1. Subject:

1) The email must indicate the subject: First, it can make the recipient easy to read and give priority; The second is to avoid being intercepted or deleted as spam;

2) The theme is clear and concise, which is related to the content: easy to keep; It is convenient for recipients to prioritize; Avoid being intercepted or deleted;

3) "*" or "!" Suitable for particularly important or urgent mail. Symbol, and the word "emergency";

4) It's best to refer to only one topic email for future reference;

5) When replying to the email, change the title appropriately according to the reply content;

6) Note: Please be sure to check whether the theme is unobstructed and whether there are typos;

2. Recipient: it can be distinguished by "must give a reply"; Note: the number of recipients must be reduced as much as possible, and the other party's email address is accurate. Check it carefully to avoid omission. It would be better if you can sort by department or post;

3. CC: It can be distinguished by "need to know this matter", for example, your immediate leader needs to know the progress of the project; The precautions are the same as those of the recipient;

4. BCCC: The recipient of BCCC can see who your email is sent to and to whom it is copied, but the recipient and CC can't see BCCC; In general, bcc is not commonly used. If you are in the middle level, you need to communicate and coordinate some things across departments, and you need your boss to know, but at the same time you need your subordinates to follow up the progress of this matter. Obviously, the recipient is a cross-departmental colleague, and the cc person needs to be both your boss and your subordinate, but it is not appropriate to put them together. You can choose to encrypt and cc your boss, that's all;

5. Address:

1) format: the recipient should be written at the beginning of the email, and the first line should be capitalized;

2) Address: If you know the exact location of the other party, just write "* * Manager"; If you don't know the exact location of an unfamiliar person, but you know the gender of the other person, you can directly write "Mr./Ms. * *"; If you are peers or peers, you can call them by their first names directly, which can be more cordial. If there are multiple recipients, you can use "everyone"; Note that in English business emails, it is not appropriate for people who are not familiar with it or who have higher status than themselves to directly address themselves by English names, and it is also impolite to address themselves by their full names. It is safer to use the title of Mr., Ms. or Dr.

6. Greeting: Format: Fill in two lines after the salutation. , such as "hello" or "hello"; It is common to write "good luck at work" at the end. 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.

7. Text:

1) Requirements: clear content, clear theme and fluent language; Mainly explain why, what, when, what needs to be done and what the result is;

2) Precautions: a. An email should explain the complete event; B, more content, you can use 1, 2, 3 and other paragraphs to describe clearly, to ensure that each paragraph is short and to the point; C, according to the communication content, you can use digital tables or pictures to help explain; D, for the content that needs to be emphasized, you can use bold fonts and color labels to explain, but pay attention to moderation, not too much; E, Song Ti or New Song Ti is commonly used in Chinese, and Verdana or Arial font is used in English, with the font size of No.5 or 10, and stationery should be avoided as far as possible in business mail; F, if the email has attachments, it needs to be indicated in the body of the email; G, use more polite expressions, such as "please" and "thank you"; H, be sure to check, don't have typos;

8. End: Just echo the end of the previous greeting, and pay attention to the format (Reference 6).

9. Signature:

1) The recipient can clearly know the sender;

2) Signature can include name, position, company, telephone number, fax number, address and other information. , but the information generally does not exceed 4 lines, the text selection matches the text, and the font size is generally smaller than the text font;

3) You can add a short motto or company slogan, but it is not necessary;

10. Accessories:

1) If the email has attachments, prompt the recipient to check the attachments in the body. If there are multiple attachments, it needs to be explained in the text, such as quantity, attachment name, content, etc.

2) Appendices are named in a way that accurately describes their contents. When the number exceeds four, it is necessary to pack compressed files according to the mailbox settings and send the mail that does not exceed the memory, otherwise it will be sent separately;

3) If the attachment is stored in a special format, please mark the opening mode to avoid affecting the use effect;

1 1. Forward: First, determine whether it is necessary to forward the mail; There must be corresponding instructions or explanations for forwarding the mail, such as "please ask the leader for approval" and "please assist in handling"; For emails that have been repeatedly communicated and replied several times, it is necessary to sort out, summarize and explain the contents of the emails before forwarding them; 12. About mass mailing: According to the type of mail, mass mailing is usually used for notification, invitation and sharing. Usually, the main body of sending is the human resources department or the supervisor (notice) and the general manager's office (official document), so make sure that your email is suitable for mass sending and don't take up the time and resources of the recipient;

12. Reply:

1) Distinguish between "reply" and "reply to all": if only one person needs to know something, just reply to one person alone; If you make a conclusive response to the sender's request, reply to all; If you are in doubt or unclear about the questions raised by the sender, you can reply to the email by phone or face-to-face communication with the sender. Don't reply repeatedly in the email, causing unnecessary trouble to others.

2) When replying to email questions, it is best to copy the relevant questions into the reply email, and then attach the answers;

3) Important urgent emails usually need to be answered within 2 hours; For ordinary mail, you also need to reply within 24 hours. If things are complicated and there is no result at the moment, you need to reply in time "The email has been received and is being processed, and the result will be replied as soon as possible". It is very necessary to respond in time.

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

4) It is very necessary to reply as soon as you receive the email and let the sender know about it. Especially when the sender says "please reply when you receive it" in the email, unless you are a leader, it is best not to reply "read" or "read" directly, at least 10 is needed, which shows a kind of respect.

note:

1) Avoid sending important emails on Mondays and Fridays; If it is a particularly important and urgent email, be sure to inform the key person of the email orally or by phone, so as not to affect the work process;

2) Pay attention to polite expressions again;

3) avoid long speeches;

4) No typos, no typos, no typos.