Business Email Etiquette

In business dealings, we should comply with certain etiquette standards when using e-mail to communicate, which mainly includes the following four aspects.
　　
First, in business communication, e-mail is also a business text, and it should be carefully written.
E-mail sent to others must be carefully conceived and carefully written. In writing e-mail, we should pay special attention to the following three points.
　　
1., the theme of the email should be clear. An e-mail has only one theme, and often needs to be noted before. If you sum it up properly, the recipient will see the whole e-mail clearly at the sight of it.
　　
2. mail must be fluent. If e-mail is easy to read, it must be fluent. Try not to write strange characters or variant characters. When referring to data or data, it is better to indicate the source so that the recipient can check it.
　　
3., the content of the email should be concise. The time on the Internet is extremely valuable, so the content of e-mail should be concise and shorter.
　　
Second, e-mail should avoid abuse and avoid meaningless e-mail.
In modern information society, everyone's time is precious. For business people, this is even more important. Therefore, some talented people will say, "respecting a person in business communication, first of all, we should know how to save time for him."
　　
In view of this, if it is not necessary, do not send e-mail to others easily. In particular, don't talk to others about it, or just to test whether your email can be successfully issued.
　　
But generally speaking, receiving an important e-mail message from another person is often necessary to reply immediately.
　　
Third, e-mail should pay attention to coding.
The problem of coding is due to the characteristics of Chinese characters plus some other reasons. The Chinese mainland, Taiwan, Hong Kong and Macao, as well as Chinese in other countries in the world, are currently using different Chinese coding systems. Therefore, when a business person uses the Chinese mainland's coding system to send emails to Chinese people living in all other countries and regions except the mainland of China, the Chinese code system used by both sides is different. For convenience, it is likely that only a piece of sky script composed of random characters will be received.
　　
Therefore, when the business people send e-mail to Chinese people in other countries and regions other than the mainland of China, they must also indicate their own Chinese coding system in English so as to ensure that the other party can receive their own mail.
　　
Fourth, e-mail should be cautious in selecting fancy functions.
The advanced E-mail software available in the market now has multiple fonts, and even various stationery for users to choose from. This can certainly enhance the personal characteristics of e-mail, but this kind of function must be used cautiously by business people.
　　
This is mainly because, on the one hand, too much modification of e-mail will inevitably increase its capacity and increase the time of sending and receiving. It wastes time and money, and often gives people a sense of luxury. On the other hand, the software owned by the recipient of e-mail does not necessarily support the above functions. As a result, the e-mail that he receives is likely to deviate greatly from the original intention of the sender and thus result in useless results.

Rhetoric of business e-mail

Rhetoric is the most difficult part of writing business e-mail. If you use the usual tone of speech, it is easy to be regarded as rude, because it is easier to use words to see words than to use them.

Therefore, before writing a business email, you might as well think that you are facing the other side instead of facing the keyboard and the screen. But remember, writing is a little more formal than speaking. Imagine that the other person may have looked after your letter, that is, thinking in others' thinking. Understanding each other is just as busy as you are, and stresses the key. A little more thoughtful, try to make your e-mail look short, concise, friendly, but not rude.

Mail theme:

If there are different topics to discuss with the other side, it is recommended to separate the different e-mail transmissions, that is to say, the theme of each letter is the best one, so that the other side will be better able to reply to the simple theme.

Mail structure: the first and last paragraph is the focus.

The writing of e-mail should be focused on the top and bottom points, that is to say, the first paragraph should be emphasized. If the letter is very long, it is best to emphasize the emphasis of the first paragraph again at the end.

Ask: take the initiative to say what you expect others to do.

When you want the receiver to take action, if the content of the email is long, it will explain your request at the beginning of the letter. If the content is very short and does not exceed the scope of a screen that can be read, the request can be made directly at the end of the letter content.

Date: the date and time of the mail should be clear.

The date and time mentioned in the e-mail must be specific. When do you say next month or next Wednesday? Therefore, it is best to change to "next Wednesday (March 7th)" and "next month (August)". The time should be clear, in the morning or in the afternoon. Is it based on the time zone of oneself or the other party? In order to avoid misunderstanding between the two sides.

Reply e-mail:

If you reply to each other's letter, use the other person's keynote reply to let the other person know that this is from your reply. In addition, if you want to focus on the main points, you can write "reply theme: XXXXXX" in the content of this email, so that the other person will know which letter to reply to.

Style:

When you check your email, try reading the voice. Conversational style is easy but not rude, and natural.

Language sense:

1. adopt an active tone. Let the receiver know who should do it. For example:

A. what do you think of this matter?
B. who can give me advice?
Can you see? A is more active and clear than B.

2. verbs are more powerful than nouns. Let's read the following two sentences:

C. let's make a plan.
D. let's plan this thing.
In the D sentence, plan two words are used in verb expressions, which are stronger than C sentences in nouns.

Last but not least, when you use the e-mail of the workplace to communicate with others, you should keep your business e-mails carefully, do not make any public responsibilities, write or transmit the contents that are not related to the workplace, because under certain circumstances you do not know, e-mail will be stored in the corporate hard disk or backup files.