E-mail format
First of all, about the theme.
1. Do not leave a blank title.
2. The title should be short, instead of outlook? . End the display of 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? * ! ? Wait a minute. ) to highlight the title and attract the attention of the recipient, but moderately.
Especially don't use it casually? Urgent? Something like that.
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 theme must not be misspelled or inconsistent, and it must not be sent just by checking the text.
Forgot to check the subject.
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 simplest way is to write a HI at the beginning, and a hi in Chinese? Hello? Or? Hello? At the beginning, the greeting is empty.
The common ending is "best regards" and "best regards" in Chinese? Good luck? Something like that What if the elderly should use it? Salute? . Note that on very formal occasions, you should use the letter in standard format completely. Wish? And then what? Hereby? Leave two spaces for the end of the next line or the beginning of a new line. Did it go well? And then what? Salute? Write for newline capital letters.
Third, the text.
1. Email text should be concise and smooth.
If the other person doesn't know you, the first thing you have to say is that your identity, name or the name of the company you represent is necessary.
The notice is to show respect for the other party, and the identity of the roll call should be concise, 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.
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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, you should at least
Received a timely reply, indicating that it is being processed.
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. now
Before making a judgment, we should communicate by telephone and other means. 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.
Click? Reply all? Before, confirm it repeatedly.
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 sentence at the end of the text:? Is it finished? 、? No action is needed? 、? For reference only, no need to reply? .
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 emails to highlight information.
Format model of mail 1
Leaders:
Hello!
Thank you for meeting the leader. I hope you can take the time to read my application letter. And look forward to joining the ranks of your company, sharing weal and woe with colleagues and advancing with the times!
I recently learned that your company is looking for a designer position. I have great interest and hobby in designing this industry. I also believe that with my strong interest and love in this industry, I can be competent for this position through further study and exercise. My relevant information is as follows:
From 2005 to 2007, I graduated from Anhui Radio and TV University, Wuhu Branch, majoring in e-commerce. As a student, I was very eager for the design industry. I taught myself 3Ds max, Auto CAD, Photoshop, Dream weaver and CorelDRAW, Illustrator. I like these design software very much. I have mastered some basic operations for self-taught people and can draw some basic physical drawings. However, I am not satisfied, let alone giving up. Unfortunately, self-study is always self-study, so I have been looking for a platform to practice, hoping to get what I want! In addition, although I am not a computer major, I am confident that my understanding and operation of computers are as good as those of computer majors!
In my spare time at school, as long as it is about computer knowledge, I will discuss and study with my classmates! At that time, I had mastered office software and worked as a part-time clerk in the community. After studying, I learned about computer knowledge on the Internet, and assembled a computer with good configuration on behalf of my friends at that time, which greatly improved my computer hardware knowledge!
Now I have graduated for more than a year and have some work experience, such as salesman, mall management, after-sales service and computer technician. Among them, I like computer technicians best, mainly the maintenance of computer systems and software and enterprise networks. Although I have learned something, I feel that I have learned too little, just nine Niu Yi hairs, so I have been looking for jobs related to computers and design, and I am developing in the direction that I am most interested in and have the most potential!
Today, I learned that your company has a job related to this need to recruit people, so I submitted my resume and cover letter with the greatest sincerity and confidence. I believe that with my serious and responsible attitude towards my work, my deep foundation and professional interests, my responsible psychology and full confidence in my determination to do a good job, and the superior conditions for your company to hire me and provide me with a platform, I believe that I am qualified for this job, and I believe that your company can enable me to display my talents.
Enclosed please find my resume. I would appreciate it if I had the opportunity to interview you. Even if your company thinks that I don't meet the requirements of your, I will continue to pay attention to the development of your company and extend my most sincere wishes.
Looking forward to your reply!
I am here to convey
Salute!
Mail format model 2
Leaders:
Hello!
Thank you for reading my letter of recommendation in your busy schedule. My name is XXX, and I am a junior college graduate of xxx20 1 1. During my three years in school, my major was automobile inspection and maintenance technology. I want to apply for the position of auto mechanic.
Through long-term study and practice, I have a certain understanding and mastery of relevant knowledge in this field. Whether studying in school or working in practice, I take it seriously and learn to cooperate with others, help each other, trust each other and so on. I successfully passed the computer level 1 exam and the English-speaking country level 3 exam, and got the C 1 driver's license.
If your company needs a rigorous, pragmatic, United and diligent employee, I will be a qualified candidate. Please give me a chance to show myself, and I will do my best to make greater contributions to your company! I sincerely hope to be an employee of your company and make contributions to the cause of your company with my diligence and tenacious spirit.
I am here to convey
Salute!
Format model of mail 3
Leaders:
Hello!
Thank you very much for taking time out of your busy schedule to read my information and give me a chance to succeed. As a technical secondary school student, I love my major and have devoted great enthusiasm and energy to it.
In two years of study and life, under the strict guidance of teachers and friends and personal efforts, I have a solid professional basic knowledge in application, 3D, CD, photoshop and other aspects. And I can skillfully operate computer office software. Through the study of this knowledge, I have a certain degree of understanding and mastery of the relevant knowledge in this field.
I take an active part in social activities at school and seize every opportunity to exercise myself. Although I encountered many difficulties in practical activities, I never gave up, because I knew that difficulties would make me grow up in setbacks.
I believe that through my diligence and hard work, I will definitely make my due contribution. Holding a humble an application for a job, I am confident and sincere. If I can become a member of your company, from now on, I will do my duty humbly, work diligently, keep learning in practice, give full play to my initiative and creativity, and try my best to add luster to the development of the company.
I am here to convey
Salute!
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