The rule of thumb of work email is that email is one of the important communication tools in today's workplace, but not everyone knows how to use it well. Then I'll go with you to see what rules of thumb there are in work email.

Rule of thumb for work email. Writing style:

When writing work emails, you should follow grammar and spelling rules, and avoid using slang, abbreviations or using the letter "u" instead of "you".

Before sending the mail, carefully check whether there are spelling mistakes. Avoid using too many exclamation points, because it may seem immature. Don't write an email in capital letters, because it will make the other person think you are shouting.

2. Writing style:

Because we receive a lot of emails every day, try to keep your email short and focused. If you have to include multiple points in your email, you can use bullets to mark all the points concisely.

If you are replying to emails exchanged many times, you can consider deleting the old part of the text or summarizing it in a few short sentences.

It's a good idea to add your own signature at the end of the email. You can write your phone number and other contact information on it. This is especially important in emails sent to customers, recruiters and other outsiders.

3. Theme:

The subject of the email should be clear, and if it is urgent, it should also be stated. Don't write "I have a problem", write "my holiday plan; Non-emergency ". At the same time, the topic should not be too long or too detailed.

In addition, don't discuss other new topics in the same email. It will also be difficult to find emails based on specific questions. It is best to discuss different topics by sending separate emails.

4. Write down the other person's title:

If you misspell the recipient's name in the body of the email, or worse, address a woman as "sir", it is likely to annoy the other party. Remember to carefully check the spelling of the recipient's name and position before sending the email. If you are not sure whether the recipient is male or female, you can just use his/her first name or his/her full name.

5. Use "Reply All" with caution:

You must be very careful when clicking this key, because improper use will bring a lot of embarrassment.

One of the most common problems is that your information is received by people who shouldn't see it, and you may not realize it yourself.

Imagine the consequences of pressing the "Reply All" button when you want to play a joke on someone or complain about your boss to your colleagues. Even people who have used email for many years may make this mistake.

6. Please confirm before "sending":

E-mail is easy to forward, so it is likely that people you didn't expect will eventually read your email. Read your email carefully before sending it, make sure it won't offend others, and don't write anything in it that may cause you trouble.

7. Respond in time:

The speed of replying to an email usually depends on the nature of the email. Generally speaking, you should reply immediately. If you can't answer a specific question immediately, you should write back and say that you have received the email, and then tell the other party the time limit you expect to reply.

8. Don't call after the email is sent:

You may want to call the recipient who just sent that email, but you'd better give up this idea. Doing so may annoy the recipient.

Give the recipient a few hours, or even a day, to think about it and respond, no matter how much you want him to respond. If it is urgent, you should indicate it in the subject of the email. If there is anything-if it is urgent-you can call the recipient first to remind him that you sent an email.

9. Annex:

Usually avoid sending large files as attachments, because they will fill the recipient's mailbox. If the contents of the recipient's mailbox are close to its total capacity, your large file may even be deleted. If you are sending pictures, you should adjust them to a smaller resolution. If you have to send a large file, you can call the recipient first and ask him to check the mailbox.

10. When not to send email:

Don't send an email because of every little thing, especially those things that can be easily explained on the phone or in person. Don't write sensitive or confidential information in email, because you never know who will read it. Finally, be careful when forwarding emails, especially when forwarding jokes that may offend or mislead others.

Rule of thumb for work email. Manage your inbox.

By sorting emails by priority, subject, date, sender and other options, you can filter out important emails that deserve your attention. Strictly speaking, as a good email etiquette, you should reply to all emails at the first time.

Generally speaking, you should reply to all professional emails within one working day, even if it only informs you that you have received the email, please browse quickly. Sometimes, you will receive an email containing multiple replies; At this time, you should read the whole email every time and then reply.

2. Write emails professionally

Ignoring the basic principles of business writing can easily convey to others that you are an amateur and careless. When writing or replying to an email, you should make sure that the grammar and sentence patterns are impeccable, or you can use the spelling checker.

Don't send all capital letters-this kind of email is too hysterical. E-mail should be divided into small paragraphs according to logic and readability. The content of the email should be short, and if there is more content, it can be listed as one item.

Check for the last time before clicking the send button. Read the email completely, check for grammatical errors, and see if there are any mistakes in punctuation and spelling. You'll be surprised at what you get. In addition, you should also ensure that the tone of the email is just right and measured.

3. Add a valid email subject

The writing of email subject needs to be treated with caution, but it should be given anyway. A successful email subject should be able to summarize the content of the email, which is neither lengthy nor confusing. Laurie's nagging topic is scary, so it's better to skip this email.

In addition, topics that are too long are usually not fully displayed in the e-mail browser. In order to get the best readability, letters should be capitalized like ordinary sentences, and there is no need to exaggerate them all.

For example, the meeting agenda of 3/29/07 is very good, instead of writing the meeting agenda of 3/29/07.

4. Correct use of cc and bcc.

Most e-mail clients have cc and bcc functions, through which you can keep in touch with others other than the main recipients. If you need a job supported by a leader, you must use CC.

When copying (that is, cc and bcc) information to others, you need to determine whether the information is suitable for you. If you use an address book, you should also check whether all the members on the list should receive this email, and remember to temporarily exclude irrelevant people. The use of secret delivery should be restricted. If there are sensitive topics that need to be secretly sent to others, it is better to discuss them offline in front of others.

5. Forwarding mail should comply with mail etiquette.

Before forwarding a message, make sure that all recipients need it. In addition, be careful when forwarding sensitive or confidential information. Do not forward internal mail to outsiders or unauthorized recipients. Before clicking the "Send" button, please check whether the content of the message is impeccable for all recipients.

6. Don't get involved in online flame wars.

Flame war is a kind of intense email communication, often emotion trumps reason, which has nothing to do with professional communication and cannot be mentioned in the same breath. If one day you receive this kind of email (indicating that the war is not far away from you), or find yourself deeply involved.

Then if you still decide to respond, you'd better think twice before you do. Analyze the situation, avoid being emotional and answer rationally. Don't use email when you are angry. E-mail can hardly convey humor, but it can easily convey anger.

You can also decide to take a face-to-face solution instead of responding. Generally speaking, the start of the flame war is just a small misunderstanding.

Once there is inappropriate wording (even excellent wording), it may be misinterpreted by the receiver, and then he will fight back. Instead of answering, talk to this person about the news. In case the conversation still can't solve the problem, we can only ask the manager to go out and solve the dispute offline.

7. Protect your email address.

Don't disclose your partner's email address to business providers, friends or outsiders. Verify that the e-mail recipients listed in the To and Cc text boxes do have the right to receive messages, and ensure that other people's e-mail addresses are not exposed in the process.

Don't post your partner's email address on Internet forums or bulletin boards, news group systems, chat rooms or other public places.

Here are some simple ways to protect other people's email addresses from being made public. First of all, if you need to keep his email address from being seen by other external message recipients, you might as well use the bcc function. Secondly, when forwarding the mail, delete their email address from the mail. It won't take long, but it can reduce the chances of your partner's email address being copied and reproduced in the internet space.

8. Handle attachments wisely

E-mail attachments consume too much storage space and network bandwidth of the mail server, and they are the chief culprit of virus outbreaks-however, they are often the simplest way to transfer files. When you send attachments, please make sure to follow the following guidelines:

◆ If you only send attachments, it is polite to give a brief explanation. ◆ Do not attach large files; Anything larger than 1 or 2M should not be sent by email.

◆ Limit the number of attachments contained in the email to five or less.

◆ Save the attachment to the hard disk, and then delete the email containing this attachment.

◆ Don't open unexpected attachments, and don't open attachments from unknown sources.

◆ Before opening the attachment, scan it with antivirus software. Never click on the attachment until you are sure it is non-toxic.

◆ Don't forward attachments that the recipient can't access. If the attachment needs to run an unusual new application, make it clear in the email first.

9. Don't include sensitive information or information that may be embarrassing.

If you think your email is purely personal, you are wrong. That's not true. Think of them as postcards. If you don't want the information to appear on the front page of the local newspaper, don't include it in the email.

Or put it this way, you should never send top secret, internally owned, sensitive, private or secret information by email. You should also avoid sending inflammatory or emotional comments in emails.

10. Know when to use email (when not to use it)

With the development of business, e-mail has a professional use related to business, but it has never been used for joking, chatting or chain mail. At the same time, remember not to finish the work that should have been said by email.

It is often difficult to explain complex topics face to face, but what can e-mail do? Instead of making complicated explanations by e-mail, it is better to have a short meeting and explain things face to face.

E-mail is a poor substitute for oral conversation when having urgent, difficult and/or unpleasant discussions, such as human resources-related issues. Emotional communication is better to deal with face to face.

1 1. About reply

Politely speaking, everyone involved in the email needs to reply in the corresponding position and include the original text. It is extremely impolite to reply to only one person.

12. Fill in the recipient at last. Because of a mistake, it is possible to send a vague letter, which will give the other party an impression that your work is rough.

13. When communicating important things, it is best to use email; If necessary, send a copy to the relevant person in charge.