First of all, about the theme.
1. Do not leave a blank title.
2. The title should be short, and don't let outlook use … to display the title.
It's best to write the email of * * company so that the other party can see it at a glance and keep it convenient. You don't need to specify the time, and the general mailbox will be generated automatically, but it will be cumbersome to write.
4. The title should truly reflect the content and importance of the article and avoid using ambiguous titles.
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 uppercase 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, and don't re-list a long list.
8. The most important point is that the subject should not be misspelled or inconsistent, and you should not just check the text and forget to check the subject before sending it out.
Second, about addressing and greeting.
1. Address the recipient appropriately, and then pick up the balance.
2. Write the address of the recipient at the beginning of the email. In the case of multiple recipients, you can send it to everyone.
Regarding the format, the title is the first line.
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 to write two words.
It is common to end with "Best regards" and "Good luck" in Chinese. If you are an elder, you should use "this salute". 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.
Third, the text.
1. Email text should be concise and smooth.
If the other person doesn't know you, the first thing to explain is your identity. You must tell the name of the company you represent to show your respect for each other. The roll call should be concise and to the point, preferably related to this email and the other party. The main function is to make the recipient understand the purpose of the email smoothly.
The body of the email should be concise and clear. If the specific content is more, just briefly introduce the text, and then write another file as an attachment for detailed explanation.
The text should be fluent, with simple words and short sentences, accurate and clear, and avoid obscure sentences. It's best not to let people scroll through your email.
2. Pay attention to the tone of the email.
According to the familiarity and hierarchical relationship between the recipient and himself; Whether the email is internal or external, you should choose the appropriate tone to discuss it so as not to cause discomfort to the other party.
Please respect each other, thank you and so on.
3. For the sake of clarity, the body of e-mail should use a list such as 1234.
If things are complicated, it's best to explain them clearly in paragraphs 1, 2, 3 and 4. Keep your paragraphs concise.
4. Provide complete information in an email.
It is best to make all relevant information clear and accurate in one email.
5. Try to avoid spelling mistakes and typos, and pay attention to using spelling check.
This is respect for others, but also the embodiment of their own attitude. Before sending an email, be sure to read it carefully by yourself to check whether the writing is smooth and whether there are any mistakes in spelling.
6. Prompt important information reasonably
7. Reasonable use of pictures, tables and other forms to assist in explanation.
For many emails with technical introduction or discussion nature, it is difficult to describe them clearly in words. It can be illustrated by a chart.
Four. additional
1. If the email contains attachments, the recipient should be prompted to check the attachments in the text.
2. The attachment file should be named with a meaningful name, and it is best to summarize the contents of the attachment for the convenience of the recipient 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. If 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.
6. If the attachment is too large (no more than 2MB), it should be divided into several small files and sent separately.
V. Selection of Language and Chinese Character Coding
1. Use English mail only when necessary.
2. Respect each other's habits and don't send English emails on your own initiative.
3. For some informative or important emails, it is suggested to use Chinese to accurately express the problems involved in the email.
4. Choose a font size and font that is easy to read.
Chinese is a song or a new song, English is Verdana or Arial, and the font size is No.5 or 10.
Don't use strange fonts or italics, and it's best not to use background stationery, especially official mail.
Ending signature of intransitive verbs
1. Not too much signature information.
It is necessary to add a signature at the end of the email. The signature file may include information such as name, position, company, telephone number, fax number, address, etc. , but should not be too much, generally not more than 4 lines.
2. Don't just use one signature file.
Signature documents should be simplified for internal, private and familiar customers. An overly formal signature document will alienate the other party. You can set multiple signature files in OUTLOOK and call them flexibly.
3. The text of the signature file should match the text, and the font size should generally be smaller than the text font.
Seven, reply skills
1. Reply to the email in time.
After receiving an important email from others, you often need to reply to them immediately. This is respect for others, and 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 low-priority emails, they can be processed at a specific time, but generally not more than 24 hours. If things are complicated and you can't reply in time, at least reply in time, indicating that you are dealing with it.
If you are on a business trip or vacation, you should set up an automatic reply function to remind the sender so as not to affect your work.
Make a targeted reply.
When answering questions, it is best to copy the relevant questions into the reply, and then attach the answers.
3. The reply shall not be less than 10.
4. Don't reply to the discussion of the same question many times.
If the sender and the recipient 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 complex questions, multiple recipients frequently reply and express their opinions. The higher the mail level, the longer the mail will be, which will make it unreadable. At this time, we should immediately summarize the results of the previous discussion, cut unnecessary content and highlight useful information.
5. Distinguish between reply and full reply (distinguish between individual reply and full reply)
If only one person needs to know something, reply separately.
If you make a conclusive response to the sender's request, you must reply in full, let everyone know, and don't let the other party help you complete it.
If you are not clear about the questions raised by the sender, or have different opinions, you should communicate with the sender alone and tell everyone after discussion. Don't often send emails to your boss with uncertain results.
Confirm repeatedly before clicking "Reply All".
6. Actively control mail.
In order to avoid unnecessary reply and waste of resources, some recipients can reply in the text, or add the following sentences at the end of the text: "All completed", "No action required" and "For reference only, no reply required".
Eight, the correct use of sending, cc, bcc. Distinguish recipients, cc's and bccs (distinguish recipients, cc's and bccs)
1 TO should accept the main questions involved in this email and should reply to it.
People in 2.CC only need to know about it, and they are not obliged to reply to the email. Of course, if people in CC have suggestions, they can reply.
3. And bcc is bcc, that is, the recipient does not know who bcc is. For special occasions.
4. The arrangement of recipients and cc recipients should follow certain rules. For example, by department, from high to low or from low to high by grade.
E-mail only to those who need information, and don't take up other people's resources.
6. Forward the email to highlight the information.