1、How to Write an Email Lina Yang 15.06.2015 IntroductionWhat is a Good Business Email?A good business email is one that can clearly & effectively deliver your intention, meaning, background/or reason.永遠牢記商業書信不是在寫情書，應該明確地點明你的來意。客套話（platitudes plttjud ）能省即省。IntroductionWhy are good business writing

2、 skills important?1.Customers see your writing more than they see you.2.Good writing skills show that you really care.3.Good writing skills contribute more forcefully to arguments/persuasion/selling.4.Good writing skills reduce risk of losing a customer or damaging a customers relationship, and fost

3、er good relationships with colleagues.5C RulesCorrectness krektns 正確Conciseness knsasns 簡明Completenesskmpli:tns 完整Clearness klns 清晰Courtesy kts 謙恭5 Parts1.Addresses：To-recipients address CC（carbon copy ）2. Subject：the main ideas of the e-mail.3. Salutation(sljte()n稱呼）；）；4. Body (introductory paragra

4、ph， main paragraph， concluding paragraph）5. Signature（sgnt簽名；署名），），phone numbers，etc.SalutationSalutation: Appropriate prprt不知對方姓名只知頭銜，可用不知對方姓名只知頭銜，可用 Dear + Title Dear + Title作為稱作為稱呼或呼或Dear Sir/Sirs, Dear Madam/Madams, Dear Sir Dear Sir/Sirs, Dear Madam/Madams, Dear Sir or Madamor Madam；如只知對方姓名不知性別

5、，可用如只知對方姓名不知性別，可用Dear+Dear+全名；全名；如郵件為一封通函，則用如郵件為一封通函，則用Dear AllDear All作為郵件稱呼。作為郵件稱呼。Body應結構清楚。如內容較長，可使用應結構清楚。如內容較長，可使用小標題小標題、小段落小段落、BulletsBullets、下劃線下劃線等方式使郵等方式使郵件眉目清楚、一目了然。件眉目清楚、一目了然。Introductory paragraph ，原因和目的原因和目的; ;如果是回信如果是回信(Re: )(Re: )，還要說明何時收到對，還要說明何時收到對方關于什么內容的信。方關于什么內容的信。 Main paragraph

6、 ，把開頭提出的問題進行充分的說明和解釋。把開頭提出的問題進行充分的說明和解釋。 Concluding paragraph ，通常以禮貌的祝福或者愿望來結束。通常以禮貌的祝福或者愿望來結束。 : 齊頭式結構齊頭式結構; ; 空格（空格（4-54-5letter）. . Basic FormatDear Mr. xx/Mrs. xx/Sir/Madam/all，Body.Best Regards, /Yours Sincerely,XXX BR/ Best Regards.ExampleDear David and Steve,-（Salutation）Good afternoon.On May

7、 10, 2010, a raid action against this target was conducted. On site, totally 77 boxes and 7200 meters UTP Cables were seized. Please provide us with verification report and price certificate. Samples would be sent to you soon. Thank you.Should you have any comments or suggestions, please contact us

8、at any time. Best Regards,-（Complimentary Close）Sincerely yours, Yours truly, Best wishes Piggy Zhu-（Signature）=Shanghai GreRoyalt & Co.,2505, Universal Mansion168 Yu Yuan Lu, Shanghai 200040Tel.: +86 21 5108 2633fax.: +86 21 6249 3321please visit www. PracticeHi, Im sorry about this. Now,we hav

9、e been clear about the problem about our system. There is a new colleague joining our team,and he will arrange for checking the system. Because he is busy with another requirement now,he will give us the optimal plan after finishing that one. Regards!Analysis整片郵件的格式（稱呼、落款等）不規范，整片郵件的格式（稱呼、落款等）不規范，英文書

10、信中標點后英文書信中標點后面必須空一格面必須空一格。 語句不完整，語句不完整，thisthis指什么？指什么？ 同一個句子中連續出現同一個句子中連續出現2 2個個aboutabout，重復。后一個應該為，重復。后一個應該為ofof，表示從屬關系。表示從屬關系。 語句表達不合理，在發信方對于出現的問題十分焦急的情語句表達不合理，在發信方對于出現的問題十分焦急的情況下應告知對方承諾解決的時間以及相應的計劃等，不能用責況下應告知對方承諾解決的時間以及相應的計劃等，不能用責任人不在或沒有時間來推脫。任人不在或沒有時間來推脫。NotesUse the Right Greeting:使用正確的稱呼使用正確

11、的稱呼。不提倡“Hey”;另一方面，使用非常正式的傳統開場白。”Dear SirDear Sir” 也已經過時了，最好寫成最好寫成DearDear Mr. / Ms. Mr. / Ms. 后跟那后跟那個人的姓氏個人的姓氏。同事之間，通常可直呼其名，如Dear John。Keep it Short and Clear: 清晰、有條理。在郵件的第一段清楚表明寫信的目的，保證每段中都有代表核心觀點的中心句。使用類似使用類似“first“first, second, next, and , second, next, and finally”finally”的詞引導讀者你所要表述的每一個觀點。的詞引導

12、讀者你所要表述的每一個觀點。可以用If you have any If you have any other questions please feel free to contact meother questions please feel free to contact me.來結束郵件，可以為對方創造進一步交流的前提。Be polite and tactful: 懂得謙遜和準確傳達信息的重要性。I want.I want.之類的詞能避之類的詞能避免則避免出現免則避免出現，I would I would likelike顯得更尊重對方。顯得更尊重對方。又如I am interested

13、in是提出請求建議或尋求意見的好方法。Ending： I am looking forward to your reply, Thank you,或者SincerelySincerely都是給收信人留下好印象的結尾方式。ReferencesSalutationMr./ Mrs./ Miss/ Ms.Last name/ family name/ surnamefirst name/ given nameDear / HiSir/ MadamDear Sir/ MadamBeginningWith reference to your job post on the internetRegardi

14、ng your letter of July 10About your phone call todayThank you for your letter of August 5Reasons for WritingI am writing to inquire about .I want to clarify the details .I would like to confirm.I suggest that we should set up a meeting.Attached please find the agenda.Request for ActionWe would be gr

15、ateful if you could I would appreciate if you canPlease make sure you canCould you please (kindly) let me know what you think?Please (kindly) sent it back to me by tomorrow.By the end of this month/yearWe have done three partsClosing Remarks Thank you for your helpPlease contact us again if we can h

16、elp. contact sb. 聯系聯系 contact with sb. 與與 聯系聯系 in contact with 與與 有聯系有聯系If there are any problems, please kindly.I look forward to .Hearing from you soon.Meeting you next Tuesday.Seeing you next Thursay.Polite ClosingYour sincerelySincerelyBest wishesBest regardsBest Regards=BRAll the bestCheersAbbr

17、eviation( brive()n縮寫）ASAP = As Soon As Possible盡快盡快 IMO=In My Opinion 依我之見依我之見PLS=Please 請請 BTW=By The Way順便順便P.S.=Postscript 附言附言 IC = I see 我明白了我明白了 AMMOF =As a Matter of Fact 事實上事實上OTOH =On the Other Hand 另一方面另一方面NRN =No Response Necessary 無需回復無需回復FYI=For Your Information 你要的信息你要的信息Sentences -Ini

18、tiate a meeting 發起會議發起會議I suggest we have a call tonight at 9:30pm (China Time) with you and Brown. Please let me know if the time is okay for you and Ben. 我建議我們今晚九點半和Brown小聚一下,你和Ben有沒有空?I would like to hold a meeting in the afternoon about our development planning for the project A. 今天下午我建議我們就A項目的發

19、展計劃開會討論一下。Wed like to have the meeting on Thur. Oct 30. Same time. 十月三十號(周四),老時間,開會。I want to talk to you over the phone regarding issues about report development and the XXX project. 我想跟你電話討論下報告進展和XXX項目的情況。Sentences - Seeking for more information/feedbacks/suggestions 咨詢信息咨詢信息/反饋反饋/建議建議Thank you an

20、d look forward to having your opinion on the estimation and schedule. 謝謝你,希望能聽到更多你對評估和日程計劃的建議。 Look forward to your feedbacks and suggestions soon. 期待您的反饋建議!What is your opinion on the schedule and next steps we proposed? 你對計劃方面有什么想法?下一步我們應該怎么做?Feel free to give your comments. 請隨意提出您的建議。 Any questio

21、n, please dont hesitate to let me know. 有任何問題,歡迎和我們聯系。 Any question, please let me know. 有任何問題,歡迎和我們聯系。Please contact me if you have any questions. 有任何問題,歡迎和我們聯系。Please let me know if you have any question on this. 有任何問題,歡迎和我聯系。Your comments and suggestions are welcome! 歡迎您的評論和建議! Sentences -Attachment 附件附件I enclose the evaluation report for your refere