Sending and receiving emails is also very particular. So what are the email etiquette in the workplace? How to send emails politely in the workplace? The following is the etiquette that I have compiled to pay attention to when sending emails. I hope it will be useful to you. Helpful! What are the etiquettes to pay attention to when sending emails 1

Etiquette when sending emails

1. Reply to emails in a timely manner

Receive important emails from others After that, you can reply; the ideal reply is within 2 hours (urgent and important emails). Not every email is processed immediately, which takes up too much time. Some low-priority emails may be collected.

When complex emails cannot be responded to in a timely and accurate manner, do not make the other party wait and respond in a timely manner, even if it is just to confirm that it has been received and is being processed.

2. Targeted reply

When replying to the question list email, you should copy the question list and attach the answers one by one. Provide necessary explanations so that the other party can understand them once; avoid repeated communication and waste of resources.

3. Take the reply seriously

When the other party sends a long email, the number of words in the reply should not be too few, such as "yes", "right", "ok", " Words like "Received" and "Thank you" are very rude.

4. Don’t build tall buildings with the same problem

If there are too many REs, it means that the communication is not smooth and the explanation is not clear. At this time, you should make a judgment after talking over the phone.

5. For more complex issues, after multiple recipients frequently reply and express their opinions, the discussion results should be summarized immediately, deleting and slimming down, and highlighting useful information.

6. Distinguish between Reply and Reply All

If only one person knows, Reply; if the request made by the sender requires a conclusion, Reply All.

If you are unclear about the issue raised by the sender or have different opinions, do not keep RE in front of everyone. You should communicate with the sender individually and inform everyone after the results are obtained. Don’t send frequent emails to your boss with no definite results.

7. Actively control email exchanges.

8. Avoid sending detailed discussion opinions to the top manager, especially business details that are foreseeable and that the top manager cannot understand in depth.

Main functions of email

1. Make all participants clearly understand the topics discussed, factual basis and conclusions, as well as the conclusions reached, and keep following up until the work is completed. .

2. Able to accurately and timely record the progress of matters, discussion content and action details, and serve as a historical file for each work project.

3. Serve as proof when there are disagreements or disputes. Email can help people focus on facts rather than feelings or other differences in personality and work styles, and resolve disagreements and disputes in a reasonable manner.

About the principles of email preparation and sending

Principle: respect other people’s time.

To respect a person in workplace interactions, you must first know how to save time for him. In terms of email, this means: only providing valuable information to those who need it as quickly and directly as possible.

About email names

If you do not use it in the workplace or for business correspondence, your email name is Amao, Agou, Tufeiyuan, Wandering Angel, xx-!~ You can name it in Martian script and so on... you can call it whatever you want! But for formal business communication, it won't work. If you do not have a company-wide email address and use your own free email address such as QQ or 163 to send work documents or resumes, I recommend setting the email display name to your own name. Because when sending formal business documents, be sure not to ask the recipient to guess who you are.

What etiquette should you pay attention to when sending emails Part 2

First of all, when sending emails, you must have a clear subject, otherwise others will mistake them for spam or unurgent emails and fail to check and reply in time. , the general topic could be something about...

Secondly, there must be a title and greeting in the email. Generally, those who know the name can be called the general manager/worker/manager. Those who do not know the name can directly call the leader of a certain unit.

The content of the text should be concise and easy to understand, so that people can know what you want to do and what you want as quickly as possible, rather than making a long speech.

Pay attention to describing the content in points, such as 1, 2, 3, etc., rather than writing it to the end in one sentence. Be careful not to have typos that will make people laugh.

Finally, check and confirm before sending an email. Make sure there are no errors or omissions. Try to solve them at once. Also, don’t send the wrong email to others, and pay attention to the recipient number. If there are attachments in the article, there must be words indicating attachments and paying attention to check them.

Formal emails, or even all emails, should have a subject line. And the title must summarize the content of the email. The title is the face of the email. This face should let the recipient know at a glance what the email content is and how to deal with it.

2. Concise and elegant format

The content of the text must be concise and elegant. The font color is black, the font is Song Dynasty, and the size is moderate. Avoid flashy colors and fonts.

3. A clear and logical text

The first is the salutation: Dear XX, hello! Or Dear XX, hello! Then clarify the content in paragraphs. Each paragraph should not contain too much content and should not contain unnecessary nonsense. Use short answers and avoid using complex words (especially in English emails)

4. Good reply habits

What is easily overlooked is the etiquette after receiving emails. Please reply as soon as possible after receiving the email. What etiquette should be paid attention to when sending emails? Chapter 4

About the subject

The subject should be outlined and highlighted. Adding the subject of the email is the main difference between email and letterhead. In the subject column Summarize the content of the entire email in just a few words, making it easier for the recipient to weigh the priorities of the email and handle it separately.

1. Be sure not to leave a blank title, it is the most disrespectful.

2． The title should be short and not lengthy. Don’t let Outlook use... to display your title.

3． It is best to write the email from xx company so that the other party can see it at a glance and it is easy to save. You don’t need to indicate the time, because the general email will be automatically generated, and it will be cumbersome to write it down.

4. The title should truly reflect the content and importance of the article. Avoid using titles with unclear meanings, such as "Mr. Wang accepts". Don't use random topics without actual content, such as: "Hey!" or "Keep it!"

5. A letter should only focus on one topic as much as possible, and do not talk about multiple things in a letter so that it can be organized later

　6. It is appropriate to use capital letters or special characters (such as "x!", etc.) to highlight the title and attract the recipient's attention, but it should be moderate, especially do not use words such as "urgent" casually.

7. When replying to the other party's email, you should change the title according to the content of the reply, rather than a long list of RE RE.

8. The most important point is that there must be no typos or irregularities in the subject. Do not just check the text but forget to check the subject before sending it out. The theme is the first impression you make on others, so you must be careful.

About salutations and greetings

1. Address the recipient appropriately and with appropriate standards

Be sure to address the recipient at the beginning of the email.

This is not only polite, but also clearly reminds a recipient that this email is for him and requires him to give the necessary response; in the case of multiple recipients, you can call everyone, ALL. If the other party has a position, you should address him or her respectfully according to his position, such as "Manager People who are not familiar with you should not call people by their English names directly, and people who are higher than you should not call people by their English names. It's also impolite to call someone by their full name. Don't catch everyone using "Dear xxx" to look familiar.

Regarding the format, the title is written in the top box of the first line

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

The simplest way is to write "HI" at the beginning, or "Hello" or "Hello" in Chinese. The greeting at the beginning is to write the title with two spaces on the next line. . It is common to write "Best Regards" at the end. In Chinese, it is enough to write "Wish you good luck". If you are an elder, you should use "Best Regards". Note that in very formal occasions, the standard letter format should be used completely. "Best wishes" and "Sincerely" are written with two blank spaces immediately after the end of the previous line or at the beginning of a new line, while "Good luck" and "Salute" are written at the top of the new line. As the saying goes, "It's not strange to be polite to many people." It's always better to be polite. Even if there is something inappropriate in the email, the other party can treat it calmly

Text

1. The body of the email should be concise and concise, and the writing should be smooth.

If the other party does not know you, the first thing that should be stated is your identity. Your name or the name of the company you represent must be notified to show your respect to the other party. Respect, the name should be concise and concise, preferably related to this email and the other party. The main function is to enable the recipient to smoothly understand the purpose of the email. Don't do it carelessly. If others don't know who you are, you have to wait until the end to see it. But it should not be too much. Some contact information and other information that is irrelevant to the main text should be stated in the signature file.

The body of the email should explain the matter clearly and concisely; if there is really a lot of specific content, the body of the email should only be a summary, and then write a separate file as an attachment to describe it in detail. The main text should be written fluently, use simple words and short sentences, express accurately and clearly, and avoid sentences that are difficult to understand. It's best not to make people scroll to read your email, and don't be like Tang Seng.

2. Pay attention to the tone of the email

Choose the appropriate tone according to the familiarity and hierarchical relationship between the recipient and you; whether the email is internal or external in nature. Discuss so as not to cause discomfort to the other party. Respect each other and use phrases like please and thank you frequently. Emails can be easily forwarded to others, so comments about other people's opinions must be cautious and objective. "Emailgate" is a profound lesson!

3. Use a list such as 1234 in the email body to make it clear.

If the matter is complicated, it is best to list several paragraphs 1, 2, 3, and 4 to explain clearly. Keep each of your paragraphs short and not lengthy. No one will have time to read through your lengthy paragraphs without paragraphs.

4. Convey complete information in one email

It is best to state all relevant information clearly and accurately in one email. Don’t wait more than two minutes before sending an “addition” or “correction” email, as this will turn people off.

5. Avoid spelling errors and typos as much as possible, and be careful to use spell check.

This is respect for others and a reflection of your own attitude. If it's an English email, it's best to turn on the spell check function; if it's a Chinese email, pay attention to the homophones for mentally handicapped characters brought to you by the Pinyin input method. Before sending the email, be sure to read it carefully yourself to check whether the writing is smooth and whether there are any spelling errors.

6. Prompt important information appropriately

Do not always use capital letters, bold italics, color fonts, enlarged font sizes, etc. to prompt some information.

Reasonable prompts are necessary, but too many prompts will distract people from the key points and affect readability.

7. Make 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 clearly in text form alone. If you illustrate it with a diagram, the recipient will praise your thoughtfulness.

8. Don’t use smiley characters like :) frequently. This looks more frivolous in business letters.

Business Email is not your love letter, so :) is best. Use with caution. Only use it in certain situations where you really need to emphasize a certain relaxed atmosphere, such as now -:)

Attachment

1. If the email has an attachment, it should be mentioned in the body of the message The recipient views the attachment

2. The attachment file should be named with a meaningful name, preferably to summarize the content of the attachment to facilitate the recipient's management after downloading

3. In the text A brief description of the contents of the attachment should be given, especially when there are multiple attachments

4. The number of attachments should not exceed 4. If the number is large, it should be packaged and compressed into one file

5. If The attachment is a file in a special format, so the opening method is explained in the text to avoid affecting use

6. If the attachment is too large (should not exceed 2MB), it should be divided into several small files and sent separately.

Language selection and Chinese character encoding

1. Only use English emails when necessary

English emails are only a tool for communication, not used to show off and practice English skills of. If there are foreigners among the recipients, they should use English emails to communicate; if the recipients are Chinese from other countries and regions, they should also communicate in English. Due to the problem of Chinese encoding, your Chinese emails may appear as Garbled Book of Heaven.

2. Respect the other party’s habits and do not initiate English emails

If the other party’s email correspondence with you is in Chinese, please do not be smart and send him an English email; if the other party sends If I send you an email in English, don’t reply in Chinese.

3. For some emails with rich or important information, it is recommended to use Chinese.

It is difficult to ensure that there is a problem with your English expression level or the English understanding level of someone in the recipient, which will affect the solution to the problem involved in the email.

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

For Chinese, use Song or New Song fonts. For English, use Verdana or Arial fonts. Use point 5 or 10 for font size. That’s it. This is the font size and font that research has shown is best for online readability. Don't use weird fonts or italics, and it's best not to use background stationery, especially for business emails. Do not set the font size too large to highlight the content, as it will be troublesome to pull the scroll bar; and do not set the font size too small, as it will take a lot of effort and hurt your eyes.

Ending signature

Each email should be signed at the end so that the other party can clearly know the sender's information. While your friends may recognize you from the sender, don't design this to work for your friends.

1. The signature information should not be too much.

It is necessary to add a signature file at the end of the email message. The signature file can include name, position, company, phone number, fax, address and other information, but the number of lines of information should not be too many, generally no more than 4 lines. You only need to put some necessary information on it, and if the other party needs more detailed information, they will naturally contact you. It's okay to quote a phrase as part of your signature, such as your motto, or company slogan. However, you must distinguish the recipient and the occasion, and remember to be appropriate.

2. Don’t just use one signature file.

For email exchanges with internal, private, familiar customers and other groups, the signature file should be simplified. A signature that is too formal will make you appear alienated from the other person.

You can set up multiple signature files in Outlook and call them flexibly.

3. The text of the signature file should be selected to match the text of the text, either simplified, traditional or English, to avoid garbled characters.

Generally, the font size should be smaller than the main text font.

Reply skills

1. Reply to emails in a timely manner

After receiving important emails from others, it is often necessary to reply to them immediately. It is respect for others. 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. Some low-priority emails can be processed at a specific time, but generally not more than 24 hours. If the matter is complicated and you cannot reply promptly and accurately, then at least you should reply promptly and say "received, we are processing it, and will reply in time once the results are available, and so on." Don’t keep the other person waiting, remember: respond promptly, even if it’s just to confirm receipt. If you are on a business trip or on vacation, you should set up an automatic reply function to remind the sender to avoid affecting your work.

2. Make targeted replies

When replying to questions, it is best to copy the relevant questions into the reply and attach the answers. Don't use simple ones, which are too blunt. You should provide necessary explanations so that the other party can understand them once and for all, so as to avoid repeated communication and waste of resources.

3. The reply should not be less than 10 words

If the other party sends you a long email, you should only reply with "yes", "right", "thank you", The words "already known" are very rude. No matter what, you have to make up 10 words to show your respect.

4. Don’t reply to discussions on the same issue multiple times, and don’t build tall buildings

If both the sender and the receiver reply to the exchange on the same issue more than 3 times, this can only mean that the communication is not smooth. Not sure. At this time, you should use other methods such as telephone communication to communicate before making a judgment. Email is sometimes not the best way to communicate. For more complex issues, multiple recipients frequently reply and express their opinions, and the higher the RE, the higher the email. This will result in the email being too long, cumbersome and unreadable. At this time, you should summarize the results of the previous discussion, delete and slim down, and highlight useful information.

5． Distinguish between Reply and Reply All (distinguish between replying individually and replying to all)

If you only need something that a single person knows, just reply to him alone. If you make a conclusion about the request made by the sender In response, you should replay all and let everyone know; don't let the other party help you complete this matter. If you are unclear about the issue raised by the sender, or have different opinions, you should communicate with the sender alone. Do not discuss it with the sender by going back and forth in front of everyone. You can discuss it before telling everyone. Don’t send frequent emails to your boss with no definite results. Think twice before clicking “Reply All”!

6. Actively control the flow of emails

In order to avoid unnecessary replies and waste of resources, you can specify some recipients to reply in the article, or add the following sentence at the end of the article: " All done”, “No action required”, “For reference only, no reply required”.

Correctly use send, carbon copy, and blind carbon copy

To distinguish between To, CC, and BCC (distinguish between recipients, carbon copies, and secret carbon copies)

　1. The person To is responsible for accepting the main issues involved in this email and should respond to the email.

2. The CC people just need to know about this. The CC people are not obliged to respond to the email. Of course, if the CC people have suggestions, they can of course reply to the email.

3． BCC is a secret delivery, that is, the recipient does not know that you sent it to the BCC person. This may be used in unusual situations.

4． The arrangement of recipients in TO and CC should follow certain rules.

For example, it can be arranged by department; by position level from high to low or from low to high. Appropriate rules can help improve your image!

5. Only send emails to those who need the information, and do not occupy other people's resources

6. When forwarding emails, highlight the information

Before you forward a message, first make sure that all recipients need the message. . In addition, be careful when forwarding sensitive or confidential information, and do not forward internal information to outsiders or unauthorized recipients. If necessary, the content of the forwarded email should be modified and organized to highlight the information. Don't send emails that have been rewritten dozens of times to others, making them confused. Do not send spam or attach special links.