Attention To Etiquette For Sending And Receiving Mail

　　 The title of the mail:

　　 Title The main difference between e-mail and letterhead is to add mail headlines. In the theme bar, the contents of the entire mail are summarized in a few short words, which is convenient for the recipients to weigh the priorities of the mail and deal with them separately.

1. do not leave blank headlines. This is the most rude.

2., the title should be short, not long, and outlook should not be used. You can display your title.

3.. It is best to write an email from * * company so that the other party is clear and easy to keep. Time can be omitted, because the general mailbox will be automatically generated, and it will be cumbersome to write.

4. the title should really reflect the content and importance of the article, and avoid using headlines with unclear meaning, such as "Mr. Wang". Also don't use the theme with no real content, such as "Hey!" or "keep it!"

5. as far as a letter is concerned, only one topic is addressed. There are not many things to be discussed in a letter, so that it can be arranged in the future.

6., you can use the capitals or special characters (such as "*!") to highlight the headings, which will attract the recipient's attention, but should be moderate, especially if you do not use the word "urgent".

7. when replying to your email, you should change the headline according to the content of the reply, not RERE.

8, the most important point is that there must be no wrong words and no smooth points. The theme is to give others the first impression, we must be cautious.

　 Address and greeting in email:

1., call the recipient appropriately.

The beginning of an email should be addressed to the addressee. This is not only polite, but also a reminder to a certain addressee. This email is for him, requiring it to give the necessary response; in the case of multiple recipients, you can call everyone, ALL.

If the other party has a job, it should be pressed. post Honorific, such as "x manager"; if you do not know your job, you should call it "Mr. X" or "Miss X", but make sure that the gender is clear.

People who are not familiar with it should not directly call the English name, nor should they call the English name higher than themselves. It is also impolite to call a full name. Do not catch anyone who uses a "Dearxxx".

In terms of format, the title is written in the first line.

Two Email You should have greetings at the beginning.

The easiest way to start is to write a "HI", to write "hello" or "hello" in Chinese, and the first greeting is to change the space of the address into two spaces.

At the end, write a BestRegards, and write a Chinese "wish you well" and so on. If the elders should use this "salute". Note that in very formal occasions, the standard format of letters should be used completely. "Wish" and "here" are two spaces immediately preceding the end of the previous line or the beginning of the line, while "smooth" and "salute" are written for the top line.

As the saying goes, "many manners are not strange". Courtesy is always good, even if there are some improper places in the mail, the other side can also treat calmly.

　　 The body of the mail:

1.Email the text should be concise and concise.

If the other person does not know you, the first thing that should be explained is your identity. The name or the name of the company you represent must be announced to show respect for the other party. The status of the roll call should be concise and concise, preferably with the mail and the other party, the main function is to enable the recipient to understand the meaning of the mail smoothly. Don't be confused. It's the right thing to do. People don't know who you are. But there should not be too much. Some links and other unrelated information should be indicated in the signature file.

The Email text should be clear and concise; if the contents are indeed many, the text should only provide a brief introduction, and then write a separate file as an appendix for detailed description.

The text should be fluent, use simple words and short sentences, express them accurately and clearly, and avoid any obscure sentences. It's best not to let people roll the scroll bar to read your mail, never learn Tang Seng.

2. pay attention to Email's discourse mood.

According to the relationship between the recipient's degree of acquaintance and their rank, whether the mail is different from the inside or outside nature, choose the appropriate tone to discuss, so as not to cause the other party's discomfort.

Respect each other, please, thank you and so on.

E-mail can be easily transferred to others, so comments on others' opinions must be cautious and objective. "Mail door" is a profound lesson!

3.Email text uses 1234 or more lists for clarity and clarity.

If things are complicated, it is best to make clear paragraphs of paragraphs 1, 2, 3 and 4. Keep your paragraphs short and not long. No one has time to look at your lengthy paragraphs.

4. send a complete message by email.

It is best to say all the relevant information in an email correctly. Don't send out an email like "supplement" or "correction" in two minutes. This will be very offensive.

5. avoid spelling mistakes and spelling as much as possible.

This is a respect for others and a reflection of one's own attitude. If it is English Email, it is better to open the spell checker function; if it is Chinese Email, pay attention to Pinyin input method to give you the same homophone of mentally retarded.

Before you send the mail, you must read it carefully to check if it is smooth and spelling wrong.

6. reasonably prompt important information.

Do not use any capital letters, bold italics, color fonts, and enlarge font size to prompt some information. Reasonable hints are necessary, but too many hints can make people lose focus and influence reading.

7., make rational use of pictures, forms and other forms to help explain.

For many mail with technical introductions or discussions, it is hard to describe them simply in words. If you match the chart, the addressee will praise your thoughtfulness.

8. don't try to use it:) smiley characters like this are rather frivolous in business letters.

BusinessEmail is not your love letter, so: the best thing to do is to use caution. Only in situations where you really need to emphasize a relaxed atmosphere, such as now:

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　　 Accessories for mail:

1. if the mail contains attachments, the recipient should be prompted to view the attachment in the text.

2. appendix documents should be named in a meaningful way. It is best to summarize the contents of the annexes so as to facilitate the management of recipients after downloading.

3. the contents of the annex should be briefly explained in the text, especially when multiple attachments are attached.

4. the number of attachments should not exceed 4. When the number is large, it should be packed and compressed into one document.

5. if the attachment is a special format file, explain the way of opening in the text, so as not to affect the use.

6. if the attachment is too large (should not exceed 2MB), it should be split into several small files to send separately.

　　 Selection of mail language and coding of Chinese characters:

1. only use English mail when necessary.

English mail is just a tool for communication, not to show off and practice English. If there are expatriates in the recipient, English mail should be exchanged; if recipients are Chinese from other countries and regions, they should also communicate in English. Due to the existence of Chinese coding, your Chinese mail may appear to be a wild book in other areas.

2. respect each other's habits and do not initiate English mail.

If the other person is communicating with your mail in Chinese, please don't send him an email in a smart way. If the other person sends you an email, don't reply in Chinese.

3. for some information rich or important mail, it is recommended to use Chinese. It is difficult for you to ensure that your English expression level or someone's English comprehension level in the addressee is in question, affecting the solution of the problems involved in the e-mail.

4. choose the font size and font that are easy to read.

Chinese in song or new song style, in English, use Verdana or Arial font, font size five or 10. This is the most suitable font size and font for online reading.

Do not use strange fonts or italics, preferably without background stationery, especially for official mail.

Don't set the font size too high for the sake of content. It's very troublesome to pull the scroll bar. Don't be too small and bother your eyes.

　 The end signature of the mail:

Each email should be signed at the end, so that the person can clearly know the sender's information. Although your friend may recognize you from the sender, do not design such a job for your friend.

1. signature information should not be excessive.

It is necessary to add signature files at the end of e-mail messages. The signature file can include name, duty, company, telephone, fax, address and so on, but the information should not be too many, usually not more than 4 lines. You only need to put some necessary information on it. If the other person needs more detailed information, he will contact you naturally.

It is possible to quote a phrase as part of your signature, such as your motto or company slogan. But it is important to distinguish between recipients and situations.

2. do not use only one signature file.

Signature files should be simplified for mail transactions between internal, private, and familiar customers. Too formal signature will alienate the other. You can set multiple signature files in OUTLOOK to invoke it flexibly.

3. signature text should be selected to match the text, simplified, traditional or English, so as to avoid garbled. The font size should generally be smaller than the font size of the text.

　　 Mail reply skills:

1. reply to Email in time.

It is often necessary to reply to each other immediately after receiving important e-mail from others. This is respect for others. The ideal time to reply is within 2 hours, especially for some urgent and important mail.

It takes time to deal with every email immediately. For some low priority mail, it can be concentrated at a specific time, but it usually does not exceed 24 hours.

If things are complicated, you can't reply in time, at least you should reply in time. "Yes, we are dealing with it. If there is a result, we will reply in time." Don't let the other person wait, remember: respond in time, even if you just confirm receipt.

If you are on a business trip or vacation, you should set the auto reply function to prompt the sender, so as not to affect the work.

2. targeted recovery

When answering the questions, it is better to copy the related questions to the returned parts, and then attach the answers. Don't be too rigid with simple ones. You should make the necessary elaboration, let the other party understand once again, avoid repeated communication and waste resources.

3. reply shall not be less than 10 words.

The other party sends you a large amount of mail. You only reply to the words "yes", "yes", "thank you", "know" and so on, which is very impolite. You need to add 10 words to show your respect.

4. do not reply to the same question for many times. Do not build tall buildings.

If the two sides receive more than 3 responses to the same question, this will only mean that the communication is not smooth enough. At this point, telephone communication and other means should be used for communication before making judgement. E-mail is sometimes not the best way to communicate.

For more complex problems, multiple recipients frequently reply and express their views. The higher the RE, the more cumbersome and unreadable. At this point, we should summarize the results of previous discussions, reduce the weight loss and highlight useful information.

5. distinguish between Reply and ReplyAll.

If you only need a single person to know something, you can reply to him alone.

If you respond to the sender's request, replayall should be known to all of you.

If you are not clear about the questions raised by the sender or have different opinions, you should communicate with the sender individually. Do not go to RE in the presence of RE, discuss with the sender. When you discuss it, let us know. Do not send frequent email to your boss without definite results.

Think twice before clicking "reply to all".

6. initiative Control mail Dealings

In order to avoid unnecessary recovery and waste of resources, some recipients can be given a reply in the text, or add the following statement at the end of the article: "all done", "no action", "for reference only, no reply".