effective e-Mail Writing如何有效的写好电子邮件

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1、Effective Business e-Mail Writing如何有效的写好电子邮件如何有效的写好电子邮件Introduction介绍介绍Not Just A Technology Change 不仅仅是一个技术的变革不仅仅是一个技术的变革A New Way Of Communicating and Sharing Information 全新的沟通和信息共享的方法全新的沟通和信息共享的方法Yesterday昨天昨天Today今天今天IntroductionOver 60 Million People Can be Reached Through Email. Its Usage is D

2、oubling Every Year!电子邮件可以联系六千多万人。每年的使用量都在翻番电子邮件可以联系六千多万人。每年的使用量都在翻番Introduction介绍介绍Email is a Powerful Communication Tool电子邮件是一个强大的沟通工具电子邮件是一个强大的沟通工具 Advantages of email 优点优点 It is Faster, within minutes 快 It is more Conversational, less formal and more chatty in style 像平时对话 It is easier to Referenc

3、e, easily to forward, reply and save 容易备案Purpose使用目的使用目的 Clearly Defined Purpose明确的目的明确的目的 Columnists write to entertain 专栏作家 用来写娱乐新闻 Biographers write to portray life传记作者用来写传记 Novelists write to tell a story 小说家用来写小说 Politicians write to win votes 政治家用来写竞选纲领赢得选票 Business writers write to 公司员工用来 Sha

4、re 共享信息 Inform 通知 Discuss 讨论If Writer doesnt have an Idea, Audience Wont either如果作者没有清晰的想法，观众也不可能有如果作者没有清晰的想法，观众也不可能有Purpose目的目的 Purpose - Reader Based Writing基于读者去写基于读者去写Questions to Ask Yourself: 写之前要问自己以下问题1. The Writers Prospective 你的期望 What do I want to reader to know 让读者知道什么？ What do I want to

5、 reader to do 让读者做什么？ What do I want to reader to feel 让读者感受什么？2. The Readers Prospective 读者的期望 What is this about 这封电子邮件是关于什么？ What do I need to do 我需要做什么？Write from the Readers Perspective从读者的角度写电子邮件从读者的角度写电子邮件 It is easy to read and track with scrollbars Break up the long paragraphs to only a few

6、 sentences, five lines is the upper limit. Use Shorter Paragraphs使用短的段落使用短的段落 Use Shorter Sentences If Possible尽可能使用短句尽可能使用短句Write More “KISS”able Messages and Avoid MIS多写让人能接受的信息，避免令人误解多写让人能接受的信息，避免令人误解 的信息的信息Concise简明扼要简明扼要Shorter the sentences, higher the level of writing Avoid Messy Format and A

7、ppearance 避免零乱的格式避免零乱的格式 ABC Rule: Accurate, Brief, Clear 准确，简洁，清楚准确，简洁，清楚Concise简明扼要简明扼要“ A Sentence should contain no unnecessary words, a Paragraph no unnecessary sentences.”Avoid saying the same thing twice 避免相同的事前说两遍避免相同的事前说两遍Example: 例如“Many uneducated people who have never attended school”许多没

8、有接受过教育的人，他们从来没有上过学 Be Concise - Short and to the Point 直达要点直达要点Good rules to follow:一些好的方法一些好的方法 Use bullets, single sentence paragraph 使用分段符号，一句话一段 Keep everything on one “page”, less than 25 lines of text 只写一页，文字少于25行 If too long and complicated, break it up into sections or pick up the phone, do

9、T-cons如果太长，分段写或者电话联系I am writing to inform you that I am unfortunately unable to accept your invitation on this particular occasionUnfortunately I cannot accept your invitationPractice, Practice and Practice 练习，练习再练习练习，练习再练习Examples例子例子:Should you need any further information please do not hesitate

10、to contact mePlease contact me if you have any questionsConcise简明扼要简明扼要 Organizing Long emails 组织长的电子邮件组织长的电子邮件Organize 组织组织1. Impose an apparent order by 通过逻辑，流程和顺序排练写作次序 Logic, Flow or Sequence 2. Organize according to your purpose 通过你的目的组织 Example: Purpose, Action, Support, Summary, etc例如：目的，行动计划

11、，需要的支持，总结等3. Express main ideas first - “Bottom Line” 首先表达主要的观点4. Group similar ideas - Avoid bouncing topics aroundUse Headlines for each section 把相似的观点组织到一起A person who can group ideas is a writer! 能够组织观点的人是作家！能够组织观点的人是作家！ Connecting with Your Audience Managers: Top Level Summary or Highlights don

12、t use Jargon 经理：关键的总结就可以了，不要用行话 Technical Engineers: Details and Precise 技术人员：详细准确 Mix Audience: Brief Summary with Details Attached 混合观众：简明总结加上详细介绍附件If You Can Match Their Style It Helps You Communicate Better如果你能适合他们的风格，有利于你更好的交流如果你能适合他们的风格，有利于你更好的交流Connect Audience联系观众联系观众 Example - Weekly Highli

13、ghts例如：每周亮点汇报 SMART Subject Lines or “Headers”精确的主题行精确的主题行 Purpose of the message 目的 Actions required 行动 Begin with a signal word: agenda for, highlights of, request for用一些简单的话开始：XXX议事日程；XXX亮点汇报；XXX的要求A Good Subject Line Helps to Classify a MessageA Bad Subject Line Worse Than Useless !Subject Lines

14、主题行主题行 Effective Beginnings Provide a clear indication of the message contentsSpecific, Meaningful, Appropriate, Relevant, Thoughtful具体的，有意思的，合适的，相关的，贴切的 Be Polite and Respectful Remember the people on the receiving end of the message记住收信人的感受 Facts and Situation, not emotional and negative以事实说话，不要感情

15、化和用负面的语言 Do not respond immediately when an e-mail makes you angry当收到一封使你很生气的邮件，不要立即回复 Begin, like a phone call or letter, always addressing the person by name 开头写上姓名 Adopt a positive attitude and avoid irritating expressions采取积极的态度，避免使人愤怒的表达方式“Treat People The Way You Want to Be Treated”“己所不欲，勿施于人己

16、所不欲，勿施于人”Polite & Respectful礼貌和尊重礼貌和尊重We cannot do anything about your problem. Try to call a technician.关于这个问题，我帮不上忙。你试试技术人员。I am sorry that we cannot help with this problem. I think the technician would be better able to help you. 很遗憾关于这个问题我不能帮上忙。我想技术人员能更好的帮助你。Practice, Practice and Practice ! 练习，

17、练习再练习！练习，练习再练习！Examples例如例如:Your interview will be held on Wednesday, March 2 at 1400 hour.你的面试安排在3月2日，星期三下午两点钟。I hope you can attend an interview on Wednesday, March 2 at 2pm.我希望您能参加3月2日，星期三下午两点钟的面试。Polite & Respectful礼貌和尊重礼貌和尊重 Forwarding and Replying转寄和回复转寄和回复 Forward with Caution, ensure content

18、s and audience邮件要小心转寄，确保合适的内容到合适观众 Conscious on Privacy and confidential information私人和机要信息要小心处置 Forward with brief introduction, what you expect the receiver to do with it转寄时要加上一些简要的说明 Address & Copy only to needed individuals “Do not Reply to all unless all need to know”不要发给不相关的人不要发给不相关的人 Do not s

19、end/forward/reply large attachments to a large e-mail list. Zip the files if you can大文件要压缩后再发Dont Reply to The Whole World !不要发给不要发给“全世界全世界”！Mail Handling邮件的处理邮件的处理Sharing共享共享Discussion讨论讨论Inform通知通知BasicBusinesse-Mail TypesKeys: Be Efficient and Effective关键在于有效果和有效率关键在于有效果和有效率Basic Email Types基本的邮件

20、形式基本的邮件形式 Elements for Information信息元素信息元素Always Be Prepared Before the Events有备无患有备无患 Date 日期日期 Time and Length 时时间和长度间和长度 Place 地点地点 Agenda 议程议程 Preparation 准备准备 Direction 如何到达如何到达 (if Needed)Information信息信息 your own outgoing messages at lease once:发邮件前至少读一遍： logic build in, data support your poin

21、ts 逻辑性，用数据说话 state action and response expected (e.g help needed) 陈述需要的行动 positive approach deliver negative message 用积极的方法传递负面的消息 state action taken when addressed issue 在说明问题要陈述已经采取的行动 friendly tone (in others shoes, how people feels after reading your mail) 友好的语气 to proof read the message if its

22、very importance, large audience. 如果很重要的信息发给很多人，最好问第二个人检查一下Other Tips其他技巧其他技巧Tips技巧技巧Use Magic Words Thanks !谢谢谢谢-最有魅力的语言！最有魅力的语言！More Tips更多技巧更多技巧Tips技巧技巧 Spell check messages (auto feature is good)自动纠错检查 Use “!” High Importance sparingly重要邮件使用“！”, in addition to email, if time or Info Urgent如果时间或信息都很紧急，打电话 Use Read Notification feature, if important to known email read 想知道重要的信息被读过否，使用自动信使功能 Your Email Picture is A Picture of YouThank You!