email模板.doc

Email Introduction (1) Use professional, polite language Avoid: wanna, gonna, OK???, ToT (2) Write positively when possible “When I finish my assignment,” not “If I finish my assignment...” (3) Contractions (缩略语) are alright, even friendly “I’m” instead of “I am” (4) Be civil (有礼貌的，文明的), even when complaining (even when you are angry, use polite language) Format Subject of Email Opening and Closing Greetings Beginning Sentence The Main Message Ending 1. Subject of email (1) What’s the problem with the following subjects? Subject: [Blank] Subject: “Important! Read Immediately!!” Subject: “Simple question.” Subject: “Follow-up about last Friday” Subject: “That file you requested.” (2) When filling in the subject line you have around 25 character spaces to get someone’s attention. The best way to do this is to use capitals for the main point of the message, followed by a short description of the nature of the main point. For example: “Meeting Today” “DECISION NEEDED: We are choosing new product line today.” 2. Opening and Closing Greetings (1) If you don’t have a contact name: Dear sir or Madam Yours faithfully (2) If you know the name of the person: Dear Mr/Mrs/Ms Jones Yours sincerely (3) If you know the person as a friend or close business colleagues: Dear James Best wishes/regards (4) If you are contacting a company not an individual: To Whom It May Concern Some mistakes: Abbreviations：Bst rgrds Receivers may feel that “You really look like a busy person.” Inappropriate capital letters：REGARDS, Best Regards Capital letters are used to emphasize something. It may give the receiver the impression that “you are very angry”. Truly yours： Sometimes it is used by lovers. Thanks and best regards： Thanks只用于文本，并不适合与regards合用。 3. Beginning Sentences With reference to __ __ __ I thank you for your email of yesterday. Further to our telephone conversation, __ __ __ Example: Dear Ms Johnston, Further to ou