When you are overwhelmed by e-mail, you must have thought about how to get rid of these "voluminous" e-mails. In order to ensure that your business email message is effectively conveyed, it must be clear, concise and operable/executable. In addition, the format of the email is also very important-a good format will help readers filter out important information without affecting the professionalism of the email. The following are some precautions when writing business emails:

1, keep a professional tone:

There is nothing wrong with being direct (To bestraightforward is good), but please don't bring emotions and informal language into the email, and try to avoid contracts as for and abbreviations as for. But whether an email is formal or not is a matter of different opinions. Look at the following example:

Original:

Thank you for the snake. I'm sorry, two people have died. Please send more as soon as possible. Talk to you later.

This is definitely very informal-even long-term partners in the business field, not to mention the emergence of alternative oral expressions like this-which is very unprofessional.

After re-editing:

Thank you for delivering the snake to our shop/house/apartment. But then two of them died because of XXX. I hope you can send us two replacement snakes as soon as possible. Please email me or call XX for further questions and arrange a new shipment.

But every working environment has its definition of formality-we call it working culture: if it is accepted and established in the whole environment, it may not hurt. But stick to the bottom line: don't use abbreviations and abbreviations, try to use complete sentences and don't make grammatical mistakes. Of course, don't write anything that displeases the boss, such as misspelling your name and title.

2. Proofreading is really important:

The function of proofreading includes not only avoiding the above inappropriate writing, but also checking punctuation and excluding all capitals, unless the email is sent by your boss or other people with higher status. I have encountered such a situation: the Englishman who corrects homework is also an elder, and his comments are all capitalized-at first it was completely unbearable-just like seeing him growl in your face, but afterwards you learned from other places that this was the expression habit of their generation, and you accepted it. Therefore, it is very important to know each other's cultural background and even living habits-it can avoid some misunderstandings.

Finally, if an email is to be sent to many people, it is best to find several people to proofread it.

3. Master the opening remarks (greetings) and closing remarks of e-mail:

Greetings should be concise and formal. According to the context in which the conversation takes place, choose whether to address each other by their first names. If the other party is a commercial subject or an unspecified person, then the name can be omitted. Here are some examples:

Good afternoon,

Greetings,

Dear Dr. Smith

Mrs Clinton

In addition, an appropriate ending is always polite, which can imply that the email is over. The usual ending includes: best wishes, sincerity, and so on. , in addition to the following:

I look forward to your reply.

I hope to hear from you soon.

Thank you for your time.

Then it is appropriate to go back to the letter that bought the snake before, and it may end with thank you for your attention to this matter.

4. Sign your name:

Signature is very important: in some office automation email systems, there will be an operable automatic reply signature, which can be customized according to your own preferences. But please remember that no matter what position and status you are, the email you send will more or less represent the characteristics of your unit and your own work orientation, so you must be careful when setting your signature. Let's look at the following one or two examples:

I'm on vacation until Tuesday, May 30th, but I'll reply to your email as soon as possible after that.

-This is an automatic reply from an employee who coordinates the front desk and activities. I can feel the enthusiasm of TA between the lines (I can do it as soon as possible after that), and the writing is also very concise.

I'm not in the office until Friday, June 9, so I'll reply to your email when I come back.

Sincere greetings

Kate

This is a reply to a project with the staff of a foreign government agency (at that time). You can also understand between the lines (compared with the last one) the attitude that government officials (regardless of nationality) should have: cordial greetings and authority (when they are out of the office, they will be responsible for …).

Finally, only the official ranking of names has the following criteria:

Dr. jane smith (most formal)

Dr. Smith (slightly informal)

Jane smith (a little informal)

Jane (informal)

5. Add contact information:

If you want the other party to find you by fax, telephone, address or website, you can also add this information to your custom signature.

(Article from Lezhi English Station)

-

Poke here to enter the business English class? Register your account for free audition.