E-mail is a very common and important communication tool. There are rules for the subject, title, greeting, body, attachments, etc. of the email. The following is a rule of thumb

Have an email account, no brand restrictions

Methods/Steps

[Topic]

1. Title Don't leave it blank.

2. The title should be short.

3. The title should summarize the content and importance of the article.

4. A letter should address only one topic.

5. You can write an email from ** company.

6. Use capital letters or special words appropriately to highlight the title. Do not use words such as "urgent" casually.

7. You can modify the topic according to the reply content.

8. There should be no typos or irregularities.

[Calling]

1. Address the recipient at the beginning of the email. If there are multiple recipients, you can address everyone or ALL. Format, the title is written in the top case of the first line.

2. If you have a job title, you should address the other party respectfully according to the position, such as "Manager

3. It is not advisable to call people by their English names who are unfamiliar with you and those who are higher than you. It's also impolite to call someone by their full name.

[Greetings]

1. The opening words can be "Hi", "Hello", "Hello". Format, the greeting at the beginning is written with a new line and two blank spaces.

2. The ending can be written as "Best Regards" or "Wish you good luck". If you are an elder, you can write "Best regards". Format, "Best wishes" and "Sincerely" are two spaces immediately following the end of the previous line or the beginning of a new line. "Smooth" and "Salute" are written in the top case of a new line.

[Text]

1. The text is concise and the writing is smooth. If there is a lot of content, just write a summary in the main text, and then write a separate file as an attachment to describe it in detail.

2. Use lists such as 1234 in the text to make it clear.

3. Make reasonable use of pictures, tables and other forms to assist explanation.

4. Provide complete information in one email.

5. Prompt important information reasonably.

6. Use honorifics appropriately according to the degree of familiarity, such as "please" and "thank you".

7. Use expressions with caution.

[Attachment]

1. If there is an attachment, the recipient will be prompted to view the attachment in the text.

2. Attachment files should be named with meaningful names, preferably ones that summarize the contents of the attachment.

3. The main text should briefly describe the contents of the attachments, especially if there are multiple attachments.

4. If the attachment has a special format, the opening method should be stated in the text to avoid affecting use.

5. The number of attachments should not exceed 4. If the number is large, they should be packaged and compressed into one file. Both zip and rar formats are acceptable.

6. If the attachment is too large, it should be divided into several small files and sent separately.

[Language selection and Chinese character encoding]

1. Use English emails only when necessary.

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

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

4. Chinese uses Song Dynasty or New Song Dynasty, and English uses Verdana or Arial. The font size is 10, but should not be too large or too small. Don't use weird fonts or italics.

5. Formal emails should not use background stationery.

[Ending signature]

1. A signature is necessary, but the information should not be too much. The signature file can include name, position, company, phone number, fax, address and other information, and generally does not exceed 4 lines.

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 can appear alienating. Multiple signature files can be set up and called flexibly.

3. The text of the signature file should match the main text, in simplified Chinese, traditional Chinese or English, to avoid garbled characters. Generally choose a smaller font size than the main text.

[Reply Tips]

1. Reply to emails in a timely manner.

3. The reply should not be less than 10 words.

2. Provide targeted replies. When replying to a question, it is a good idea to copy the relevant question back into the reply and attach the answer.

4. Don’t reply to discussions on the same issue multiple times, and don’t build tall buildings. If you receive no response after 3 attempts, please call us.

5. Distinguish between Reply and Reply All (individual reply and all reply).

6. Actively control the flow of emails. To avoid unnecessary replies and waste of resources, you can reply to the recipient in a designated part of the text. Or fill in the following sentences at the end of the article: "All done", "For reference only, no reply required", etc.

7. If you want to receive fewer emails, reduce the number of emails you send.