《英文郵件格式》課件

PPTcoursewareforEnglishemailformatThebasiccompositionofemailsWritingskillsforemailsFormatspecificationsforemailsEtiquetteofEmailExampleanalysisofemails01ThebasiccompositionofemailsEmailTitleThetitleshouldbeconsistentandreflectthepurposeoftheemailItshouldnotexceed30charactersPropuseofpunctationUseaquestionmarkorexceptionpointiftheemailisaquestionorstatement,relevantEmailTitleEnsurethattherecipient'semailaddressisspelledcorrectlyandusestheappropriatedomain(e.g.,@,@yahoo.com)Correctrecipientaddress"or"Cc:"field:DecidewhichemailisimportantenoughtobesenttothemainrecipientorifitshouldbecopiedtoanotherpersonUseof"ToRecipientaddressClearandreasonmessageStatethepurposeoftheemailinthefirstparagraphAvoidusinglongsensesorcomplexvocabulariesProofreadingCheckforspellingandgrammarerrorsbeforesendingtheemailUseaspellcheckerandgrammarcheckertoensureaccuracyConsiderationofculturaldifferencesBemindfulofculturaldifferenceswhenwritingemailstointernationalrecipientsAvoidusingofferinglanguageormakingculturallysensitivestatementsEmailBodyIncludeaprofessionalsignatureattheendoftheemailThesignatureshouldincludeyourname,contactinformation,andanyrelevantqualificationsorpositionshelpedProfessionalsignatureEnsurethatyoursignatureisconsistentacrossallemailsDonotchangethesignaturefrequently,asitcanmakeyoulookunprofessionalConsistencyinsignatureAutograph02Writingskillsforemails03SticktothepointGettothepointquicklyanddon'tmess01UseshortsensesKeepsensesshortandtothepointtomaketheemaileasytoread02AveragejargonandtechnicaltermsUseplainlanguagetoensurethereaderunderstandsthemessageClearanddecide01Use"please"and"thankyou"toshowgraduationandrespectUsepoliticallanguage02Advisortotherecipient'spositionanduseappropriatelanguageTailortheemailtotherecipient03SticktoformallanguagetomaintainaprofessionaltoneAvoidcolloquiallanguagePoleandappropriateProofreadtheemail01Checkforgrammar,spelling,andpunctuationerrorsbeforesendingUseaspellchecker02UtilizeaspellcheckertoidentifycommonmissesHireaprofessionalproofreader03AdvisorHiringaprofessionalproofreaderforfinalreviewifnecessaryAveragegrammarandspellingerrors03FormatspecificationsforemailsIndentationEachparagraphshouldbeindented,makingiteasierforthereadertodifferentiatebetweenthemThestandardindentationisusuallyoneortwospacesoratabSegmentationLongemailsshouldbedividedintosmaller,moremanageablesectionsEachsectionshouldhaveaclearheadingthatsummarizesitscontentIndentandSegmentationUsecommastoseparateitemsinalistortointroduceanasideinasenseCommasUsecolonstointroduceexamplesoradditionalinformation,andchromosomestoseparateindependentclaimsinasentenceColonsandSemicolonsUseparentsestoprovideadditionalinformationthatisnotessentialtothemeaningofthesentenceParentsesUsecorrectpunctuationmarksMaintainconsistentformatChooseonealignment(left,center,orright)andsticktoit.MixingalignmentscanmaketheemaillookunprofessionalAlignmentUseaconsistentfontandsizethroughouttheemailArabicorCalibriarecommonchoices,andthesizeshouldbelegalwithouttrainingthereader'seyesFontandSizeAverageusingdistractingcolorsorpatternsItisbesttosticktoasimplecolorschemeandusewhiteoroffwhitebackgroundsColorandBackground04EtiquetteofEmail010203UseaformaltoneWhenwritingemails,itisimportanttomaintainaformaltoneandavoidusingtoomanycasualexpressionsorcolloquialismsAverageusingfirstpersonpronounsAverageusing"I,""you,""we,"etc.asmanyaspossibleinemailstomaintainaformalandobjectivetoneUseaprofessionalsignatureAlwaysincludeaprofessionalsignatureattheendoftheemail,includingyourname,contactinformation,andpotentiallyyourtitleorpositionAvoidingtoopersonalized"UsepropermeetingsandclosuresItisimportanttouseformalmeetingsandclosures,suchas"Dear[Name],""Bestwishes,"etc."AddresstherecipientpropertyUsetherecipient'scorrecttitleorposition,andaddressthembytheirfullnameUsepolicyexpressionsWhenexpressingideasorrequests,usepolicyexpressionstoshowrespectandconsiderationfortherecipient010203PayattentiontousinghonorificlanguageAvoidsarcasmSarcasmcanbemisinterpreted,anditisbesttoavoidusingitinemailsAvoidusingofferinglanguageDonotuseanylanguagethatmaybeofferingorhurtfultotherecipientAvoidingsoundingargumentativeAvoidingsoundingtooargumentativeoraggressiveinyouremails,asthismaycausetherecipienttolosetrustorrespectforyouAvoidusingsarcasticoraggressivelanguage05ExampleanalysisofemailsJobapplicationemailPurpose:ToapplyforapositionorjobopportunityIntroduceoneselfShowrelevantskillsandexperienceContentfocusExpressinginterestinthepositionAskformoreinformationaboutthepositionContentfocusExplainthepurposeandintentionofcooperationInvitingtheotherpartytoreplyorfurtherdiscussPurpose:Toestablishormaintainbusinessrelationshipsself-introductionShowcasingcompanyorproductadvantages010203040506Businesscooperationemail010203040506IntroductionPurpose:Invitetoparticipate