电子邮件写作

E-mailwritingE-mailwriting电子邮件写作电子邮件写作 1 1．．E-mail is a good way to get your message across whenE-mail is a good way to get your message across when You need to get in touch with a person who is hard to reach via telephone, or is not located in the same part of the country or world. The ination you want to share is not time-sensitive. You need to distribute ination to a large number of people quickly . You need a written record of the communication 2 2．．E-mail is not an effective means of communication whenE-mail is not an effective means of communication when Ination is highly confidential. E-mail is NEVER private Your message is long and complicated or requires additional discussion that would best be accomplished face-to-face. Your message is emotionally charged or the tone of the message could be easily misconstrued 3 3．．Emails The BasicsEmails The Basics Never send an empty email Include subject, salutation, message, and closing salutation Check for spelling, punctuation, grammar Rememberonce you press sendsend, there’s no going back 4 4．．Rule1A clear subjectRule1A clear subject Don’tleave“Subject”as blank Make the subject as concise and concrete as you can Ensure any confidential/sensitive/offensive ination are not shown in “ “SubjectSubject” ” Case 1Case 1 David will visit China and attend a technology conference in Shanghai. During his stay there, he will also visit 2 local clients for product demo.5 days prior to his arrival, one of the client visit has been cancelled.In addition, he will also check in another hotel since the erly booked one is not available anymore. As David’s counterpart in China, you need to in David about this. Case 1Case 1 Is the highlighted email subject appropriate What else should NOT be included in an email subject Answers Not appropriate.Because salary ination are confidential. Other ination should NOT be shown in the subject include Sensitive ination Offensive ination 5 5．．Rule 2Rule 2Be ProfessionalBe Professional Watch your tone and intonation Try to use a positive tone as possible “When I finish my assignment,” not “If I finish my assignment.” Be civil, even when complaining even when you are angry, use polite language Don’t try to use slang or abbreviation Rule 3. Company E-mail is not privateRule 3. Company E-mail is not private Rule 4. Don’t use the group sending function, unless theRule 4. Don’t use the group sending function, unless themessage needs to reachmessage needs to reach everyone.everyone. Rule 5.tell your expectation directly to the recipientRule 5.tell your expectation directly to the recipient If any action needs to be taken by the recipient, state that in your closing paragraph. Rule 6. Appropriate response, and answer all the questionsRule 6. Appropriate response, and answer all the questions Prompt responses are always appreciated Even if you could not immediately handle the requests, please let the