In the workplace, you must have received emails similar to the following and what you thought at the time were as follows:

1. Important emails marked with a red exclamation mark, reminding you to pay close attention to them, but in fact It's just a little thing - rude and ruthless.

2. CC the boss every day, and involve the boss at every turn - the method is a bit low.

3. Reply to everyone and make an appointment for dinner, "I am on a business trip on Thursday, I can do it on Thursday, I can do it on Friday, I can do everything except Thursday" and so on endlessly - I cursed in my heart. person.

4. RE: RE: RE: RE:, add a RE to the title of each reply, the building is built one layer after another, and the email title is squeezed out - it feels like the computer hard drive is broken.

5. It’s no big deal, it’s all in the email or in the entire email! ! ,exclamation mark! But the reminder of the visual sense - what the hell, I feel tired.

6. FYI without saying hello (for your information), you have to scroll through the attachments from top to bottom - guess what, working part-time is not a relationship... .....

Well-written emails are all similar, while poorly-written emails are each annoying in their own way.

In the past, when we wrote letters, we often said the words were like the person they wrote. In the Internet age, professionals have to deal with emails every day. Emails are like writing letters. Nowadays, seeing emails is like meeting in person. Every email you send can either add to or harm your reputation. If an email is disorganized, inappropriate, or filled with errors, the recipient will tend to assume that the sender is a careless, disorganized, and unprofessional person. Therefore, email etiquette is as important as table etiquette and dress etiquette.

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Since emails are like people and we don’t pursue beauty and beauty, we should at least ensure that they are clean, concise and business-like. What should we do?

1. Be signed and must be your real name. If necessary, the signature should include contact information and company name. Leaving contact information is to ensure that the recipient can contact you as quickly as possible if necessary.

2. Have a theme and be concise. Summarize the core content of the email in no more than 20 words. For example: "Please review: X report for month X"; "Report from XX company on XX" and so on.

- Your subject must match the content of the email. Never open old emails, press reply, and send messages that are unrelated to the last one. Whenever the content discussed in the email changes or is updated, please remember to change the subject and remember to remove "RE: original subject".

- Avoid using all-case themes and include URLs and exclamation points. This will look like spam and be easily missed by recipients.

3. Keep the format simple, elegant and clean. All words have one color, same size, and one font. Paragraphs are responsible for logic, indentation is responsible for hierarchical relationships, and bolding is responsible for highlighting key points. These three methods solve everything without the need for other complicated and fancy layouts. Avoid different colors, sizes, fonts. No background pictures or background music.

4. Know the recipient. The greeting and signature should be consistent with a level of respect and formality for the recipient. If the recipient tends to be polite and formal, use a formal approach. For example: "Dear Mr. Zhang, I hope this Email finds you well." The ending emphasizes follow-up matters. For example: I kindly ask you to take the time to reply with your revision comments. Thank you very much. Then, "Wish you all the best"; sign "XXX". If you know the recipient well, use an informal and relaxed approach.

If the email recipient doesn’t know who you are, start by introducing yourself. The content includes name, department, and purpose of writing the email. For example, I am XX from XX department of XX company. I am writing to you today to...

5. The text is logically clear. Each paragraph tells one thing.

Use more short paragraphs and less large paragraphs; use more short sentences and less long sentences; use more simple words and less complex words; keep it short and to the point.

6. Avoid using shortcut keys, emoticons, jargon or slang in place of standardized text. You can use words such as "u", "F2F" ("you you", "face to face"), and "Gr" (great) in daily life. In business letters and emails, you should avoid such shortcuts and put a smiley face or emoticon . These will make you look unprofessional.

7. Use exclamation points with caution. Exclamation points in business emails can make you look childish and unprofessional.

8. It is best to compress large attachments before sending them. Please explain in the body of the sent email that the file has been compressed because it is too large. If the recipient encounters any problems decompressing the file, he or she can reply to the email to find a solution, such as suitable compression software. Compression also ensures that emails don't clog your outbox or your recipient's inbox.

9. If you have more than two attachments, name all attachments logically and choose appropriate topics. This way the recipient will know the subject and which attachment to start with at a glance. For example: 01 XX annual report, 02 XX quarterly summary, 03 XX is clear for each region.

10. Check the recipients. Before sending, take the time to check whether there are any missing or redundant recipients for the first recipient and CC recipients or BCC recipients to make sure all recipients are appropriate.

11. If you are in a foreign company, check the surname after the English name. Avoid incorrect recipient selection due to the same name and different surname.

12. Protect privacy. If you want to send a message to a group of people who don't know each other, it's best to use a privacy-protecting method. The recipients fill in their own emails and everyone else puts them in "Bcc". And clearly stated in the email that this is to protect the privacy of the recipient.

13. Evaluate the importance of emails and don’t overuse high priority options with a red exclamation mark. If you overuse this feature, you'll end up with few people taking it seriously. A better approach is to use a descriptive subject line to explain your hopes or express expectations at the end of the email and express thanks in advance.

14. Be careful to keep information confidential. When it comes to confidential information, you can set a password on the file and send the password via a separate email.

15. If you don’t anticipate a response, feel free to add “No reply required” at the top of the email.

16. Respond promptly. Unless you are working in some type of emergency situation, respond to all emails the same day they are received. For emails tracking the progress of an incident, if no deadline is set, a response within 24 to 48 hours is acceptable depending on the nature of the email and the sender. The speed of email reply represents your ability, efficiency and the importance you attach to him.

17. Use autoresponders when necessary. When you're out of town for an extended period of time or can't check email as often as you would in the office. For example, an automatic reply: "Thank you for your email, I will get back to you as soon as possible." Although, doing this is a good thing for spammers, as it confirms that your email is genuine and they can add you to their spam list.

18. Change the theme. If the email goes back and forth, or even the topic of the discussion changes, you can change the subject, or start a new email, instead of appearing RE: RE: RE: RE: The article is wrong.

19. Use "reply all" with caution. Unless everyone on the email recipient needs to know, don't click "Reply All" or you'll get a bunch of inexplicable comments. Of course you'll want to make sure that the email addresses of everyone who needs to be notified are in the To field. You can move some people to CC or BCC, and indicate in the body of the email: "In order not to disturb everyone, I moved so and so to BCC." From the next letter onwards, he stopped participating in the discussion.

20. Finally. Before pressing the "Send" button, double-check the title, title, typos, and attachments.

You have got the clean, simple and elegant business-style email etiquette.