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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.永远牢记商业书信不是在写情书，应该明确地点明你的来意。客套话（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 正确Conciseness knsasns 简明Completenesskmpli:tns 完整Clearness klns 清晰Courtesy kts 谦恭5 Parts1.Addresses：To-recipients address CC（carbon copy ）2. Subject：the main ideas of the e-mail.3. Salutation(sljte()n称呼）；）；4. Body (introductory paragra
4、ph， main paragraph， concluding paragraph）5. Signature（sgnt签名；署名），），phone numbers，etc.SalutationSalutation: Appropriate prprt不知对方姓名只知头衔，可用不知对方姓名只知头衔，可用 Dear + Title Dear + Title作为称作为称呼或呼或Dear Sir/Sirs, Dear Madam/Madams, Dear Sir Dear Sir/Sirs, Dear Madam/Madams, Dear Sir or Madamor Madam；如只知对方姓名不知性别
5、，可用如只知对方姓名不知性别，可用Dear+Dear+全名；全名；如邮件为一封通函，则用如邮件为一封通函，则用Dear AllDear All作为邮件称呼。作为邮件称呼。Body应结构清楚。如内容较长，可使用应结构清楚。如内容较长，可使用小标题小标题、小段落小段落、BulletsBullets、下划线下划线等方式使邮等方式使邮件眉目清楚、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: )，还要说明何时收到对，还要说明何时收到对方关于什么内容的信。方关于什么内容的信。 Main paragraph
6、 ，把开头提出的问题进行充分的说明和解释。把开头提出的问题进行充分的说明和解释。 Concluding paragraph ，通常以礼貌的祝福或者愿望来结束。通常以礼貌的祝福或者愿望来结束。 : 齐头式结构齐头式结构; ; 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整片邮件的格式（称呼、落款等）不规范，整片邮件的格式（称呼、落款等）不规范，英文书
10、信中标点后英文书信中标点后面必须空一格面必须空一格。 语句不完整，语句不完整，thisthis指什么？指什么？ 同一个句子中连续出现同一个句子中连续出现2 2个个aboutabout，重复。后一个应该为，重复。后一个应该为ofof，表示从属关系。表示从属关系。 语句表达不合理，在发信方对于出现的问题十分焦急的情语句表达不合理，在发信方对于出现的问题十分焦急的情况下应告知对方承诺解决的时间以及相应的计划等，不能用责况下应告知对方承诺解决的时间以及相应的计划等，不能用责任人不在或没有时间来推脱。任人不在或没有时间来推脱。NotesUse the Right Greeting:使用正确的称呼使用正确
11、的称呼。不提倡“Hey”;另一方面，使用非常正式的传统开场白。”Dear SirDear Sir” 也已经过时了，最好写成最好写成DearDear Mr. / Ms. Mr. / Ms. 后跟那后跟那个人的姓氏个人的姓氏。同事之间，通常可直呼其名，如Dear John。Keep it Short and Clear: 清晰、有条理。在邮件的第一段清楚表明写信的目的，保证每段中都有代表核心观点的中心句。使用类似使用类似“first“first, second, next, and , second, next, and finally”finally”的词引导读者你所要表述的每一个观点。的词引导
12、读者你所要表述的每一个观点。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.来结束邮件，可以为对方创造进一步交流的前提。Be polite and tactful: 懂得谦逊和准确传达信息的重要性。I want.I want.之类的词能避之类的词能避免则避免出现免则避免出现，I would I would likelike显得更尊重对方。显得更尊重对方。又如I am interested
13、in是提出请求建议或寻求意见的好方法。Ending： I am looking forward to your reply, Thank you,或者SincerelySincerely都是给收信人留下好印象的结尾方式。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. 联系联系 contact with sb. 与与 联系联系 in contact with 与与 有联系有联系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缩写）ASAP = As Soon As Possible尽快尽快 IMO=In My Opinion 依我之见依我之见PLS=Please 请请 BTW=By The Way顺便顺便P.S.=Postscript 附言附言 IC = I see 我明白了我明白了 AMMOF =As a Matter of Fact 事实上事实上OTOH =On the Other Hand 另一方面另一方面NRN =No Response Necessary 无需回复无需回复FYI=For Your Information 你要的信息你要的信息Sentences -Ini
18、tiate a meeting 发起会议发起会议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. 我建议我们今晚九点半和Brown小聚一下,你和Ben有没有空?I would like to hold a meeting in the afternoon about our development planning for the project A. 今天下午我建议我们就A项目的发
19、展计划开会讨论一下。Wed like to have the meeting on Thur. Oct 30. Same time. 十月三十号(周四),老时间,开会。I want to talk to you over the phone regarding issues about report development and the XXX project. 我想跟你电话讨论下报告进展和XXX项目的情况。Sentences - Seeking for more information/feedbacks/suggestions 咨询信息咨询信息/反馈反馈/建议建议Thank you an
20、d look forward to having your opinion on the estimation and schedule. 谢谢你,希望能听到更多你对评估和日程计划的建议。 Look forward to your feedbacks and suggestions soon. 期待您的反馈建议!What is your opinion on the schedule and next steps we proposed? 你对计划方面有什么想法?下一步我们应该怎么做?Feel free to give your comments. 请随意提出您的建议。 Any questio
21、n, please dont hesitate to let me know. 有任何问题,欢迎和我们联系。 Any question, please let me know. 有任何问题,欢迎和我们联系。Please contact me if you have any questions. 有任何问题,欢迎和我们联系。Please let me know if you have any question on this. 有任何问题,欢迎和我联系。Your comments and suggestions are welcome! 欢迎您的评论和建议! Sentences -Attachm
22、ent 附件附件I enclose the evaluation report for your reference. 我附加了评估报告供您阅读。Attached please find todays meeting notes. 今天的会议记录在附件里。Attached is the design document, please review it. 设计文档在附件里,请评阅。 For other known issues related to individual features, please see attached release notes. 其他个人特征方面的信息请见附件。S
23、entences -Thanks note 感谢感谢Thank you so much for the cooperation。感谢你的合作! Thanks for the information。 谢谢您提供的信息! I really appreciate the effort you all made for this sudden and tight project. 对如此紧急的项目您做出的努力我表示十分感谢。Thanks for your attention。 谢谢关心! Your kind assistance on this are very much appreciated. 我们对您的协助表示感谢。 Really appreciate your help! 非常感谢您的帮助!Practice 写求职信应该重点强调写求职信应该重点强调你的强项你的强项、能力能力和和经验经验，而不是说你的弱点。而不是说你的弱点。 （关于离开原先公司的真实原（关于离开原先公司的真实原因应避免提及。因应避免提及。 ）
