How to write emails is now ignored by many people in the workplace. Because online communication is so convenient now, WeChat, QQ, company OA, any medium is faster than email.
But have you noticed that although WeChat, QQ, and company OA communication are very convenient, when you encounter formal matters, you have to write an email.
Writing emails is not just for working people. For example, college students write emails to their thesis tutors, send internship applications to companies, send job resumes, and send activity registration forms. Working people send plans to clients and jobs to bosses. Summarizing and sending inquiry letters to overseas hotels all require the use of email.
But if you don’t pay attention to the "routine" of writing emails in daily life, then you will fall off the chain in serious situations. For example, you forget to add the attachment, the attachment is wrong, there is no title, and the other party doesn’t know what you want after reading it for a long time. What embarrassing incident happened.
First of all, a good email must meet these three conditions: clear intention, clear logic, and clean layout.
Clear intention
It means that as soon as the recipient of the email opens his or her mailbox, he will know what your email is about before he clicks in to take a closer look. . Therefore, you should pay special attention to the name and title of your email.
Email names are sometimes automatically captured. For example, the name of a QQ mailbox is your QQ name. Here, please pray silently that you have not sent any important emails using QQ mailbox. If there is, please pray silently again that your QQ name is not unconventional and does not have weird punctuation marks and vulgar and dirty words. If there is, then don't pray. Praying will not work.
Therefore, I generally do not recommend using QQ mailbox to send important emails. You can apply for another mailbox. The email address should be in the form of "name + number" or "name + occupation".
For example, I am Lin Xiaobai, and my birthday is April 5th. I can name my email address as "lxb0405@163.com". It is best that the email address does not have hyphens or underscores, because some people Very easy to make a typo.
Then there is the display name of the mailbox. Please set the display name to your real name. As mentioned before, when we generally need to send emails, it is more formal. Since it is formal, you will usually use your real name, so it is most secure to set the email display name to your real name.
I took a screenshot of the inbox of my email. Some people can tell what they are for at a glance.
Please be sure to fill in the title of the email. If If you leave it blank, the system will automatically name it with the name of the attachment. If there is no attachment, the email address will be blank. Just think about it, you received an email with a blank title from a person with an unknown name. Would you choose to click on it? You might wonder if it’s a virus and delete it.
Please summarize the title in 20 words or less. I personally have a habit of writing emails. If the other party does not have certain requirements for the email title, then I usually use the form of "category + name + keyword".
For example, I applied for the position of Secretary to Chairman Lin Xiaobai, submitted Lin Xiaobai's "Don't Let Your Abilities Keep Up with Your Age and Desires", and applied as a travel volunteer to travel to 5 countries and 16 provinces... …
This way the other party can clearly understand why you wrote this email, who you are, and what your main content is.
Clear logic
If your email has an attachment, then you only need to briefly mention it in a few words in the body part, and explain that the main content can be found in the attachment.
But if your email does not have attachments, then you must pay attention to the writing of the body. At this time, it is recommended to use "three-paragraph" writing.
"Three paragraphs" does not mean that the body of your email can only be divided into three natural paragraphs, but that the content you want to express needs to be divided into three paragraphs, which means simply stating the reason for the letter, the main body of the content, and the expression. Thank you or look forward to replying to these three paragraphs.
First of all, briefly state your purpose of writing this email, just use one or two sentences to make it clear. The only thing you need to pay attention to is to write "Hello" at the beginning.
Next, the content body is an important part of the email without attachments. This part needs to explain things clearly and logically. If you have a lot to write, please only talk about one thing in each paragraph.
Finally, write words such as thank you or hope for reply, and leave the signature and date.
Clean layout
First of all, do not use any background images or background music in the body of the email, and try to use as few different colors, sizes, and fonts for typesetting.
Use at most two fonts and two colors for the text part. When typesetting, if there is key content that needs to be highlighted, please use bold rather than italics. At the same time, pay attention to paragraphing, do not pile the text together, and a paragraph of text should not exceed 10 lines.
Then you also need to pay attention to the first line of each paragraph to be indented by two characters. Nowadays, when a lot of information is presented on mobile phones, the first line of each paragraph is not indented. Therefore, some people are affected by the current ability to read information on mobile phones and will bring this habit to writing emails. So it’s highlighted here, so everyone should pay attention.
Lastly, there is a particularly crucial point, which is to develop a correct email sending process. That is, insert the attachment - review the attachment - write the text - write the title - fill in the recipient, so as to avoid forgetting to insert the attachment and forget to write the title.
But many people are used to filling in the email from top to bottom, so it is easy to forget a certain link, because once you fill in the recipient, even if you are sending an email, Even emails that don’t exist can be sent successfully. By putting the recipient in the last step, you can completely avoid this situation.
Also, it is important to review attachments. Because there may be two documents with very similar file names on your desktop, and you uploaded the other one without reviewing it. The other party will be really confused when they open it after receiving it. Don’t ask me why I know this, it’s because I, an experienced email writer, made this mistake two days ago.
Don’t ignore every detail that can add points to you. When you send an email with “clear intentions, clear logic, and clean layout” and it arrives in the other party’s mailbox, the other party will see all the When you add some crazy email names and email titles, your email will be like a breath of fresh air. He will choose to open your email first, and then pay attention to who the guy is who knows such "email social etiquette".
Focus on personal growth WeChat public account: Lin Xiaobai Upward Management (ID: living4ever)