The writing format of business emails
Business people should abide by certain etiquette standards when using emails to communicate with the outside world. How to use emails correctly and write standardized business emails, Smoothly conduct external communications. Detailed introduction is given below (email writing etiquette is introduced separately).
There are three ways to compose emails: write emails, reply to emails, and forward emails. Each of the three methods has its own merits, but they are all divided into four points in terms of writing format: recipient, carbon copy, subject (title), and content.
1. Recipients
1. Confirm the recipients of the message and reduce the number of people to the minimum.
2. Before sending an electronic message, confirm whether the recipient is correct to avoid unnecessary trouble.
2. Copy
1. When necessary and determined, send a copy to the corresponding person who needs to know the progress.
2. Under normal circumstances, do not send carbon copies to ordinary customers.
3. Confirm the recipients of the CC message and reduce the number of people to the minimum to avoid unnecessary trouble.
3. Subject
The email must indicate the subject, because many Internet users use the subject to decide whether to continue reading the content of the email in detail. In addition, the topic should be clear, concise and relevant to the content, express the information the other party needs to know, and be able to distinguish different information about the same thing. Let people know it at a glance so that they can quickly understand and remember it.
4. Content
Online communication requires timeliness, so the content of the email should be concise and to the point, and seek communication effectiveness. The opening words, polite words, congratulations, etc. used in ordinary letters can be omitted when communicating online. However, the four points of title, body, conclusion, and signature/signature should be as complete as possible.
1. Title
1) If there is the name of the recipient, it can make the other party feel more friendly.
2) If you know the gender of the other party, you can use: Mr. **, Miss **, Ms. **
3) If you know the identity of the other party, you can use: **General Manager, **Manager, **Chairman, ×General Manager, ×Director, ×Manager
2. Text
The text should have a clear theme, smooth language and concise content. When writing the main text, you should also pay attention to the following points to show courtesy and respect to avoid unnecessary trouble.
1) When writing an English letter, only capitalize one or two words for emphasis. It is impolite to capitalize the entire letter. When writing Chinese, only use bold and other methods to emphasize some words.
2) Don’t vent your dissatisfaction in letters, resolve it face to face.
3) When replying to a letter, it is necessary to add part of the original text to facilitate the other party to understand the content of the reply.
4) If the excerpted original text is very long, the reply content should be put at the front first, and the original text content at the end.
5) Only when the recipient understands the meaning Use slang or abbreviations.