Summary Of Etiquette For Sending And Receiving Mail (Email)

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 pferred 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. reasonable hints of important information

Don't move on, use uppercase letters, bold italics, color fonts, and increase the number of words and other means 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:

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.

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.

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 pactions 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.