Social Etiquette of Foreign Mail

We should pay special attention to the social etiquette of foreign-related emails at work. So what are the social etiquette knowledge of foreign-related emails? The following is what I have compiled for you. I hope you like the social etiquette of foreign-related mail.

Social Etiquette of Foreign Mail

Subject

Don't leave a blank title, but it should not be lengthy, and it should reflect the content and importance of the article; As far as possible, a letter only focuses on one theme, and does not talk about many things in one letter, so as to facilitate future sorting;

when REplying to the other party's email, you can change the title according to the content of the REply, and don't want a big string of re and re, which will easily give people the impression of being casual and imprecise.

addressing and greeting

address the recipient appropriately, and take measures. When you know the name of the other party, you can call it: Dear Mr./Ms.[ surname]; Address if you don't know your name: Dear sir/Madam.

There are greetings at the beginning and end

Write one at the simplest beginning? Hi? , write at the end? Best Regards? Or? Sincerely? 、 ? Best regards? 、 ? Best wishes? 、 ? Kind regards? 、 ? Salutations? 、 ? Yours Truly

body

The body of the email should be concise and clear. If there are many specific contents, the body should only be briefly introduced, and then a separate file should be written as an attachment for detailed description.

The text should be fluent, clear, accurate and clear; It's best not to let people pull the scroll bar to finish reading your email; Give complete information in one email, and it is best to make all relevant information clear and accurate in one email. Don't send another letter in two minutes. What? Supplement? Or? Correction? E-mails like that, which will make people very disgusted.

to avoid spelling mistakes, you'd better turn on the spelling check function. Before sending the email, be sure to read it carefully by yourself to check whether the writing is smooth and whether there are any mistakes in spelling.

Prompt important information reasonably, but not too much, otherwise it will make people lose focus and affect reading; We will use whatever language the other party uses to communicate. Some foreigners are very good at Chinese and will send emails in Chinese. At this time, we should also use Chinese. Choose a font size and font that is easy to read;

signature at the end

every email should be signed at the end, so that the other party can clearly know the sender information.

it is necessary to add a signature file at the end of the email, which is also a way to promote your company. The signature file can include information such as name, position, company, telephone number, fax number, address, etc., but it should not be too much. Just put some necessary information on it, and the other party will naturally contact you if it needs more detailed information. Notes on social etiquette of foreign-related emails

You have to know the habits of English symbols:

Use a comma (,) after the address; There is no pause in English. Replace the place where the pause should be used with a comma (,); In English, someone says that it is followed by commas and quotation marks, and the ending symbol is put in quotation marks; If the conjunction symbol and/or/for/but is added between two sentences, a comma is used in the middle; There is no book title in English, and when there are nouns such as books, magazines and TV plays in the sentence, they are expressed in italics;

attachment

If the email has an attachment, the recipient should be prompted to check the attachment in the body; Attachment files should be named with meaningful names, and it is best to summarize the contents of the attachment to facilitate the management of the recipient after downloading; The text should briefly explain the contents of attachments, especially when there are multiple attachments; The number of attachments should not exceed 4; if the number is large, it should be packaged and compressed into one file; If the attachment is a file with a special format, the opening mode should be explained in the text so as not to affect the use.

signature at the end

every email should be signed at the end, so that the other party can clearly know the sender information. Although your friend may recognize you from the sender, don't design such a job for your friend.

signature information should not be too much

it is necessary to add a signature file at the end of the email message. The signature file may include information such as name, position, company, telephone number, fax number, address, etc., but the information should not be too many lines. You just need to put some necessary information on it, and the other party will naturally contact you if they need more detailed information.

it is feasible to quote a phrase as part of your signature, such as your motto or the company's propaganda slogan. But to distinguish between the recipient and the occasion, remember to be decent.

don't just use a signature file

for internal, private and familiar customers, the signature file should be simplified. An overly formal signature file will alienate the other party. You can set multiple signature files in OUTLOOK and call them flexibly.

signature file text selection

signature file text should be selected to match the main text, simplified, traditional or English, so as to avoid garbled codes. The font size is generally smaller than the text font.

Remind the other party to check

After the email is sent, you should call or send a short message to the other party in time. No one will wait in front of the computer to check the email, so reminding the other party to pay attention to check the email is also essential, which will help solve the problem in time. Instructions for social etiquette of foreign-related emails

Reply

Respond to emails in time

After receiving important emails from others, it is often necessary to reply to them immediately, which is a respect for others. The ideal reply time is within 2 hours, especially for some urgent and important emails.

It takes a lot of time to process every email immediately. For some emails with low priority, it can be processed at a specific time, but generally it should not exceed 24 hours.

if things are complicated and you can't give an exact reply in time, should you at least give a reply in time? Yes, we are working on it. We will reply as soon as we have the results. . Don't keep the other party waiting, remember: respond in time, even if it's just to confirm receipt.

If you are on a business trip or vacation, you should set an automatic reply function to remind the sender so as not to affect your work.

give a targeted reply

when replying to questions, it is best to copy the relevant questions into the reply and attach the answers. Don't use simple, it's too blunt, you should make necessary explanations, so that the other party can understand it once and for all, and avoid repeated communication and wasting resources.

The reply should be no less than 1 words

The other party sent you a long email. Do you really only reply? Yes? 、? Right? 、? Thank you? 、? Already know? It is very impolite to wait for words. No matter what, make up 1 words to show your respect.

don't reply to the discussion many times on the same question, and don't build tall buildings

If the sender and receiver reply to the same question more than three times, it can only show that the communication is not smooth and the explanation is unclear. At this time, we should communicate by telephone and other means before making a judgment. E-mail is sometimes not the best way to communicate.

For more complicated questions, multiple recipients frequently reply and express their opinions, and the higher the e-mail, the higher it will be, which will make the e-mail too long and clumsy to read. At this time, we should summarize the results of the previous discussion, cut down and slim down, and highlight useful information.

distinguish between Reply and ReplyAll (distinguish between individual reply and reply to all)

If only one person needs to know something, just reply to him alone.

if you make a conclusion response to the request made by the sender, you should replayall and let everyone know; Don't ask the other person to help you finish it.

If you are not clear about the questions raised by the sender, or have different opinions, you should communicate with the sender alone. Don't keep going back and forth in front of everyone to discuss with the sender. Tell everyone after you have discussed it. Don't send emails with uncertain results to your boss frequently.

click? Reply all? Think twice before you go!

actively control the exchange of emails

In order to avoid unnecessary reply and waste of resources, you can specify some recipients to reply in the text, or add the following sentence at the end of the text:? All done? 、? No action required? 、? For reference only, no need to reply? .

send, CC and BCC correctly

To distinguish between to and cc and bcc (to distinguish the recipient, cc and bcc)

the person to accept the main problems involved in this email and should reply to it.

People in CC just need to know about it. People in CC have no obligation to respond to emails. Of course, people in CC can reply to emails if they have suggestions.

and BCC is a secret delivery, that is, the recipient doesn't know that you sent it to the BCC person. This may be used in unconventional situations.

the arrangement of recipients in to and CC should follow certain rules. For example, by department; From high to low or from low to high according to the position level. Proper rules help to improve your image!

only send emails to people who need information, and don't occupy other people's resources

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Other recommendations for social etiquette of foreign-related mail:

1. Basic knowledge of foreign-related etiquette

2. Etiquette of foreign business conversation

3. American manners and customs: social etiquette

4. French social etiquette

5. International postal etiquette.