How does a secretary write an official short message?

How does a secretary write an official short message?

The post of secretary is accompanied by the post of leader. With leadership, the secretary can exist. The following is the method I shared to write official short messages. Welcome to read!

Structural principles of official short messages

A complete official short message consists of title, subject, content, suffix, signature and date.

1. Proper address and courtesy

Appellation should clearly express the identity of the recipient and embody the principle of politeness. If you send business messages to colleagues, you'd better address them by specific names, such as "Dear Lady/Sir" to show sincerity and respect. If a meeting notice is sent to a superior leader, the title is best expressed as the leader's surname plus position, such as "Dear Director Li"; If it happens that there are two directors surnamed Li in the company and need more specific expression, you can add his department, such as "Dear Office Director Li". Proper appellation will lead to better communication and information transmission.

The first sentence reflects the theme

The theme is embodied in the first sentence, which aims to help the receiver read the information in time and efficiently. In the "short message era", while people enjoy the great function of short messages, they are also worried about "letter harassment" such as short message fraud and the proliferation of advertising short messages. Without a clear theme, official short messages may be ignored as spam messages.

Summarize the topic appropriately, explain the topic in the first sentence, so that the receiver can quickly know the general content of the short message, such as "Notice of Marketing Department ×× Project Seminar", and then inform the meeting time and place, such as "9:00 am, 70 1 meeting room on August 5". Ambiguous theme will affect work efficiency. For example, the short message whose first sentence is "notice" will make it more difficult for the sender to inquire in the future, which will affect the accuracy rate; For the receiver, it is inefficient to know the main content only after reading the short message.

3. The content is concise and coherent

The text of official short messages can refer to the writing mode of transactional notification. The first part explains the background and purpose, and the second part explains the specific matters. In the content expression, we should do the following two things: first, it is concise and clear. Try to put all the information in one short message and reduce the number of short message exchanges. If there is a lot of information to be transmitted, it's better to explain it separately. There should be no ambiguity in the content expression, so as to avoid the receiver acting according to his own understanding. The second is clear organization. For example, the leader of a unit sent a short message to his secretary: "Tomorrow morning 10:00, you will meet Director Li at the station and give me a summary of last year's work. Signature: Chairman Chen. " Novices in the workplace will immediately reply "OK, I'll do it right away." With three years' working experience, I replied: "Dear Chairman Chen, your letter has been received. I'll meet Director Li at the station at 9:30 tomorrow morning, and I'll let you know by SMS when I receive it. Last year's work summary. I put it in your drawer. The air is humid recently, so pay attention to keep your legs warm. Signature: Xiao Zhao ". Several crosses show the orderliness of Xiao Zhao's work.

4. Set the suffix as needed

If it is a general blessing message, it is advisable to indicate "no reply" or "no reply" at the end to avoid unnecessary reply. If it is more important, you can indicate at the end "Please reply when you receive it, thank you!" Make sure the information is delivered in place. If you haven't received a reply after a long time, it is necessary to make a phone call to confirm whether the other party has received the information. Special official short messages, such as notices, should use the special suffix "Hereby Notice" to show strict specifications.

5. The signature is clear.

Different from ordinary life messages and entertainment messages, business messages are more formal and standardized, and the end must be signed. If there is no signature at the end of the message, and the receiver does not save the sender's number, it will not know who the sender is, and it will lose the value of the message.

6. Attach the mailing date.

It is best to attach the date to the end of ordinary business messages, and the date must also be attached to the end of important business messages to avoid misunderstanding. Because there are uncertain factors in sending short messages, it may sometimes be delayed. Once there is a delay, and the receiver is not careful, it is possible to get the time wrong, thus delaying important things.

Linguistic principles of official short messages

Text messages are different from telephone calls. It can't convey emotions through sound, only through words. The receiver tries to read between the lines the tone and attitude of the sender. Therefore, sending official short messages must abide by the three basic principles of politeness, standardization and gentleness.

1. Elegant

Greetings should be at the beginning of the text message, and a "hello" can make the other person feel more cordial and natural. If you send an official message after work, you'd better apologize at the beginning, explaining that it's urgent and hoping to get the other party's understanding. Adding a "thank you" at the end is also a sign of politeness and self-cultivation.

2. Specifications

When writing official short messages, the language must be standardized and not ambiguous. Before writing, you should know what the content of the short message is, and the format and language used by different content are different. If it is a meeting notice, it is best to use the writing format of the notice, which should be formally standardized. If it is a general holiday blessing, you can write "Dear XX" at the beginning of the message.

Be gentle

Every word and sentence in the text message should make people feel that you are smiling, gentle and eloquent. Only by making the other person feel comfortable can communication and work proceed smoothly.

Content rules of official short messages

The purpose of using official short messages is to make official contacts fast, so the language of official short messages should be concise, the content should be rigorous and standardized, and the number of words should generally be controlled within one short message, so that the recipient can read the information quickly.

1. The content should be related to official business.

The content of official short messages must be closely connected with official business, otherwise it will lose its meaning. It is particularly important to note that you cannot send spam or advertisements through official short messages.

2. Be concise and to the point, and highlight the main points

The drafting of official short messages should pay attention to practical results and convey information in the most concise language. For example, saying a lot of opening remarks at the beginning and finally saying that there will be a meeting tonight is not only unnecessary, but also affects work efficiency; It should directly explain the time, place, content and items to be taken. In addition, to highlight the main points, put the main points in the first place, and then make specific explanations, it must also be related to the main points.

3. Avoid being too colloquial.

Although official short messages don't have to be as formal and rigorous as official documents, they are related to official business and are more serious and formal than ordinary short messages. Therefore, the language expression should not be too colloquial, and the online language should be used with caution. For example, the network term "pro" will give people a frivolous feeling, which will not only damage the image of the unit, but also affect the attention of the receiver to the short message and hinder the smooth development of the work.

Official SMS usage rules

1. The sending time is appropriate.

It is best to send an official short message during working hours to ensure that the receiver can handle it in time. It is best not to send official short messages before 8:00 am and after 10:00 pm, because the sound or vibration of short messages will disturb the other party's rest. It is not advisable to send official messages on weekends, because it is impossible for the other party to have the enthusiasm to handle official business, and it is difficult to ensure the transmission effect of information. If you have to send a text message in an emergency, you should apologize first and then explain the reason.

2. Correctly handle the reception delay.

There is a common problem of receiving delay in mobile phone short messages. So if it's important, it's best to ask the other party to reply and confirm the receipt, or call the other party to ask about the reception after the short message is sent.

3. Please pay attention to the SMS sending restrictions.

Whether the short message can be sent completely and smoothly depends on the rules and regulations of the operator. Sometimes the content of short messages involves some sensitive words, which may be filtered or blocked, resulting in the other party being unable to receive them. In addition, short messages with more than 70 Chinese characters should be sent in two parts. If submitted at one time, the part exceeding the number of words may be lost.

4. Don't send spam

Official SMS should be limited to official activities, users must abide by professional ethics, and can't use their work to send spam messages. To achieve "three prohibitions": it is forbidden to send short messages unrelated to official duties; Prohibit mass advertising or illegal information; It is forbidden to send information to irrelevant people.

5. Beware of short messages being used.

The phenomenon that criminals impersonate the government, enterprises and institutions to send short messages for fraud emerges endlessly. Therefore, a special person should be appointed to take charge of the official short message system to ensure that official short messages are used for official contacts. All units should also strengthen the supervision of the public service system, strengthen the filtering of spam messages and false government information, track the signs of violations in time, report cases when necessary, and safeguard their legitimate rights and interests.

Extended content: secretary shorthand foundation

shorthand method

1. Chinese shorthand: Chinese shorthand is the rapid writing of Chinese characters.

2. Pinyin shorthand: Pinyin shorthand is to record the language with simple and systematic symbols and various regular ellipsis methods according to the rules of Chinese Pinyin scheme.

The role of shorthand in secretarial work

1. Recording language.

2. Record the silent language.

Disyllabic words and trisyllabic words

First, the abbreviation of disyllabic words

1. Disyllabic words are evolved from monosyllabic words.

2. Simple words with two syllables.

3. Disyllabic words with the same or similar meaning.

4. Disyllabic words with opposite or relative meanings.

5. Annotation case disyllabic words.

Shorthand of words with two or three syllables.

1. A three-syllable word grammaticalized by morphemes.

2. Three-syllable words with "de" or "bu" embedded in the middle.

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