E-mail is a more formal tool for companies to convey information. Here, I want to send my regards to you for the first time. Welcome to read!

The first email greeting is 1, I hope you are all right.

I hope you have a good time.

3. How have you been recently? I like Mi You very much.

4. hello, hello. I met you for the first time. )

How's it going? How's it going?

6. Do everything well?

7. Have a nice day and give you my best wishes.

8. I hope you enjoy your evening and morning!

What you need to pay attention to when sending an email is about the subject.

The main difference between e-mail and stationery is to outline the subject. Summarize the content of the whole email in just a few words in the subject column, so that the recipient can weigh the priorities of the email and deal with it separately.

1, don't leave the title blank, it's the most impolite.

2. The title should be short, not long, and don't let outlook use … to display your title.

3. It is best to write the email of * * company, so that the other party can see at a glance, which is easy to save, and the time can be omitted, because the general email will be automatically generated, which is more complicated to write.

4. The title should truly reflect the content and importance of the article, and avoid using vague titles, such as "From Teacher Wang". Don't use random topics without actual content, such as "hey!" Or "take it!"

5, a letter as far as possible only for a theme, don't talk about a lot of things in a letter, in order to arrange later.

6. Use capital letters or special characters (such as "*!") ) as appropriate. ) to highlight the title and attract the attention of the recipient, but it should be moderate, especially don't use the word "urgent" casually.

7. When replying to the other party's email, change the title according to the content of the reply, instead of piling up.

8. Most importantly, there must be no typos or inconsistencies in the theme. Never just check the text, but forget to check the subject before sending it. The theme is the first impression to others, so be careful.

On addressing and greeting

1. Address the recipient appropriately and address the recipient at the beginning of the message. This is not only polite, but also clearly reminds a recipient that this email is for him and asks him to give the necessary reply; In the case of multiple recipients, you can send it to everyone. If the other party has a position, address the other party according to the position, such as "Manager X"; If you don't know your position, you should call yourself "Mr. X" and "Miss X" as usual, but you must first determine your gender. Unfamiliar people should not directly address themselves by their English names, nor should they address people higher than themselves. It is also impolite to call everyone by their full names. Don't use "Dear xxx" to make everyone look familiar.

Regarding the format, the title is the capital letter of the first line.

It is best to have greetings at the beginning and end of the email. Write a "hi" at the beginning, a "hello" or "hello" in Chinese, and write the greeting at the beginning in two spaces. At the end, it's common to write "Best regards" and "Good luck" in Chinese. If you are an elder, you should use "greetings". 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. As the saying goes, "it's not surprising to be polite." It is always good to be polite. Even if there is something wrong in the email, the other party can treat it calmly.

main body

1. The body of the email should be concise and smooth. If the other person doesn't know you, the first thing to say is your identity. You must tell the name of the company you represent to show your respect for each other. The name of the roll call should be concise and to the point, preferably related to this email and the other party. The main function is to make the recipient understand the purpose of the email smoothly. Don't be absent-minded. It's business. People don't know who you are, so they have to wait until the end. But it shouldn't be too much. Some information unrelated to the text, such as contact information, should be indicated in the signature file. The body of the email should be concise and clear; If there are many specific contents, just briefly introduce the text, and then write a separate document as an attachment for detailed explanation. The text should be fluent, with simple words and short sentences, accurate and clear, and avoid obscure sentences. It's best not to let people pull the scroll bar to finish reading your email, and never learn from Tang Priest.

2. Pay attention to the discussion tone of the email according to the familiarity and hierarchical relationship between the recipient and himself; Whether the email is internal or external, you should choose the appropriate tone to discuss it so as not to cause discomfort to the other party. Respect each other, please, thank you and other sentences should appear frequently. E-mail is easy to forward to others, so you must be cautious and objective in commenting on others' opinions. "Mail door" is a profound lesson!

3. For the sake of clarity, the list of 1234 should be used in the email body. If things are complicated, it's best to explain them clearly in paragraphs 1, 2, 3 and 4. Keep each paragraph short, no one has time to read your long speech carefully.

It is best to explain all the relevant information clearly and accurately in one email. Don't send "supplement" or "correction" email after two minutes, it will make people very disgusted.

5. Try to avoid spelling mistakes and typos, and pay attention to using spelling check. This is a sign of respect for others and your attitude. If it is an English mail, it is best to turn on the spelling check function; If it is Chinese mail, pay attention to the homophones with mental retardation brought by pinyin input method. Before sending an email, be sure to read it carefully by yourself to check whether the writing is smooth and whether there are any mistakes in spelling.

6. Prompt important information reasonably. Don't use capital letters, bold italics, colored fonts, and enlarged font sizes to prompt some information easily. Reasonable hints are necessary, but too many hints will distract people and affect reading.

7. Reasonable use of pictures, tables and other forms to help explain many emails with technical introduction or discussion nature is difficult to describe clearly in text. If you explain it with a chart, the recipient will certainly praise your thoughtfulness.

8. Don't always use smiley face characters like:) to appear frivolous in business letters. Business email is not your love letter, so:) You'd better use it with caution. Only in some occasions that really need to emphasize a relaxed atmosphere, such as now-:)

attachment

1. If the email contains attachments, the recipient should be prompted to check the attachments in the text.

2. The attachment file should be named with meaningful names, and it is best to summarize the contents of the attachment so that the recipient can manage it after downloading.

3. The text should briefly explain the contents of the attachments, especially when there are multiple attachments.

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

5. If the attachment is a file with a special format, explain the opening method in the text so as not to affect the use.

6. If the attachment is too large (no more than 2MB), it should be divided into several small files and sent separately.

Language Selection and Chinese Character Coding

1. Use English mail only when necessary. English mail is only a tool for communication, not for showing off and practicing English. If there are foreigners among the recipients, English mail should be used for communication; If the recipient is from China in other countries and regions, they should also communicate in English. Due to the problem of Chinese coding, your Chinese e-mail may be garbled in other areas.

2, respect each other's habits, don't take the initiative to initiate English mail. If the other party's email with you is in Chinese, please don't be smart enough to send him an English email; If the other party sends you an email in English, don't reply in Chinese.

3. For some informative or important emails, it is recommended to use Chinese. It is difficult for you to guarantee that there is something wrong with your English expression level or someone's English understanding level, which will affect the solution of the problems involved in the email.

4. Choose a font size and font that is easy to read. Truthfully use Song Ti or New Song Ti in Chinese, Verdana or Arial in English, and No.5 or 10 in font size. This is the most suitable font size and font size for online reading. Don't use strange fonts or italics, and it's best not to use background stationery, especially official mail. Don't set the font too large to highlight the content, it is very troublesome to pull the scroll bar; Don't be too small, it will hurt your eyes.

End signature

Every email should be signed at the end, so that the other party can clearly know the sender information. Although your friend may recognize you from the sender, don't design such a job for your friend.

1, not too much signature information. It is necessary to add a signature file at the end of the email. The signature file may include information such as name, position, company, telephone number, fax number, address, etc. , but the information should not be too many lines, generally not more than 4 lines. You just need to put some necessary information on it, and the other party will contact you if they need more detailed information. It is feasible to quote a sentence as part of your signature, such as your motto or company slogan. But to distinguish between the receiver and the occasion, remember to be decent.

2. Don't use only one signature file for internal, personal and familiar customers. The signature file should be simplified. An overly formal signature document will alienate the other party. You can set multiple signature files in OUTLOOK and call them flexibly.

3. The text of the signature file should match the main text, which can be simplified, traditional or English to avoid garbled codes. The font size should usually be smaller than the text font.

Reply skill

1. Reply to the email in time. After receiving an important email from others, you often need to reply immediately. This 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. For some low-priority emails, they can be processed at a specific time, but generally not more than 24 hours. If things are complicated and you can't reply in time, you should at least reply in time, saying, "OK, we are working on it, and we will reply in time as soon as we have the result, and so on." Don't keep the other party waiting, remember: reply in time, even if it's just to confirm the receipt. If you are on a business trip or vacation, you should set up an automatic reply function to remind the sender so as not to affect your work. 2. Make a targeted reply. When replying to a question, it is best to copy the relevant question into the reply and attach the answer. Don't use simple, too straightforward, make necessary explanations, let the other party understand once and for all, and avoid repeating communication and wasting resources.

3. The reply shall not be less than 10. The other party sent you a long email, and you really only replied "yes", "yes", "thank you" and "I know", which is very impolite. Anyway, add the word 10 to show respect.

4. Don't reply to the same question many times, and don't build tall buildings. If the sender and the recipient reply to the same question more than three times, it can only show that the communication is not smooth and the explanation is unclear. At this time, we should communicate by telephone and other means before making a judgment. E-mail is sometimes not the best way to communicate. For more complicated questions, multiple recipients frequently reply and express their opinions. The higher the email level, the longer the email will be, and it will be awkward to read. At this time, it is necessary to summarize the results discussed above, cut down and slim down, and highlight useful information.

5, to distinguish between reply and reply all (distinguish between individual reply and reply all) If only one person needs to know something, reply to him alone. If you make a conclusive response to the sender's request, you should replay it all and let everyone know; Don't ask the other person to help you finish it. If you are not clear about the questions raised by the sender, or have different opinions, you should communicate with the sender alone, and don't keep going back and forth to discuss with the sender in front of everyone. I'll tell you after the discussion. Don't often send emails to your boss with uncertain results. Think twice before clicking "Reply to All"!

6. Actively control the exchange of emails. In order to avoid unnecessary reply and waste of resources, some recipients can be designated in the text to reply, or the following sentences can be added at the end of the text: "All completed", "No action required" and "For reference only, no reply required".

Correct use of sending, cc and bcc

Distinguish recipients, cc's and bcc's (distinguish recipients, cc's and secret senders)

People at 1 and To must accept the main questions involved in this email and reply to it.

2.CC people just need to know about it. CC people have no obligation to reply to emails. Of course, if people in CC have suggestions, they can reply to the email.

3, and bcc is a secret delivery, that is, the recipient does not know that you sent bcc. This can be used in unconventional situations.

4. The arrangement of recipients and cc recipients should follow certain rules. For example, by department; From high to low or from low to high according to the position level. Proper rules help to improve your image!

E-mail only to those who need information, and don't take up other people's resources.

6. Forward the message to highlight the information. Before forwarding the message, first make sure that all recipients need this message. In addition, when forwarding sensitive or confidential information, be careful not to forward internal messages to outsiders or unauthorized recipients. When necessary, the content of the forwarded mail should be modified and sorted out to highlight the information. Don't send dozens of RE emails to others, which makes people confused. Don't send spam or attach special links.

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