About e-mail etiquette
The main function of mail
1. Let all participants clearly discuss the topics, factual basis and conclusions, as well as the * * * reached and continue to follow up until the work is completed.
2. Be able to accurately and timely record the process, discussion content and action details of the incident as the historical archives of each work.
3. Act as evidence of disagreement and argument. E-mail can help people focus on facts rather than feelings, or other differences in personality and work style, and resolve differences and disputes in a reasonable way.
[Principles for drafting and sending emails]
? Principle: Respect other people's time.
? To respect a person in the workplace, we must first know how to save time for him. In e-mail, only valuable information can be provided to those who need it most quickly and directly.
[About the mailbox name]
? If you don't use it in the workplace or business letters, your email name is Tom, Tom, Tom, Jerry, wandering angel, * * *-%! ~ named after Martian or something? Call me whatever you want! But for formal business communication, it won't work. If you don't have a unified company email address or your own free email address, such as QQ, 163, I suggest setting the email display name as your own name, whether you send a work composition or submit a resume. Because you send a formal business document, don't let the recipient guess who you are.
[About the theme]
? When you send an email, you should draw up a subject so that the recipient can understand what you want to say by reading the title. Of course, it is also convenient for searching and consulting classified and saved emails. The theme is so important that I suggest:
? 1, neither empty nor empty. For example, if someone submits a resume, it is either free or? Resume? The word "two" does not remind the recipient of anything;
? 2, be concise, don't express it in long paragraphs, and don't write the text directly in the subject column;
? 3. To truly reflect the importance of the subject of the email, don't use emergency signs casually;
? 4. themed mail is not a hodgepodge;
? 5. Never make a typo;
? 6. It's best to modify the subject in case you reply to the email too many times? RE:RE:RE:？ Cover Gai Lou like this.
[On salutation and greetings]
? The beginning of an email should address and greet the recipient. The first is to remind him/her that this email is for him/her. The second address and greeting can reflect a person's accomplishment and professionalism. Suggestion:
? 1. Address the recipient appropriately and evaluate it. If it's an email from China, it's usually called by position, such as Li Zong, Liu Jingli and Wang Gong. If you don't have or don't know, you can call yourself Mr./Ms. If you don't know the gender, you can call yourself. Teacher; If you send emails to many people, you can write to your colleagues and leaders. If it is a western mail, it should be handled according to the rules of western business letters.
? 2. There are usually greetings at the beginning and end of the email. Simply put? Hello! ? 、? Hello! ? Hello everyone! ? Do it. Studying abroad reminds you that the ending is usually simple? I wish you success, peace and happiness, and praise Tang Qi and so on.
[About the text]
? Writing is very important, and the basic requirement is simplicity and fluency.
? 1, according to your familiarity with the recipient, hierarchical relationship, internal or external mail, choose the appropriate tone and language to prevent misunderstanding;
? 2. Describe the content clearly with simple words and sentences, and it is best not to have obscure sentences.
? 3, if the specific content is really a lot, it is best to make a text summary, write a separate file as an attachment for detailed description.
? 4, if necessary, the text with serial number listed, to show clearly; Reasonable use of tables and pictures to help explain is more intuitive.
? 5. An e-mail gives complete information. Don't think that sending another e-mail marked with correction and supplement is easy to make people resent.
? 6. Try to avoid typos or spelling mistakes.
? 7. Prompt important information reasonably. Important information should be specially prompted, but the prompt should not be without focus, and it should not be all red, bold and italic, which may affect the recipient's reading of the email.
? 8. Choose the right font, neither too big nor too small. At the same time, generally do not use smiley face characters such as:) in emails. Because in business mail, especially foreign-related mail, such characters seem a bit frivolous.
[About Annex]
1. If an email has an attachment, the recipient should be prompted to check the attachment in the text.
2. The attachment file should be named with meaningful names, and it is best to summarize the contents of the attachment, which is convenient for the recipient to manage 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. When the quantity is large, it should be packaged and compressed into a file.
5. If the attachment is a file with a special format, the opening method should be explained 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.
[About Personality 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.
2. Don't just use one signature file.
Signature documents should be simplified for internal, private and familiar customers. An overly formal signature document will alienate the other party.
3. The text of the signature file should be matched, simplified, traditional or English, to avoid garbled. The font size should usually be smaller than the text font.
Etiquette to pay attention to when sending mail
1, reply to the email in time.
You can reply after receiving an important email from others; Ideally, reply within 2 hours (urgent and important mail). Not every email will be processed immediately, which will take up too much time. For some low-priority emails, you can collect them.
When complex emails can't be answered in time and accurately, don't keep the other party waiting, and make corresponding reply in time, even if it is only to confirm that it has been received and is being processed.
2. Targeted response.
When replying to the question list email, copy down the question list and attach the answers one by one. Make necessary explanations and let the other party understand it once; Avoid repetitive communication and waste resources.
3. Give a serious reply
When the other party sends a long email, you should not reply too few words. what's up 、? Right? 、? Okay？ 、? Did you get it? 、? Thank you? That's rude.
4. Don't build tall buildings for the same problem.
If there are too many RES, it means that communication is not smooth and clear. At this time, you should make a judgment after telephone communication.
5. For complex problems, after multiple recipients frequently reply to express their opinions, they should immediately summarize the discussion results, cut down and slim down, and highlight useful information.
6. Distinguish between reply and full reply.
If only one person needs to know, reply; If the sender's request requires a conclusion, reply to all.
If you aRE not clear about the questions raised by the sender or have different opinions, don't keep re in front of everyone. You should communicate with the sender alone and tell everyone when you have the result. Don't often send emails to your boss with uncertain results.
7. Actively control mail exchanges.
8. Avoid sending detailed discussion opinions to the top management, especially the foreseeable business details that the top management can't deeply understand.