What etiquette should I pay attention to when sending an email? 1 Etiquette when sending an email.
1, reply to 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 reply
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 with too few words, such as "yes", "right", "good", "received" and "thank you".
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 "reply all"
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.
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.
On the Principles of Drafting and Sending Mail
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 at work or in business letters, your email name is Tom, Tom, Tom, Jerry, wandering angel, xx-%! ~ Name it in Martian or something ... 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 that you set the email display name to your own name whether you send work documents or submit your resume. Because you send a formal business document, don't let the recipient guess who you are.
What etiquette should I pay attention to when sending an email? First of all, when you send an email, you must have a clear subject, otherwise others will mistake it for spam or urgent email, and you will not check and reply in time. The general theme can be about ....
Secondly, there must be greetings and greetings in the email. Generally, those who know the name can be called the name+general manager/worker/manager, and those who don't know the name can directly say the leader of a unit.
The content of the text should be concise and easy to understand, so that people can know what you want and what you want in the fastest time, instead of making a long speech.
The content of the article should be described by points, such as 1, 2, 3, etc. Instead of writing it in one sentence. Be careful not to make people laugh.
Finally, you should check and confirm the email before sending it. There must be some mistakes and omissions. Try to solve them once. Don't send the wrong email to others, pay attention to the recipient number. If there are attachments in the text, there should be words such as prompt attachment and attention to check.
Matters needing attention
Remember not to have typos, this is the lowest mistake.
What etiquette should I pay attention to when sending an email? 3 1, email title
Official mail, even all mail, should be written with a title. The title must summarize the content of the email. The title is the facade of the mail. This face should let the recipient know at a glance what the email content is and how to deal with it.
2. Simple and generous format
The content of the text must be concise and generous. The font color is black, the font is Songti, and the size is moderate. Put an end to fancy colors and fonts.
3. Logically clear text
The first is the title: Dear XX, nice to meet you! Or dear XX, hello! Then segment the content clearly. Don't have too many paragraphs, and don't have unnecessary nonsense. Use short answers and avoid using complicated words (especially in English emails).
4. Good habit of answering letters
What is easily overlooked is the etiquette after receiving the email. Please reply as soon as you receive the email.
What etiquette should I pay attention to when sending an email? 4 About the theme.
The main difference between e-mail and stationery is to outline the subject. In the subject column, the whole content of the email is summarized in just a few words, which is convenient for the recipient to weigh the priorities of the email and deal with it separately.
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. It is best to write the email of xx company, so that the other party can see at a glance, which is easy to save, and the time can be omitted, because the general email will be automatically generated, which is more complicated to write.
4. The title should truly reflect the content and importance of the article, and avoid using vague titles, such as "From Teacher Wang". Don't use random topics without actual content, such as "hey!" Or "take it!"
A letter should focus on only one theme as far as possible. Don't tell a lot of things in one letter, which is convenient for sorting out later.
6. Use capital letters or special characters (such as "x!" ) as appropriate. ) to highlight the title and attract the attention of the recipient, but it should be moderate, especially don't use the word "urgent" casually.
7. When replying to the other party's email, change the title according to the content of the reply, instead of piling up.
8. Most importantly, there must be no typos or inconsistencies in the theme. Never just check the text, but forget to check the subject before sending it. The theme is the first impression to others, so be careful.
On addressing and greeting
1. Address the recipient appropriately, and then pick up the balance.
Write the recipient's address 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 reply; In the case of multiple recipients, you can send it to everyone. If the other party has a position, address the other party according to the position, such as "Manager X"; If you don't know your position, you should call yourself "Mr. X" and "Miss X" as usual, but you must first determine your gender. Unfamiliar people should not directly address themselves by their English names, nor should they address people higher than themselves. It is also impolite to call everyone by their full names. Don't use "Dear xxx" to make everyone look familiar.
Regarding the format, the title is the capital letter of the first line.
2. It is best to have greetings at the beginning and end of the email.
The easiest way is to write a "HI" at the beginning, a "hello" or "hello" in Chinese, and the greeting at the beginning is written in two spaces. At the end, it's common to write "Best regards" and "Good luck" in Chinese. If you are an elder, you should use "greetings". Note that in very formal occasions, you should use the standard letter format completely. "Wish" and "Sincerity" are two spaces at the end of the next line or the beginning of a new line, while "Smooth" and "Salute" are written at the top of the new line. As the saying goes, "it's not surprising to be polite." It is always good to be polite. Even if there is something wrong in the email, the other party can treat it calmly.
main body
1. Email text should be concise and smooth.
If the other person doesn't know you, the first thing to explain is your identity. You must tell the name of the company you represent to show your respect for each other. The roll call should be concise and to the point, preferably related to this email and the other party. The main function is to make the recipient understand the purpose of the email smoothly. Don't be absent-minded. It's business. People don't know who you are, so they have to wait until the end. But it shouldn't be too much. Some information unrelated to the text, such as contact information, should be indicated in the signature file.
The body of the email should be concise and clear; If there are many specific contents, just briefly introduce the text, and then write a separate document as an attachment for detailed explanation. The text should be fluent, with simple words and short sentences, accurate and clear, and avoid 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 tone of the email.
According to the familiarity and hierarchical relationship between the recipient and himself; Whether the email is internal or external, you should choose the appropriate tone to discuss it so as not to cause discomfort to the other party. Respect each other, please, thank you and other sentences should appear frequently. E-mail is easy to forward to others, so you must be cautious and objective in commenting on others' opinions. "Mail door" is a profound lesson!
3. For the sake of clarity, the body of e-mail should use a list such as 1234.
If things are complicated, it's best to explain them clearly in paragraphs 1, 2, 3 and 4. Keep each paragraph short, no one has time to read your long speech carefully.
4. Provide complete information in an email.
It is best to make all relevant information clear and accurate in one email. Don't send "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 using spelling check.
This is respect for others, but also the embodiment of their own attitude. If it is an English mail, it is best to turn on the spelling check function; If it is Chinese mail, pay attention to the homophones with mental retardation brought by pinyin input method. 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.
6. Prompt important information reasonably
Don't always use capital letters, bold italics, colored fonts and enlarged fonts to prompt some information. Reasonable hints are necessary, but too many hints will distract people and affect reading.
7. 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 in words. If you explain it with a chart, the recipient will certainly praise your thoughtfulness.
8. Don't always use smiley face characters like:) to appear frivolous in business letters.
Business email is not your love letter, so:) and the like are best used with caution. Only in some occasions that really need to emphasize a relaxed atmosphere, such as now-:)
attachment
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.
Language Selection and Chinese Character Coding
1. Use English mail only when necessary.
English mail is only a tool for communication, not for showing off and practicing English. If there are foreigners among the recipients, English mail should be used for communication; If the recipient is from China in other countries and regions, they should also communicate in English. Due to the problem of Chinese coding, your Chinese e-mail may be garbled in other areas.
2. Respect each other's habits and don't send English emails on your own initiative.
If the other party and your email are in Chinese, please don't be smart enough to send him an English email; 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 that there is something wrong with your English expression level or someone's English understanding level, which will affect the solution of the problems involved in the email.
4. Choose a font size and font that is easy to read.
Chinese uses Song Ti or New Song Ti, English uses Verdana or Arial, and the font size is No.5 or 10. 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 official mail. Don't set the font too large to highlight the content, it is very troublesome to pull the scroll bar; Don't be too small, it will hurt your eyes.
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.
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. 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.
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. You can set multiple signature files in OUTLOOK and call them flexibly.
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.
Restore skills
1. Reply to the email 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 reply in time, you should at least reply in time, saying, "OK, we are working on it, and we will reply in time as soon as we have the result, and so on." 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.
3. The reply shall not be less than 10.
The other party sent you a long email, but you really only replied with the words "yes", "yes", "thank you" and "I know", which is very impolite. Anyway, add the word 10 to show respect.
4. 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.
5. 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 replay it 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, 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. Think twice before clicking "Reply to All"!
6. Actively control mail.
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".
Correct use of sending, cc and bcc
Distinguish recipients, cc's and bcc's (distinguish recipients, cc's and secret senders)
1 To should accept the main questions involved in this email and should reply to it.
2.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.
3. And bcc is delivered in secret, that is, the recipient doesn't know that you sent bcc. This can be used in unconventional situations.
4.4. Arrangements for recipients. The addressee 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!
E-mail only to those who need information, and don't take up other people's resources.
6. Forward the outstanding information of the email.
Before forwarding a message, make sure that all recipients need it. In addition, when forwarding sensitive or confidential information, be careful not to forward internal messages to outsiders or unauthorized recipients. When necessary, the content of the forwarded mail should be modified and sorted out to highlight the information. Don't send dozens of RE emails to others, which makes people confused. Don't send spam or attach special links.