E-mail also reflects a person's professionalism, so the language and format in e-mail need to be paid attention to. I sorted out the etiquette details that business people should pay attention to when sending emails. Welcome to appreciate and learn from them.

First of all, about the theme.

The subject is the first information that the recipient knows about the email, so it is necessary to outline and use meaningful subject lines so that the recipient can quickly understand the content of the email and judge its importance.

1. Don't leave the title blank, which is the most impolite.

2. The title should be short, not long, and don't let outlook use it to display your title.

The title should truly reflect the content and importance of the article, and avoid using vague titles, such as "from Mr. Wang"

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.

5. Use capital letters or special 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.

6. When replying to the other party's email, you can change the title according to the content of the reply, and don't pile it up again.

Second, about addressing and greeting.

1. Address the recipient appropriately, and then pick up the balance.

Write the recipient's address at the beginning of the email. This is not only polite, but also clearly reminds a recipient that this email is for him and asks him to give the necessary reply; In the case of multiple recipients, you can send it to everyone. If the other party has a position, address the other party according to the position, such as "Manager X"; If you don't know your position, you should call yourself "Mr. X" and "Miss X" as usual, but you must first determine your gender.

Unfamiliar people should not directly address themselves by their English names, nor should they address people higher than themselves. It is also impolite to call everyone by their full names. Don't use "Dear xxx" to make everyone look familiar.

2. It is best to have greetings at the beginning and end of the email.

Write a "hi" at the beginning and a "hello" in Chinese; At the end, it's common to write "Best regards" and "Good luck" in Chinese.

As the saying goes, "it's not surprising to be polite." It is always good to be polite. Even if there is something wrong in the email, the other party can treat it calmly.

Third, send e-mail text.

1. Email text should be concise and smooth.

The body of the email should be concise and clear; If there are many specific contents, just briefly introduce the text, and then write a separate document 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 pull the scroll bar to finish reading your email, and never learn from Tang Priest.

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. Statements should appear frequently.

E-mail is easy to forward to others, so you must be cautious and objective in commenting on other people's opinions. "Mail door" is a profound lesson!

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 each paragraph short, no one has time to read your long speech carefully.

4. Provide complete information in an email.

It is best to make all relevant information clear and accurate in one email. Don't send "supplement" or "correction" email after two minutes, it will make people very disgusted.

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. If it is an English mail, it is best to turn on the spelling check function; If it is Chinese mail, pay attention to the homophones with mental retardation brought by pinyin input method. 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

Don't always use capital letters, bold italics, colored fonts and enlarged fonts to prompt some information. Reasonable hints are necessary, but too many hints will distract people and affect reading.

7. Reasonable use of pictures, tables and other forms to help explain.

For many emails with technical introduction or discussion nature, it is difficult to describe them clearly in words. If you explain it with a chart, the recipient will certainly praise your thoughtfulness.

8. Don't always use smiley face characters like:) to appear frivolous in business letters. Business email is not your love letter, so:) You'd better use it with caution. It is only used in some occasions that really need to emphasize a relaxed atmosphere.

Four. additional

1. If an email has an attachment, the recipient should be prompted to check the attachment in the text.

2. Attachment files should be named with meaningful names, and file names that only aliens can understand are not allowed.

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. When 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.

English mail is only a tool for communication, not for showing off and practicing English. If there are foreigners among the recipients, English mail should be used for communication; If the recipient is from China in other countries and regions, they should also communicate in English. Due to the problem of Chinese coding, your Chinese e-mail may be garbled in other areas.

2. Respect each other's habits and don't send English emails on your own initiative.

If the other party and your email are in Chinese, please don't be smart enough to send him an English email; If the other party sends you an email in English, don't reply in Chinese.

3. For some informative or important emails, it is recommended to use Chinese. It is difficult for you to guarantee that there is something wrong with your English expression level or someone's English understanding level, which will affect the solution of the problems involved in the email.

4. Choose a font size and font that is easy to read.

Chinese uses Song Ti or New Song Ti, English uses Verdana or Arial, and the font size is No.5 or 10. This is the most suitable font size and font size for online reading. Don't use strange fonts or italics, and it's best not to use background stationery, especially official mail.

Ending signature of intransitive verbs

Every email should be signed at the end, so that the other party can clearly know the sender information. Although your friend

Friends may recognize you from the sender, but don't design such a job for friends.

1. Not too much signature information.

It is necessary to add a signature file at the end of the email. A signed document may include information such as name, position, company, telephone number, fax number, address, etc. , but the information should not be too many lines, generally not more than 4 lines. You just need to put some necessary information on it, and the other party will contact you if they need more detailed information.

It is feasible to quote a sentence as part of your signature, such as your motto or company slogan. But to distinguish between the receiver and the occasion, remember to be decent.

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 signed document should match the simplified, traditional or English text to avoid garbled characters. The font size should usually be smaller than the text font.

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