EMAIL WRITING2010-03-05 CONTENTS写email前后的考虑 Email正文的原则 格式 一些经验 例子与练习 写EMAIL前后的考虑必要性:email 是否良好的沟通方式是否需要当时得到反馈是否需要保留以便查阅对方是否方便收email是否可以通过email发送某些敏感信息可以结合其它的沟通方式，如面谈、等主题明确一般一封email说一件事，这样对方记得比较清楚，且便于查阅 写EMAIL前后的考虑确定接收者 :不漏不多收信人在“收件人”还是“抄送”栏上跟踪 :对方是否收到，是否理解，是否执行… EMAIL正文的原则•简洁–邮件的正文一般应当不需要翻页就可以看全如果有比较多的内容，可以把它放到附件中•表达清楚–从对方角度出发考虑，如何表达使对方最容易理解一般采用主题句加几个描述句的方式•格式规范•礼貌：亲切，表达感谢，适度恭维•风格恰当 格式 •标题明确–email的标题应当足够详细，又不太罗嗦应当包含此email的关键词–“About the meeting” 不如 “please attend the kick off meeting on 2005-1-1”–可以在标题中提醒收件人此email的重要性，如URGENT：Submit your report before this Friday!•适当的缩写。
–简明而显得职业化但是应当只用最常见的，否则容易引起误解或歧义比如：ASAP很常用，而AFAIK（As Far As I Know）就需要去猜 格式•文本的格式–不建议在email中用复杂的格式：字体、字号、颜色–不推荐 用背景–中英文的标点格式不要混用： - －•应当有签名档整个公司应当统一•可以适当用表情符号 格式•空行：称呼和正文之间，正文和信尾客套话之间一般空一行英文邮件段落开头无须空格；中文邮件段落开头空2个字Dear Tom,Do you have time to check the attachment? Please give some comments on the PPT file. What should be added to the doc?I need to send it to our customer by 16:00 today. So please send me your advice before 15:30.BrZhang SanDear Tom,Do you have time to check the attachment? Please give some comments on the PPT file. What should be added to the doc?I need to send it to our customer by 16:00 today. So please send me your advice before 15:30.BrZhang San第一种看起来舒服一些。
格式•强调 –可以用全部大写来强调某些内容例如：Please do NOT miss the meeting! –中文邮件使用不同颜色/字体的文字•结束语 –结束语一般用 Regards, BR, Thanks即可，不用很复杂 •拼写检查 –Outlook的拼写检查可以在很大程度上避免笔误 格式•为了清楚的列出内容，可以加编号或符号，如：Please finish following tasks before this Friday:- XX feature test- weekly report…或Please finish following tasks before this Friday:1. XX feature test2. Weekly report… 一些技巧•回复email时，应当引用原文避免不必要的误解•中文姓名的写法：姓的第一个字母大写，名的第一个字母也大写，二者之间有空格，名的字之间不要空格 如：Hi, Gu Yuhua•地名的写法 ：一般只首字母大写，中间没有空格，如：北京－Beijing，杭州－Hangzhou•粘贴附件 一个小的技巧是当你确定要发附件时，用右键点击要发送的附件，然后选择“发送到收件人”。
一些技巧•可以在email中对不同的人分别写不同的内容，下面是一个例子：Hi, allWe will have a meeting on the performance evaluation. Please attend on time…Tom,Please make sure the meeting room is available.BrZhang Shan 一些技巧•自动回复可以在通过web方式登录邮箱，在设置中设定自动回复的内容一般的邮箱都有这个功能典型的应用是当你暂时无法访问邮箱，比如休假时通知别人你的状态下面是一个例子：Thanks for emailing.I will be out of office from April 5 to 7. I can be reached at +86-137xxx for urgent matters. Thanks.Regards,Zhang Shan 一些技巧适当设定优先级，可以让对方重视发送前检查一下：是否发对了人，附件有没有粘，内容有没有问题…由于程序、网络的原因，按“发送”后email不一定就正常发送出去要看看“已发送邮件”中是否有刚发的email。
另外，可能过一段时间系统返回信息，通知邮件发送失败 例子与练习常用缩写：BR(Br) = Best Regards. BTW=By The Way. FYI=For Your Information. ASAP = As Soon As Possible常用词语： 例子与练习•一些例句–I’m pleased to do… 我很愿意……–Please be informed that… 特通知您……–Please go ahead. 请办理，同意表达类似意思的：Approved. （一般用在上级批准的时候） I’m OK with it. （一般情况都可以用）–XX is highly appreciated 若XX会很感激如：Your confirmation on the attendance is highly appreciated.–Here comes XX 有XX到了 例子与练习–Will you have any questions, please let me know. –Any problem, please feel free to ask me.–Thanks and look forward to hearing from you soon –Could you please kindly help us with XX. 在同事之间以及给上级写email，要多用Could you / Would you do…或Could you please / Would you please do…因为显得比较礼貌，尤其是后者。
–Please give your comments on …请对XX提出建议–I enclosed the template for your reference. 附上模版供参考 例子与练习 - EMAIL例子• Introduction 介绍Hi, allI would like to take this opportunity to welcome Mr. Tom Hanks on board. He starts to work in our team from today.He has 2 years experience in software testing field. Tom surely will play an important role in this team. His contact information:Name: Tom HanksPhone: 0571-12345678 ext. 12356Mobile: 13912345678Email: tomhanks@Tom, I believe you will be proud of being a member of the team. Hope you enjoy your work here.Regards,Zhang Shan 例子与练习 - EMAIL例子• Introduction 介绍练习：李明是刚从学校毕业的学生，计算机专业，下周一要加入本组，作测试工程师，由李四带他。
请写email向全组人介绍 例子与练习 - EMAIL例子• Meeting 开会Hi, allPlease be informed that there is a kick off meeting of the project XX. Time: 15:00, 2005-2-20Place: CDMA meeting room 2Attendee: all members of project XXIt’s a very important meeting and no one should be late. BrZhang Shan 例子与练习 - EMAIL例子• Meeting 开会练习：本组将有一个总结会议，主要议题是对上一阶段的工作总结，分析工作中出现的问题，交流、分享工作经验时间和地点请自己设定要求所有本组成员参加，不要迟到 例子与练习 - EMAIL例子• Training 培训 Hi, allTo improve our team’s testing skill we ask Mr. Tom to give us training. Tom is an experienced software testing engineer and also a good lecturer. The training will be held at meeting room 3 and start from 18:00, tomorrow.Please attend the training on time.Regards!Zhang Shan 例子与练习 - EMAIL例子• Training 培训 练习：明天晚上18：00将有一个培训，主要关于3G的基本原理和系统结构。
由资深工程师李四讲解，请大家尽可能参加如果对此次培训还有问题，请直接与李四联系 例子与练习 - EMAIL例子• Help 请求帮助 Hi, TomI have a very tight schedule these days. I found my work cannot be finished by this Friday. I need someone to share my work load. Could you do me a favor?Regards,Zhang Shan 例子与练习 - EMAIL例子• Help 请求帮助 练习：你需要一个人和你一起做某项测试（请自己设定），但是你原来的搭档有其它任务所以请email的接收者帮忙，估计2个小时可以完成，时间是明天上午10点请对方在今天下班前给答复 例子与练习 - EMAIL例子• Sending a document 发送文档Hi, TomThe document you asked for is attached. Please check it and give your comments. Any question please contacts me ASAP.Regards,Zhang Shan 例子与练习 - EMAIL例子• Sending a document 发送文档练习：1、因为自己工作中正好涉及到相关内容，你希望对方能在当天下班前把一份文档发给自己，如果不违反保密的话。
2、回复上面的email由于保密规定，自己不能把这个文档发给对方，但是知道相关的资料可以在网上查到，给对方一个网址 例子与练习 - EMAIL例子 Acknowledgement 感谢Dear Tom,I have received the document you sent to me yesterday. We found lots of useful information in it. It’s a great help to our current work. Thanks a lot! BrZhang Shan 例子与练习 - EMAIL例子 Acknowledgement 感谢练习：对于对方帮助自己做测试的事表示感谢参照前面请求帮助一节 例子与练习 - EMAIL例子 Asking for leave 请假Hi, TomI have to ask for one day sick leave because of my severe toothache. Sorry for any inconvenience I make. But I don’t think the total work will delay after I come back to office. Could you give your approval?BrZhang Shan 例子与练习 - EMAIL例子 Asking for leave 请假练习：由于自己有某件事（如搬家、考试、家里有事等），希望能请2天事假，请批准。
自己会在离开前做好交接，回来后及时做好自己的工作 例子与练习 - EMAIL例子 Apology 道歉Hi, TomI’m terribly sorry for the mistake I made yesterday. It’s all my fault. I promise that will never happen again.BrZhang Shan 例子与练习 - EMAIL例子 Apology 道歉练习：由于没有领会对方的意思，所以在工作中出现了错误（自己设定），希望对方谅解 例子与练习 - EMAIL例子 Making an arrangement 约会Tom,I noticed that you are not in good mood these days. If you have time we can have a talk this afternoon. How about 17:00, at the rest area of the lobby?BrZhang Shan 例子与练习 - EMAIL例子 Making an arrangement 约会练习：和对方约好下午2：00点讨论一个技术问题，问对方是否有时间，请对方带测试和文档。