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How to Write a Perfect Professional Email in English  

2012-03-13 23:46:18|  分类: English |  标签: |举报 |字号 订阅

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 How to Write a Perfect Professional Email in English

                                  1st

  image

It's important to always open your email with a greeting, such as "Dear Lillian,". Depending on the formality of your relationship, you may want to use their family name as opposed to their given name, i.e. "Dear Mrs. Price,". If the relationship is more casual, you can simply say, "Hi Kelly," If you’re contacting a company, not an individual, you may write "To Whom It May Concern:"

If you are replying to a client's inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, "Thank you for contacting ABC Company." If someone has replied to one of your emails, be sure to say, "Thank you for your prompt reply." or "Thanks for getting back to me." If you can find any way to thank the reader, then do. It will put him or her at ease, and it will make you appear more courteous.

If, however, you are initiating the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, "I am writing to enquire about …" or "I am writing in reference to …" It's important to make your purpose clear early on in the email, and then move into the main text of your email. Remember to pay careful attention to grammar, spelling and punctuation, and to avoid run-on sentences by keeping your sentences short and clear.

Before you end your email, it's polite to thank your reader one more time as well as add some courteous closing remarks. You might start with "Thank you for your patience and cooperation." or "Thank you for your consideration." and then follow up with, "If you have any questions or concerns, don't hesitate to let me know." and "I look forward to hearing from you."

The last step is to include an appropriate closing with your name. "Best regards," "Sincerely," and "Thank you," are all professional. It's a good idea to avoid closings such as "Best wishes," or "Cheers," as these are best used in casual, personal emails. Finally, before you hit the send button, review and spell check your email one more time to make sure it's truly perfect!

                                    2nd

 Although emails are often seen as less formal than printed business letters, in the business world you cannot afford to let your language appear to be informal. Email may be faster and more efficient, but your client or business partner will not easily forgive correspondence that is too casual. Not to fear! Read on to discover simple secrets that will add a high level of professionalism to your English emails.


headingsare needed,
Greetings
Start the message with a greeting so as to help create a friendly but business-like tone. The choice of using the other name versus the surname will depend on who you are writing to. If you have communicated with the receiver previously and he/she is at a similar level to you, then the use of the other name would be appropriate. If the receiver is more senior to you, or if you are in doubt, it would be safer (particularly in the first communication) to use the person’s surname/family name together with a title,
e.g. Dear Mr Smithson, Dear Ms Stringer.
It is also becoming quite common to write the greeting without a comma,
e.g. Dear Miss Lawson
e.g. Dear KK
 
Purpose
Start with a clear indication of what the message is about in the first paragraph.
Give full details in the following paragraph(s).
Make sure that the final paragraph indicates what should happen next.
e.g. I will send a messenger to your office on Tuesday morning to collect the faulty goods.
e.g. Please let me have your order by the beginning of the month.
 
Action
Any action that you want the reader to do should be clearly described, using politeness phrases. Subordinates should use expressions such as 'Could you...' or ' I would be grateful if...'. Superior staff should also use polite phrases, for example, 'Please...'.
 
Attachments
Make sure you refer, in the main message, to any attachments you are adding and of course make extra sure that you remember to include the attachment(s). As attachments can transmit viruses, try not to use them, unless you are sending complicated documents. Copy-and-paste text-only contents into the body of the e-mail. If you use an attachment, make sure the file name describes the content, and is not too general; e.g. 'message.doc' is bad, but 'QA Report2011.doc' is good.
 
Endings
End the message in a polite way. Common endings are:
Yours sincerely, Best regards, Best wishes, Regards,
If you did not put a comma after the greeting at the beginning of the message, then do not put a comma after the ending either,
e.g. Best wishes
e.g. Regards
 
Names
Include your name at the end of the message. It is most annoying to receive an email which does not include the name of the sender. The problem is that often the email address of the sender does not indicate exactly who it is from, e.g. 0385915d@polyu.edu.hk

                            3rd

雖然電子郵件通常給人較商業書信有種不正式的感覺,在商業界你仍不能讓你的用語顯得很不正式。電子郵件也許較快速及更有效率些,但是你的客戶或商業夥伴將不輕易寬恕太草率的信件。不要害怕!閱讀發現這些容易的秘訣,將有助於提升你的英文電子郵件的專業水平。


開頭的問候語

在你的電子郵件裡表達問候總是非常重要的,例如:「Dear Lillian,」。根據你與他人之間關係的禮節,你可以稱呼他們的姓而非他們的名字,例如:「Dear Mrs. Price,」。如果你們的關係較為親近些,你可以簡單的說:「Hi Kelly,」如果你正在與一家公司而非個人聯繫,你可以這樣寫「To Whom It May Concern:」


向受文者致謝

如果你正回覆一個客戶的問題,你應該先表達感謝。例如:如果某人詢問你的公司有些問題,你可以這樣說:「Thank you for contacting ABC Company.」如果某人已經回覆你寄的其中一封電子郵件,要確實地說:「Thank you for your prompt reply.」或「Thanks for getting back to me.」如果你可以找到任何機會感謝受文者,那就做吧。它將使他或她更容易重視,並且它將使你x顯得更有禮貌些。


表明你的目的

然而,如果你正著手使用電子郵件溝通,這或許不大可能以一連串的感謝之意來開始說明你的目的。例如:「I am writing to enquire about ?」或「I am writing in reference to ?」在電子郵件中將你的目的說明清楚是很重要的,然後進入下一個主題內容。記得要注意文法、拼寫及標點符號,同時避免冗長的句子,儘量讓你的句子簡短清楚。


結束語

在結束你的電子郵件以前,禮貌地再感謝一次受文者。你可以這樣開始「Thank you for your patience and cooperation.」或「Thank you for your consideration.」,然後接著說「If you have any questions or concerns, don't hesitate to let me know.」及「I look forward to hearing from you.」


最後的結尾辭

電子郵件的最後一步,包括了適切的結尾辭與你的名字。專業用語是「Best regards」 「Sincerely」及「Thank you」。而避免使用結尾辭「Best wishes」或「Cheers」是最好的點子,因為這些最好在非正式及私人電子郵件中使用。最後,在按下傳送鍵以前,再檢查一次電子郵件中的拼寫,來確定這是一封絕佳的電子郵件!


 



 

Although emails are often seen as less formal than printed business letters, in the business world you cannot afford to let your language appear to be informal. Email may be faster and more efficient, but your client or business partner will not easily forgive correspondence that is too casual. Not to fear! Read on to discover simple secrets that will add a high level of professionalism to your English emails.


Begin with a greeting

It's important to always open your email with a greeting, such as "Dear Lillian,". Depending on the formality of your relationship, you may want to use their family name as opposed to their given name, i.e. "Dear Mrs. Price,". If the relationship is more casual, you can simply say, "Hi Kelly," If youe contacting a company, not an individual, you may write "To Whom It May Concern:"


Thank the recipient

If you are replying to a client's inquiry, you should begin with a line of thanks. For example, if someone has a question about your company, you can say, "Thank you for contacting ABC Company." If someone has replied to one of your emails, be sure to say, "Thank you for your prompt reply." or "Thanks for getting back to me." If you can find any way to thank the reader, then do. It will put him or her at ease, and it will make you appear more courteous.


State your purpose

If, however, you are initiating the email communication, it may be impossible to include a line of thanks. Instead, begin by stating your purpose. For example, "I am writing to enquire about ? or "I am writing in reference to ? It's important to make your purpose clear early on in the email, and then move into the main text of your email. Remember to pay careful attention to grammar, spelling and punctuation, and to avoid run-on sentences by keeping your sentences short and clear.


Closing remarks

Before you end your email, it's polite to thank your reader one more time as well as add some courteous closing remarks. You might start with "Thank you for your patience and cooperation." or "Thank you for your consideration." and then follow up with, "If you have any questions or concerns, don't hesitate to let me know." and "I look forward to hearing from you."


End with a closing

The last step is to include an appropriate closing with your name. "Best regards," "Sincerely," and "Thank you," are all professional. It's a good idea to avoid closings such as "Best wishes," or "Cheers," as these are best used in casual, personal emails. Finally, before you hit the send button, review and spell check your email one more time to make sure it's truly perfect!


 

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