Social Etiquette Theme of Foreign Mail
The title should not be blank, but it should not be lengthy, and should reflect the content and importance of the article; A letter should focus on only one theme as far as possible, and don't tell a lot of things in one letter, which is convenient for sorting out later;
When replying to the other party's email, you can change the title according to the content of the reply, and don't want a lot of re and re, which is easy to leave a casual and imprecise impression.
Salute and greet
Address the recipient appropriately, and then pick up the balance. When you know the other person's name, you can address it like this: Dear Sir/Madam [last name]; I don't know the name: dear sir/madam.
There are greetings at the beginning and end.
What's the easiest way to start? Hi? , written at the end? Best regards? Or? Sincerely? 、 ? Best regards? 、 ? Best wishes? 、 ? Kind greetings? 、 ? Salute? 、 ? You are sincere.
main body
The body of the email should be concise and clear. If there are many specific contents, just give a brief introduction to the text, and then write a separate document as an attachment for detailed explanation.
Words should be fluent, clear, accurate and clear; It is best not to let people pull the scroll bar to finish reading your email; Give complete information in an email, and it is best to make all relevant information clear and accurate in one email. Don't send another letter for two minutes. What? Supplement? Or? Correction? E-mail like that will make people very disgusted.
To avoid spelling mistakes, you'd better turn on the spelling checker. Before sending an email, be sure to read it carefully by yourself to check whether the writing is smooth and whether there are any mistakes in spelling.
Prompt important information reasonably, but not too much, otherwise it will make people lose concentration and affect reading; We will use whatever language the other party communicates in. Some foreigners are good at Chinese and can send emails in Chinese. Chinese should also be used at this time. Choose a font size and font that is easy to read;
End signature
Every email should be signed at the end, so that the other party can clearly know the sender information.
It is necessary to add a signature document at the end of the email, which is also a way to promote your company. The signature file may include information such as name, position, company, telephone number, fax number, address, etc. , but it shouldn't be too much. As long as you put some necessary information on it, the other party will contact you if they need more detailed information.
Matters needing attention in social etiquette of foreign-related emails You should know the habits of English symbols:
Use a comma (,) after the salutation; There is no pause in English. Replace the place where the pause should be used with a comma (,); In English, some people say that it is followed by commas and quotation marks, and the ending symbol is placed in quotation marks; If the conjunction and/or/for/but is added between two sentences, a comma is used in the middle; There is no title in English. When there are nouns such as books, magazines and TV plays in the sentence, they are expressed in italics.
attachment
If the email has attachments, the recipient should be prompted to check the attachments in the body; The attachment file should be named with a meaningful name, and it is best to summarize the contents of the attachment to facilitate the management of the recipient after downloading; The text should briefly explain the contents of the attachments, especially if there are multiple attachments; The number of attachments should not exceed 4; If the quantity is large, it must be packaged and compressed into a file; 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.
End 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.
Do not have 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 not too many lines of information. You just need to put some necessary information on it, and the other party will contact you if they need more detailed information.
It is feasible to quote a sentence as part of your signature, such as your motto or company slogan. But to distinguish between the receiver and the occasion, remember to be decent.
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. You can set multiple signature files in OUTLOOK and call them flexibly.
Signature file text selection
The text of the signature file should match the main text, including simplified, traditional or English, to avoid garbled characters. Font size is generally smaller than text font.
Remind the other party to check
After the email is sent, you should call or send a message to the other party in time. No one will check email in front of the computer, so it is also essential to remind the other party to pay attention to check email, which will help solve the problem in time.
Instructions for social etiquette in replying to foreign-related emails
Respond to emails in time.
After receiving an important email from others, you often need to reply to them immediately. This is respect for others, and 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 low-priority emails, they can be processed at a specific time, but generally not more than 24 hours.
If things are complicated and you can't give a definite answer in time, should you at least give an answer in time? Yes, we are trying. We will reply as soon as we have the results. . Don't keep the other party waiting, remember: reply in time, even if it's just to confirm the receipt.
If you are on a business trip or vacation, you should set up an automatic reply function to remind the sender so as not to affect your work.
Make a targeted reply
When answering questions in the reply, it is best to copy the relevant questions into the reply and attach the answers. Don't use simple, too straightforward, make necessary explanations, let the other party understand once and for all, and avoid repeating communication and wasting resources.
The reply should not be less than 10.
The other party sent you a long email, and you really only answered one? what's up 、? Right? 、? Thank you? 、? You already know? It is very impolite to wait for words. Anyway, add the word 10 to show respect.
Don't reply to the discussion of the same question many times, and don't build tall buildings.
If the sender and the recipient 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. The higher the email level, the longer the email will be, and it will be awkward to read. At this time, it is necessary to summarize the results discussed above, cut down and slim down, and highlight useful information.
Distinguish between reply and full reply (distinguish between individual reply and full reply)
If only one person needs to know, reply to him alone.
If you make a conclusive response to the sender's request, you should reply again 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, and don't keep going back and forth to discuss with the sender in front of everyone. I'll tell you after the discussion. Don't often send emails to your boss with uncertain results.
Click? Reply all? Look before you leap!
Active control of mail.
In order to avoid unnecessary reply and waste of resources, you can specify some recipients to reply in the text, or you can add the following sentence at the end of the text:? Is it finished? 、? You don't need any action? 、? For reference only, no need to reply? .
Correct use of sending, cc and bcc
Distinguish recipients, cc's and bcc's (distinguish recipients, cc's and secret senders)
The person who accepts the main questions involved in this email should reply to it.
CC people just need to know about it. CC people have no obligation to reply to emails. Of course, if people in CC have suggestions, they can reply to the email.
And bcc is delivered in secret, that is, the recipient doesn't know that you sent bcc. This can be used in unconventional situations.
The arrangement of recipients and cc recipients 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!
E-mail only to people who need information, without taking up other people's resources.
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Other suggestions on social etiquette of foreign-related emails:
1. Basic knowledge of foreign etiquette
2. Etiquette of foreign-related business conversation
3. American customs: social etiquette
4. French social etiquette
5. International postal etiquette