business e-mail etiquette

Business e-mail etiquette, in real life, many of us are in the workplace, and many people will encounter various problems. Some of them don't know what business e-mail etiquette is. If mistakes are made, it will have a great impact on companies and individuals. Let's take a look at what business e-mail etiquette is! Etiquette of business e-mail 1

Etiquette of e-mail

About topic

Topic is the first information that the receiver knows about the e-mail, so it is necessary to outline and use meaningful subject lines, so that the receiver can quickly understand the content of the e-mail and judge its importance.

1. Never leave the title blank, which is the most impolite;

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

3. The title should truly reflect the content and importance of the article, and avoid using ambiguous titles, such as "From Mr. Wang" and "There is a problem";

4. As far as possible, a letter only focuses on one theme, and does not talk about many things in one letter, so as to facilitate sorting out in the future;

5. 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 words "urgent" casually;

6. When replying to the other party's email, you can change the title according to the content of the reply, and don't re a long list.

About addressing and greeting

1. Address the recipient appropriately, and take the scale

Address the recipient at the beginning of the email. This is not only polite, but also clearly reminds a recipient that this email is for him and asks him to give the necessary response; In the case of multiple recipients, you can address everyone and ALL.

if the other party has a position, he should address the other party according to the position, such as "Manager X"; If you don't know your position, you should call it "Mr. X" and "x**" as usual, but make sure of your gender first.

people who are unfamiliar with English names should not be called directly, and people who are above themselves should not be called by English names. It's also impolite to call everyone by their full name. Don't use "Dear xxx" to make everyone look familiar.

2. It's best to have a greeting at the beginning and end of the Email

Write "HI" at the simplest beginning and "Hello" in Chinese; At the end, it is common to write "Best Regards" and "Good luck" in Chinese.

As the saying goes, "Many people don't blame you for being polite". It's always good. Even if there is something wrong in the email, the other party can treat it calmly.

Email body

1. The email body should be concise and fluent.

The email body should be concise and clear. If there are a lot of specific contents, the text should only be briefly introduced, and then a separate document should be written as an attachment for detailed description.

The text should be fluent, with simple words and short sentences, accurate and clear expression, and no 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 Email

According to the familiarity and hierarchical relationship between the recipient and himself; Whether the email is internal or external, choose the appropriate tone to discuss it, so as not to cause discomfort to the other party.

Respect each other, please and thank you.

e-mail can be easily forwarded to others, so comments on other people's opinions must be cautious and objective. "Mail door" is a profound lesson!

3. List such as 1234 should be used in the Email body for clarity.

if things are complicated, it's best to explain them clearly in several paragraphs in columns 1, 2, 3 and 4. Keep each paragraph short and not long, no one has time to read your long speech carefully.

4. Explain the complete information in one email

It is best to explain all the relevant information clearly and accurately in one email. Don't send another "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 the use of spelling check

This is a respect for others and a reflection of your attitude. If it is an English Email, it is best to turn on the spelling check function; If it is a Chinese Email, pay attention to the mentally retarded homophones brought by pinyin input method.

Before sending the email, be sure to read it carefully by yourself to check whether the writing is fluent and whether there are any spelling mistakes.

6. Prompt important information reasonably

Don't prompt some information by means of capital letters, bold italics, color fonts and increasing font size. Reasonable tips are necessary, but too many tips will make people lose focus and affect reading.

7. Make reasonable use of pictures, tables and other forms to help explain

For many emails with technical introduction or discussion nature, it is difficult to describe them clearly simply in text form. If you explain it in conjunction with the chart, the recipient will certainly praise your thoughtfulness.

8. Don't always use smiley face characters like:), which is frivolous in business letters.

Business Email is not your love letter, so:) is best used with caution. It is only used in some occasions where you really need to emphasize a certain relaxed atmosphere, such as now-:

attachment

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

2. The attachment files should be named with meaningful names, and the file names that can only be understood by aliens should not be used

3. The contents of the attachments should be briefly explained in the text. Especially when there are multiple attachments

4. The number of attachments should not exceed 4. If there are more attachments, they should be packaged and compressed into one file

5. If the attachments are files with special format, the opening method should be explained in the text so as not to affect the use; Try to use a common format so that the recipients don't install special software to read your email.

6. If the attachment is too large (not more than 2MB), it should be divided into several small files and sent separately.

Language selection and coding of Chinese characters

1. Only use English email when necessary.

English email is only a tool for communication, not for showing off and practicing English. If there are foreigners among the recipients, they should use English mail to communicate; If the recipient is a Chinese from other countries and regions, you should also communicate in English. Due to the problem of Chinese coding, your Chinese email may appear as a garbled gobbledygook in other regions.

2. Respect each other's habits and don't initiate English emails.

If your email is in Chinese, please don't be smart enough to send English emails to him. 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 your English expression level or someone's. There is a problem in English comprehension, which affects the solution of the problems involved in the email.

4. Choose a font size and font size that is easy to read.

Be honest with Song Dynasty or New Song Dynasty in Chinese, use Verdana or Arial font in English, and use No.5 or No.1 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 for official mail.

signature at the end

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. There should not be too much signature information

It is necessary to add a signature file at the end of the email message. 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 naturally contact you if they need more detailed information. Most email addresses support signature file settings. You can check how to configure the signature file in your email address.

It is feasible to quote a phrase as part of your signature, such as your motto or company slogan. But to distinguish between the recipient and the occasion, remember to be decent.

2. Don't just use a signature file

For internal, private and familiar customers, the signature file should be simplified. An overly formal signature file 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 text of the main body, and it should be simplified, traditional or English to avoid garbled characters. The font size should generally be smaller than the text font.

reply skills

1. Respond to emails in time

After receiving important emails from others, it is often necessary to reply to them immediately, which is a 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 emails with low priority, it can be processed at a specific time, but generally it should not exceed 24 hours.

If the matter is complicated and you can't reply in time, you should at least reply in time, saying "Yes, we are working on it, and we will reply as soon as we have the result, and so on". Don't keep the other party waiting, remember: respond in time, even if it's just to confirm receipt.

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

2. Give a targeted reply

When replying to questions, it is best to copy the relevant questions into the reply and attach the answers. Don't use simple, it's too blunt, you should make necessary explanations, so that the other party can understand it at one time, and avoid repeated communication and waste of resources.

3. The reply should not be less than 1 words

When the other party sends you a long email, you really only reply with words such as "Yes", "Right", "Thank you" and "I know", which is very impolite. No matter what, make up 1 words to show your respect.

4. Don't reply to the discussion many times on the same question, and don't build tall buildings

If the sender and receiver 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, and the higher the e-mail, the higher it will be, which will make the e-mail too long and clumsy to read. At this time, we should summarize the results of the previous discussion, cut down and slim down, and highlight useful information.

5. Distinguish between Reply and Reply All.

If only one person needs to know something, just reply to him alone.

If you make a conclusion response to the sender's request, you should replay 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. Don't keep going back and forth in front of everyone to discuss with the sender. Tell everyone after you have discussed it. Don't send emails with uncertain results to your boss frequently.

think twice before clicking "reply to all"!

6. Actively control the mail exchange

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".

use send, CC and BCC correctly

distinguish To from cc and bcc (distinguish recipient, cc and bcc)

1. The person who is To accept this email should reply to it;

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

3, and BCC is a secret delivery, that is, the recipient doesn't know that you sent it to the BCC person. This may be used in unconventional situations;

4. The arrangement of recipients in TO and CC 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!

5. Send emails only to people who need information, and don't take up other people's resources;

6, forward the mail to highlight the information;

before you forward the message, make sure that all recipients need this message. In addition, be careful when forwarding sensitive or confidential information, and don't forward internal messages to outsiders or unauthorized recipients.

if necessary, the content of the forwarded mail should be modified and sorted out to highlight the information. Don't send emails with dozens of layers of RE to others, which makes people confused.

e-mail etiquette 2

You know, e-mail should be written carefully; Don't forget, don't use blank titles.

the e-mail should be carefully written and the writing should conform to the specifications. The title is the first information that the receiver knows about the email, so it is necessary to outline it, so that the receiver can quickly understand the content of the email and judge its importance. Never use a blank title, which is the most disrespectful. The title should be short and not lengthy.

you know how to address the recipient appropriately; Don't forget, make sure of the gender first.

it is polite to address the recipient at the beginning of an email, and it also clearly reminds the recipient that this email is for him and asks him to give the necessary response. Address the recipient appropriately and take the scale. In the case of multiple recipients, you can call "everyone". If the other party has a position, he should be addressed by his position, such as "a manager". If you don't know your position, you should call it "Mr." or "Ms." as usual, but you should make sure of your gender first.

you know, the text is concise; Don't forget, pay attention to the tone of discussion.

the body of the email should be concise and fluent, and it is best not to let others pull the scroll bar frequently to finish reading. According to the familiarity, hierarchical relationship, internal and external nature of the recipient, choose the appropriate tone of discussion to avoid causing discomfort to the other party. To show respect, you can