Business email 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 email etiquette is. If there is a mistake, it will have a great impact on the company and the individual. Let's see what business email etiquette is!

Business email etiquette 1

E-mail etiquette

About the theme

The subject is the first information that the recipient knows about the email, so it is necessary to outline and use meaningful subject lines so that the recipient can quickly understand the content of the email and judge its importance.

1, don't leave the title blank, this 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, a letter as far as possible only for a theme, don't talk about more than one thing in a letter, in order 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 word "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 pile it up again.

On addressing and greeting

1, address the recipient appropriately, and balance the scales.

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 it "Mr. X" and "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.

2. It is best to have greetings at the beginning and end of the email.

Write a "hi" at the beginning and a "hello" in Chinese; At the end, it's common to write "Best regards" and "Good luck" in Chinese.

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.

message text

1, the body of the email should be concise and smooth.

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 list of 1234 should be used in the email body.

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, pay attention to the use of 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, the rational 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 the email contains attachments, the recipient should be prompted to check the attachments in the text.

2. The attachment file should be named with a meaningful name, not with a file name that aliens can understand.

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 special format file, the opening method should be explained in the text to avoid affecting the use; Try to use a common format, so that the recipient will not install special software to read your mail.

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, don't take the initiative to initiate English mail.

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 your English expression level or others'. There is a problem in English understanding, which affects 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.

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. Most e-mails support the setting of signature files. You can check how to configure a signature file in an e-mail.

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 match the main text, which can be simplified, traditional or English to avoid garbled codes. The font size should usually be smaller than the text font.

Restore skills

1, reply to email in time.

After receiving an important email from others, you often need to reply to them immediately. This is 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 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.

Step 2 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, but make necessary explanations so that the other party can understand it once and for all, so as to avoid repeated communication and waste of 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 reply all (distinguish between individual reply and reply all)

If only one person needs to know something, 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, the person To will accept the main questions involved in this email and should reply;

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 a secret delivery, that is, the recipient does not know that you sent bcc. This may be used in unconventional situations;

4. 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!

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

6. Forwarding the prominent 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.

E-mail etiquette II

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

E-mail should be written carefully and according to the specifications. The title is the first information that the recipient knows about the email, so it is necessary to summarize it so that the recipient can quickly understand the content of the email and judge its importance. Never use a blank title, it is the most disrespectful. The title should be short, not long.

You know how to properly address the recipient; Don't forget, determine the gender first.

It is polite to address the recipient at the beginning of the email, which also clearly reminds the recipient that this email is for him and asks him to give the necessary response. Address the recipient appropriately, and then pick up the scales. In the case of multiple recipients, it can be called "everyone". If the other party has a position, use the title, such as "a manager". If you don't know your position, you should call it "sir" or "madam" as usual, but you should first determine your gender.

You know, the text is concise and to the point; Don't forget, pay attention to the tone of the discussion

The body of the email should be concise and smooth, and it is best not to let others pull the scroll bar frequently to read it. According to the familiarity, hierarchical relationship and internal and external nature of the other party, choose the appropriate discussion tone to avoid causing discomfort to the other party. To show respect, you can often use words like "please, thank you".

You know, e-mail provides complete information; Don't forget to avoid spelling mistakes and typos.

It's best to make all the relevant information clear and accurate in one email, and try not to send any more "supplements" or "corrections", which will make people very disgusted. Check the email content in advance to avoid spelling mistakes and typos, which is a sign of respect for others and a manifestation of your attitude.

You know, the number of email attachments cannot exceed four; Don't forget, the special format file explains how to open it.

If the email has attachments, you should give the necessary hints to the recipient in the body. The number of attachments should not exceed 4. If the quantity is large, it should be packaged and compressed into a file. If the attachment is in a special format, the opening mode should be explained in the text so as not to affect the use. The attachment is too big, so it should be sent in several small files.

You know, you should reply in time when you receive an email; Don't forget to set the automatic reply function when traveling.

If things are complicated and can't be handled immediately, you should reply in time stating "received, currently being handled" and so on. If you are on a business trip or vacation, you should set up an automatic reply function to inform the sender so as not to affect your work.

Business e-mail etiquette 2 etiquette norms that business people should abide by when using e-mail to communicate with the outside world mainly include the following four aspects.

First, e-mail should be written carefully. E-mails sent to others must be carefully conceived and carefully written. Writing casually means that you don't respect each other or yourself. When writing e-mail, you must pay special attention to the following three points.

First, the theme should be clear. An email usually has only one subject, and it often needs to be indicated in front. If summed up properly, the recipient can see the whole email at a glance when he sees it.

Second, the language should be fluent. In order to make e-mail easy to read, language fluency is very important. Try not to write uncommon words or variant characters. When quoting data and information, it is best to indicate the source so that the recipient can consult it.

Third, the content should be concise. Internet time is extremely precious, so the content of the email should be concise, and the shorter the better.

Second, e-mail should avoid being abused. In the information society, anyone's time is extremely precious. This is even more important for business people. So some people will say, "To respect a person in business communication, we must first know how to save time for him."

In view of this, if it is not necessary, don't send emails to others casually. In particular, don't use it to chat with others, or just to test whether your email can be sent successfully, and it is not appropriate to "make friends" online at will.

At present, many netizens often feel annoyed because their e-mails are full of countless boring e-mails, even strangers' e-mails. Dealing with it will not only waste your time and energy, but also delay your business.

However, generally speaking, it is necessary to reply to someone immediately after receiving their important email.

Third, e-mail should pay attention to coding. The problem with coding is that it is a major event that every email user should pay attention to. Due to the characteristics of Chinese characters and other reasons, Chinese in Chinese mainland, Taiwan Province Province, Hong Kong, Macao and other countries in the world currently use different Chinese coding systems. Therefore, when a business person uses Chinese mainland's coding system to send an e-mail to China people living in all other countries and regions except China, because the two sides adopt different Chinese coding systems, he will probably only receive a gobbledygook composed of random characters.

Therefore, when using Chinese to send e-mails to Chinese in other countries and regions except Chinese mainland, business people must indicate their Chinese coding system in English at the same time, so as to ensure that the other party can receive their e-mails.

Fourth, e-mail should choose its functions carefully. At present, the advanced e-mail software available on the market can have a variety of fonts for standby, and even a variety of stationery for users to choose from. This can certainly enhance the personal characteristics of e-mail, but business people must use such functions carefully.

This is mainly because, on the one hand, too much modification of e-mail will inevitably increase its capacity, increase the sending and receiving time, waste both time and money, and often give people a sense of glitz. On the other hand, the software owned by the e-mail recipient may not be able to support the above functions. In this way, the email he received is likely to deviate greatly from the original intention of the sender, thus making all previous efforts go to waste.