1. Things to note when writing business emails:

1. Subject:

1) The email must indicate the subject: First, it can be easily read by the recipient And prioritize it; second, avoid being intercepted or deleted as spam;

2) The subject is clear, concise, and relevant to the content: it is convenient for retention; it is convenient for the recipient to prioritize; and it avoids being intercepted. Or delete;

3) Particularly important or urgent emails can appropriately use the "*" or "!" symbol, as well as the word "urgent";

4) It is best for an email to only Focus on a topic for future reference;

5) When replying to an email, change the title appropriately according to the reply content;

6) Note: Please be sure to check whether the topic is smooth and whether there are typos;

2. Recipients: can be distinguished by "must give a reply"; Note: Confirm the recipient of the email, reduce the number to the minimum, and the other party's email address is accurate, check carefully to avoid missing recipients It would be better if it could be arranged in order according to department or position;

3. CC: It can be distinguished by "those who need to know about this matter", for example, your direct leader needs to know the progress of the project ; The precautions are the same as those of the recipient;

4. Bcc: The BCC recipient can see who your email is sent to and who you have copied it to, but the recipients and CCs You cannot see the person who sent the BCC; usually BCC is not used much. If you are a middle-level person, you need to communicate and coordinate something across departments. At the same time, you need the boss to know, but at the same time, you need your subordinates to follow up on the matter. progress, obviously the recipient is a cross-department colleague, and the cc needs to be both your boss and your subordinate, but it is not suitable for these two people to be put together, then you can choose to encrypt the cc to you boss, that’s it;

5. Title:

1) Format: Address the recipient at the beginning of the email, in the first line;

2) Title: If you know the other person's exact position, you can just write "** Manager"; if you are unfamiliar with someone and you don't know the exact position, but you know the other person's gender, you can just write "Mr. **" /Ms."; if you are of equal rank or peer, you can call them by name directly to appear more friendly; if there are multiple recipients, you can use "everyone"; note that in English business emails: unfamiliar people or ranks It is not appropriate to call people who are higher than you by their English names directly, and it is impolite to call them by their full names; it is safer to use Mr., Ms., or Dr. as titles;

6. Greeting: Format: In the title Write two spaces after the newline. , such as "Hello" or "Hello"; It is common to write something like "Wish you good luck with your work" at the end. If you are an elder, you should use the "salute". 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 a new line.

7. Text:

1) Requirements: The content is clear, the theme is clear, and the language is smooth; the main purpose is to explain the reasons, what things, when, what needs to be done, and the results. What;

2) Notes: A. One email should explain the complete incident; B. If there is a lot of content, you can use paragraphs 1, 2, 3, etc. to describe it clearly and keep each paragraph short and concise; C. According to the communication content, digital tables or pictures can be used to assist the explanation; D. For the content that needs to be emphasized, bold fonts, color markings, etc. can be used to explain, but please pay attention to moderation, too much is not enough; E. Song Dynasty or New Song Dynasty is commonly used in Chinese. For English, use Verdana or Arial font size, and use point 5 or 10 font size. Try to avoid using letter paper for business emails; F. If the email contains attachments, they need to be specified in the body of the email; G. Use more polite words, such as "Please", "Thank you", etc.; H. Be sure to check and make sure there are no typos;

8. Ending: Just echo the previous greeting and pay attention to the format (reference 6)

9. Signature:

1) The recipient can clearly know the sender;

2) The signature can include name, position, company, phone number, fax, Address and other information, but the information generally does not exceed 4 lines. The text selection should match the main text, and the font size is generally smaller than the main text;

3) You can add a short motto or company slogan, but It is not necessary;

10. Attachments:

1) If the email contains attachments, prompt the recipient to view the attachments in the body. If there are multiple attachments, it needs to be in the body. Description, such as quantity, attachment name, content, etc.;

2) Attachments are named in a way that accurately describes the attachment content. When the number exceeds 4, the compressed file needs to be packaged and cannot be sent according to the email settings. Emails that exceed the memory will be sent separately;

3) If the attachment is stored in a special format, please mark the opening method to avoid affecting the use effect;

11. Forwarding: First determine the forwarding Whether the recipient of the email is necessary; corresponding instructions or explanations are required for forwarding the email, such as "please ask the leader for approval", "please assist in processing", etc.; for emails that have been repeatedly communicated and responded to several times, they need to be reviewed before forwarding. Necessarily organize, summarize, and explain the content of the email; 12. About mass sending: According to the type of email, notification, invitation, and sharing emails are usually sent in bulk emails. The main subjects of sending are usually the human resources department or supervisor-level people. (Notifications) and (official documents) from the general manager’s office, etc., so be sure to determine whether your email is suitable for mass sending, and do not take up the recipient’s time and resources;

12. Reply:

1) Distinguish between "reply" and "reply to all": If you only need to know something that a single person knows, just reply to one person alone; if you make a conclusion response to the sender's request, just reply All; if you have doubts or are unclear about the issues raised by the sender, you can communicate with the sender by phone or face to face separately and then reply to the email after the results are obtained. Do not keep replying repeatedly in the email to cause unnecessary trouble to others;

2) When replying to email questions, it is best to copy the relevant questions into the reply email, and then attach the answers;

3) Important and urgent emails usually take 2 hours Reply within 24 hours; general emails also need to be replied within 24 hours. If the matter is complicated and there is no result for a while, you also need to reply in time, "The email has been received and is being processed. We will reply as soon as there is a result." It is very necessary to respond;

If you are on a business trip or on vacation, you can set the automatic reply function to remind the sender so as not to affect your work;

4) Receive the email It is very necessary to reply as soon as possible to let the sender know that you are aware of the matter, especially when the sender states "please reply after receipt" in the email. Unless you are a leader, it is best not to Reply directly with "read", "read", etc., with at least 10 words, which shows respect.

Note:

1) Avoid sending important emails on Mondays and Fridays; if it is a particularly important and urgent email, be sure to notify the key person orally or by phone to avoid affecting the work. Process;

2) Remind you to pay attention to polite language again;

3) Avoid long speeches;

4) Don’t have typos, don’t have typos, don’t have typos.