chinese mail is similar, generally using the greeting at the beginning.

Between acquaintances and colleagues, just use the way you usually address each other. Similarly, greetings can be dispensed with.

E-mail body generally adopts common fonts and default formats. Don't use colorful formats. On the one hand, these formats may not be displayed normally in the other party's mail client, and on the other hand, colorful formats will leave an immature impression on people.

Pay attention to the segmentation and blank lines in the message body. Reasonable segmentation and blank lines can make people happy to read, and reduce the psychological burden of the recipient to read big-end words. No one likes reading long and dense speeches.

It is best to describe only one thing in the body of the email. If there is something different, you can send another one.

The first paragraph should begin with a concise explanation of the purpose of this email and why you sent it to the other party. If you feel that the other person is unfamiliar with you, simply introduce yourself, write your identity clearly, and let the other person know who you are, so that you can reply accordingly.

The second paragraph begins to describe the details of the email.

If this email needs the recipient to do something, it should be written clearly in a polite way. For example:

Even if you are the leader of the other party, you should use "please" ....................................................

In general, try not to use attachments, and consider copying the core content in the attachment document into the body of the email. Because attachments may spread viruses, you need to install additional software to open them. If the recipient browses the attachment on the mobile phone, the experience will be worse, which will not only waste traffic, but also be unable to view it because of format problems.

If attachments must be used, briefly explain the contents of the attachments in the body of the email, and check whether the attachments have been put into the email again before sending the email. A common situation in work emails is that after someone sends an email, many people reply to the sender, "Where is your attachment?"

Also give the attachment a meaningful name, similar to the subject of the email, such as "20 16 financial statements." pdf "

This is much clearer than the "file". pdf”。

"Yours sincerely" used in traditional paper mail is not commonly used in e-mail. The common conclusion in English is:

Note that it usually ends with a comma, and some people can't write commas. If you don't write a comma, please don't use a comma at the beginning of the greeting, so as to be consistent.

At the end of China's business e-mail, there are some concluding remarks in paper letters, such as "Salute from here", "Ode to Tang Qisong" and "Ode to Autumn". I don't think it's necessary. If you really want to be formal, you might as well send a more formal paper email. In Chinese business emails, it will be more natural and friendly to write a sentence of "I wish business prosperity" and "I wish business prosperity" according to the situation.

At the end of the email, you'd better write your name (signature), especially when sending an email to this person for the first time. If necessary, you should also write down your position and contact email number. Many email clients have the function of "signing" to automatically write this part, which can help you automatically insert this preset information.

An email was finally finished. Do you want to click the "Send" button now? Wait a minute, the more important the email, the more you have to proofread it repeatedly. An email without grammar and typos is a prerequisite to make you look more professional. If necessary, you can ask your colleagues around you to proofread it for you.

These contents deserve your serious consideration before you click the send button.