How to write an email

For the basic etiquette of email writing, please see the end of the article)

Automatic reply and reading receipt, including stationery, are creating unnecessary trouble for people who read your email.

1, under what circumstances do you use email?

Compared with telephone, the advantage of e-mail is that we can read these words repeatedly, and letters can also be used as evidence of communication.

But the other party's reply can be fast or slow, and there is no way to do it without reply. So, you'd better make a phone call, or make a phone call by email.

2. Recipient, CC and BCC (Recipient, CC and BCC)

What is the biggest difference between email and SMS?

SMS has only text, but no title information. The mail is in front of the body, and there are a bunch of fields such as sender, recipient, cc, bcc, etc. What are these for?

Everyone knows about it, so let's not talk about it. Cc and bcc recipients will also receive letters.

Cc, translated from Chinese into cc, as the name implies, this letter is not addressed to you. Write it down for you to see, which means to inform. The abbreviation cc actually comes from carboncopy. What is a carbon copy? In the past, there was no copier. What if people want to write two copies of the same letter? Use carbon paper? It probably means carboncopy.

What about the bcc? Chinese translation is blind copying. The recipient can see who is going to cc this letter, but can't see the object of bcc.

How to use to, cc and bcc? For example: for example, I want to chase a girl and send her a letter asking if she agrees or not (this is just an example, according to the previous discussion, email is obviously not suitable for this occasion). At the same time, another girl chased me, and I didn't follow; There is also a brother, hiding behind the scenes to help me plan, is my staff. On this occasion, I should be the right person, because this letter asks her to take action (tell me you never follow it); Then I want cc to give it to the girl who is chasing me, because she doesn't need to take action, but I want to inform her about it. Finally, I want to bcc my brother, the chief strategist, because of course I want him to know about it, and I can't let the recipient know about his existence.

Using to, cc, bcc and bcc well can save a lot of words, and the discerning person can know the sender's intention at a glance.

3, reply all, forward (reply all, forward)

I received a letter with all the options of reply and reply. Reply sends a reply to the sender, and Reply to All sends a reply to the sender, recipient, cc and cc.

This is a very convenient and sensitive function. Some people have dozens or even hundreds of people on their lists. Is your answer relevant to each of them? Or do they all want to hear your opinion? If not, please don't reply all of them. I have met some organizations, sent letters to dozens of people, kept chatting with four or five people and replied to everyone. In fact, they are chatting in dozens of people's mailboxes. Put yourself in others' shoes. Not everyone has only letters from your company in their inbox. Not everyone likes to turn mailboxes into bbs as much as you do. Please don't do this until you are sure that everyone accepts this behavior!

On the other hand, if you want to send a letter to dozens or even hundreds of people at the same time, you can put all these people on the bcc list, and then at the beginning of the body of the letter, write clearly who to cc. In this way, people who like replyto all are not afraid, because the bcc list will not be presented to the recipient, and he can only reply to you.

The function of forwarding is to forward the mail (including its attachments) to others. But when using fwd, you should also pay attention to whether the original sender does not want the contents of this letter to be known by the person you want to forward, so from the perspective of integrity and professionalism, you should not forward the letter to a third party.

4. Title (theme)

The title of an email is very important, not only because it is the recipient's first impression of the content of the letter, but also because a month or two later, if the recipient wants to find an old letter about something, he will start with the title search/classification.

Put yourself in others' shoes. Not everyone has so few letters in their mailbox. Some people track and organize their work by email. Some friends forgot to write the title, and some friends remembered who they wrote to and said something new, but they were too lazy to write again to find the address book, so they directly replied to the last letter they sent you. This is a very bad habit. A title, like the theme building on bbs, must be dedicated to the building.

When writing the title, you should also pay attention to judge the importance of your email and identify it (in Outlook, the email with high importance is an exclamation point, and the email with low importance is a downward arrow). The purpose of this is to let the recipient know the priority of this letter, which can help him improve his efficiency when he has a lot of emails to deal with.

5. Text

There are three requirements for writing: appropriate language, clear content and calmness.

Appropriate language, such as asking for help from brothers and sisters who have never met, should first exchange a few pleasantries, praise each other's reputation, then cut to the chase, and finally ask each other if they are free to help. If you just say there is such a thing, do it or not, if you want to decide to do it, hurry up. It's not appropriate to tell you later.

When things are complicated, the content must be clearly written. This is not a novel. Can be divided into sections and articles. Try not to write many words together.

What do you mean, stay calm? In your work and life, there will be many people and things that make you unhappy. With this unhappy mood, you may directly reply to a letter with a bad attitude. After such a thing happens, there is a 90% chance that you will regret reading this letter the next day. How could I talk like that yesterday? ! Most importantly, e-mail can be saved, and such a letter may bring you unnecessary troubles.

I remember an instruction from GE about e-mail, saying, close your eyes and think about it before sending a letter. Would you feel embarrassed if this letter was published on the front page of The New York Times the next day? If yes, please don't send it.

You should also pay attention to the format of the text. For example, in business email communication, it needs to be more formal. Try not to use more than two fonts and more than two colors in the full text, and the paragraphs are clear and detailed.

6. Signature document

I didn't pay attention to this thing in the past, but it is still useful. First of all, write your name, company, title and contact information in the signature document, so as to tell the other party who you are. With it, you can write one or two paragraphs less in your text. In addition, writing a distinctive sentence on the signature file can help the recipient to have an impression on the sender.

7. The attachment should be given a correct file name. There is no need to give it another name after others download it.

8. Try not to use stationery with background to save bandwidth. Pictures in normal collections are not displayed by default.

Let's turn to an article: How to communicate more effectively by email, and also clarify some problems that should be paid attention to when using email. Original address: Moonlight Blog

E-mail has many uses, such as contact business, communication between relatives and friends, etc. However, as a business communication in the workplace, e-mail provides many conveniences and also brings many risks. Among all communication methods, e-mail is the most difficult to control and the easiest to reach the object you don't want to pass on. How to make good use of e-mail in enterprises is also a problem that people often feel confused about. The following are some standardized email communication skills of our enterprises and departments, and I believe these skills can also be applied to other enterprises.

I. Mail format

1, the email must be marked with a title, and many people decide whether to continue reading the contents of the letter in detail through the title. In addition, the email title should be as descriptive as possible, or the main idea related to the content, so that people can know it at a glance, so that the other party can understand and remember it quickly.

2. If you are not the object of frequent communication, remember to write an email to address each other to show politeness and attract the attention of the main recipients.

3. Recipients should use their full names in Chinese as far as possible, and avoid displaying only personal e-mail accounts.

Second, what things need to be mailed?

1, official work report;

2. Matters that are difficult to explain clearly in oral expression;

3. Knowledge recommendation and information transmission;

4. Other communication contents that do not meet the requirements for meetings and exchanges;

Conclusion: If it can be solved by oral communication, try not to use email.

Third, the mail delivery object

1. E-mail seeking cross-departmental support will generally be sent to the person seeking support and copied to his immediate superior; At the same time, send a copy to the direct superior of the department; This can often get better support from the support department;

2. The project notification email is mainly sent to the project team members, and copied to the direct superiors and main leaders of the project team members;

3. To whom the work plan is sent, the manager's work plan is mainly sent to the delivery object of the work plan, and copied to the direct superior, indirect superior and relevant managers in the department. In order to maintain the external consistency of the internal plan of the department, in principle, only one internal plan can be communicated across departments, and special circumstances can be handled as needed.

Avoid the following phenomena when selecting mail sending objects.

1. In external communication, general communication is not important, so as to avoid sending email copies to both direct and indirect managers;

2. Avoid sending the discussion content of the same topic to all recipients and cc repeatedly, and communicate directly face to face instead.

3. Avoid sending detailed discussion opinions to the top management of the company, especially judging the business details that the top management can't understand deeply.

Fourth, mail communication support.

1. If you have any questions about the content, wording and sender when sending an email, you can ask your immediate superior for communication support;

2. If there are differences of opinion in communication, the two communicating parties should first put themselves in their shoes and try to resolve the differences through face-to-face communication or telephone communication;

3. Give full play to personal initiative and avoid handing over general communication work to superiors (reducing communication efficiency);

Verb (abbreviation for verb) E-mail content

1. If there are attachments, try to summarize the contents of the attachments in the body of the email to prevent the recipients from knowing the communication matters only by opening the attachments one by one;

2. Control the number of words in the body of the email, ensure that the body of the email is clear in level and content, and avoid long speeches.

VI. Communication confirmation and feedback

1. For important communication matters, it is best to call the other party after sending the email to attract attention;

2, important meeting notice, remind participants of the meeting time;

If an important email sinks into the sea after it is sent, it is not necessarily that the other party does not pay attention to it. Try reminding again;

Everyone will encounter situations where communication is ineffective. Without effective communication, many jobs will be difficult. I hope the above sharing can make communication easier, and I can work in the next level! You are also welcome to share your personal work exchange experience.

Finally, summarize the basic etiquette norms for using e-mail:

About the theme

The main difference between e-mail and stationery is to outline the subject. Summarize the content of the whole email in just a few words in the subject column, so that the recipient can weigh the priorities of the email and deal with it separately.

1. Never leave the title blank, which is the most impolite.

2. The title should be short, not long.

3. It is best to write the email from * *, so that the other party can see it at a glance, which is easy to save and the time does not need to be indicated, because the general email will be automatically generated and it is more complicated to write.

4. The title should truly reflect the content and importance of the article, and avoid using vague titles, such as "From Teacher Wang". Don't use random topics without actual content, such as "hey!" Or "take it!"

A letter should focus on only one theme as far as possible. Don't tell a lot of things in one letter, which is convenient for sorting out later.

6. Use capital letters or special characters (such as "*!") ) as appropriate. ) to highlight the title and attract the attention of the recipient, but it should be moderate, especially don't use the word "urgent" casually.

7. When replying to the other party's email, change the title according to the content of the reply, instead of piling up.

8. Most importantly, there must be no typos or inconsistencies in the theme. Never just check the text, but forget to check the subject before sending it.

On addressing and greeting

1. Address the recipient appropriately, and then pick up the balance.

Write the recipient's address at the beginning of the email. This is not only polite, but also clearly reminds a recipient that this email is for him and asks him to give the necessary reply; In the case of multiple recipients, you can send it to everyone.

If the other party has a position, address the other party according to the position, such as "Manager X"; If you don't know your position, you should call yourself "Mr. X" and "Miss X" as usual, but you must first determine your gender.

Unfamiliar people should not directly address themselves by their English names, nor should they address people higher than themselves. It is also impolite to call everyone by their full names. Don't use "Dear xxx" to make everyone look familiar.

Regarding the format, the title is the first line.

2. It is best to have greetings at the beginning and end of the email.

The easiest way is to write a "HI" at the beginning, a "hello" or "hello" in Chinese, and the greeting at the beginning is written in two spaces.

At the end, it's common to write "Best regards" and "Good luck" in Chinese. If you are an elder, you should use "greetings". Note that in very formal occasions, you should use the standard letter format completely. "Wish" and "Sincerity" are two spaces at the end of the next line or the beginning of a new line, while "Smooth" and "Salute" are written at the top of the new line.

As the saying goes, "it's not surprising to be polite." It is always good to be polite. Even if there is something wrong in the email, the other party can treat it calmly.

attachment

1. If an email has an attachment, the recipient should be prompted to check the attachment in the text.

2. The attachment file should be named with meaningful names, and it is best to summarize the contents of the attachment, which is convenient for the recipient to manage after downloading.

3. The text should briefly explain the contents of the attachments, especially when there are multiple attachments.

4. The number of attachments should not exceed 4. When the quantity is large, it should be packaged and compressed into a file.

5. If the attachment is a file with a special format, the opening method should be explained in the text so as not to affect the use.