如何写英文邮件.pptx

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1、如何写英文邮件如何写英文邮件How to Write -English EmailEnglish Email ProloguePrologueEmail has deeply immerse into our dayly life.Email has deeply immerse into our dayly life.Email are increasingly affecting our Email are increasingly affecting our business.business.The reality is requiring us to master this The

2、reality is requiring us to master this writing skill,writing skill,use appropriate,businesslike language.use appropriate,businesslike language.第1页/共35页How to Write -English EmailEnglish EmailPurpose:By using proper email language we can By using proper email language we can convey a professional ima

3、ge.convey a professional image.Emails that get to the point are much more effective than poorly Emails that get to the point are much more effective than poorly worded emailsworded emailsProtect our business from potential risks.Protect our business from potential risks.第2页/共35页Our sticking pointsOu

4、r sticking points:English is not our native tongue,we donEnglish is not our native tongue,we don t tknow normal expression conventions whenknow normal expression conventions whenwriting an email.writing an email.Our English level is too low to write.Our English level is too low to write.Our Written

5、English is also Chin-English,English Our Written English is also Chin-English,English speaking people,in general,is hard to read speaking people,in general,is hard to read and catch your opinion,just to guess.and catch your opinion,just to guess.How to Write -English EmailEnglish Email 第3页/共35页How t

6、o Write -English EmailEnglish EmailComponents of emailSubjectSalutationBody Complimentary closeSignature第4页/共35页How to make -a subject in Englisha subject in EnglishClearly summarize the contents of your Clearly summarize the contents of your messagesmessages in the subjects in the subjects.Properly

7、 titled messages helpProperly titled messages help people organize and prioritize their email.people organize and prioritize their email.Try to make it concise,meaningful.Try to make it concise,meaningful.The subject must catch and reflect the The subject must catch and reflect the messagemessage s

8、main idea.s main idea.e.g.,production information;meeting notice;pole e.g.,production information;meeting notice;pole piece;asking for your opinion about the plan;piece;asking for your opinion about the plan;New policy release;Greeting;daily working New policy release;Greeting;daily working report.r

9、eport.第5页/共35页How to make -a subject in Englisha subject in EnglishA Subject can be a participle phrase indefinite phrase,or nominal phrasing.e.g.第6页/共35页About how to Use the the“ToTo”,“CCCC”and and“BCCBCC”FunctionsFunctions GenerallyGenerally,we should place necessary,directly correlative email add

10、ress in,we should place necessary,directly correlative email address in the the“ToTo”field,and place directly or indirectly boss in the field,and place directly or indirectly boss in the“CCCC”field.field.Tips:try not to use the CC:field unless the recipients in the CC:field know why Tips:try not to

11、use the CC:field unless the recipients in the CC:field know why they are receiving they are receiving a copy of the message.a copy of the message.Using the cc:field can be confusing since the recipients might not Using the cc:field can be confusing since the recipients might not know who is supposed

12、 to act on the message.Also,when know who is supposed to act on the message.Also,when responding to a cc:message,should you include the other responding to a cc:message,should you include the other recipient in the cc:field as well?This will depend on the situation.recipient in the cc:field as well?

13、This will depend on the situation.In general,do not include the person in the cc:field unless you In general,do not include the person in the cc:field unless you have a particular reason for wanting this person to see your have a particular reason for wanting this person to see your response.Again,m

14、ake sure that this person will know why they response.Again,make sure that this person will know why they are receiving a copy.are receiving a copy.第7页/共35页About how to Use the the“TOTO”,“CCCC”and and“BCCBCC”FunctionsFunctionsBCC functions:BCC functions:You would not like to let the recipients know

15、that you You would not like to let the recipients know that you have sent the same message to many people.have sent the same message to many people.You have to consider some recipients You have to consider some recipients email address email address should be confidential.should be confidential.In t

16、hese case you can use the In these case you can use the“BCCBCC”function to get round function to get round such embarrassment as these above mentioned.such embarrassment as these above mentioned.第8页/共35页How to make a salutation -in English-in English emailemailWe all know email is not formal mail in

17、 Most of times.We all know email is not formal mail in Most of times.Right,in a private mail,you can write salutation freelyRight,in a private mail,you can write salutation freelywithout caring such as etiquette of some kinds.But as awithout caring such as etiquette of some kinds.But as aBusiness pu

18、rpose,you should be very very carefulBusiness purpose,you should be very very careful.In general you can write as below:In general you can write as below:Dear all,Dear all colleagues,dear everyone,Dear all,Dear all colleagues,dear everyone,Hi all,Dear Mr.xx,Dear Mrs.Dear Ms.Hi all,Dear Mr.xx,Dear Mr

19、s.Dear Ms.第9页/共35页How to make a salutation -in English-in English emailemailNote:A comma follows the salutation in personalA comma follows the salutation in personal mail in a business letter,it is followed by a mail in a business letter,it is followed by a Colon.Colon.In personal mail,first name or

20、 other nicknameIn personal mail,first name or other nickname are and often used as salutation.are and often used as salutation.Common sense:Common sense:MR.orMr.,MRs.orMrs.,MS.orMs.MR.orMr.,MRs.orMrs.,MS.orMs.Never to mistake people Never to mistake people s name,title or s name,title or degreedegre

21、e at any time.at any time.第10页/共35页How to make a salutation -in English-in English emailemailNote:Note:All,both,team often be used by direct boss.All,both,team often be used by direct boss.Same,Same,“for your informationfor your information”often be monopolized by often be monopolized by your direct

22、 boss.your direct boss.Using a name or surname as salutation is always better Using a name or surname as salutation is always better than using title.than using title.When did not know receiver When did not know receiver s name,you can address like s name,you can address like:Dear committtee member:

23、Dear meeting planer:Dear committtee member:Dear meeting planer:Dear all colleagues:To all people Reps:Dear all colleagues:To all people Reps:To whom it may concern:Dear sir or madam:To whom it may concern:Dear sir or madam:Dear purchasing agent:Dear purchasing agent:第11页/共35页How to make a salutation

24、 -in English-in English mailmail称呼多个男人或女人称呼多个男人或女人称呼多个男人或女人称呼多个男人或女人:用用 Messrs=Misters,Messrs=Misters,不跟名字不跟名字,只跟姓只跟姓.用用Mesdames(madame),Mmes.,or Mses.Mesdames(madame),Mmes.,or Mses.同样同样只跟姓只跟姓,不跟名不跟名.如如:Mses.Farb,lionel,and Gray.:Mses.Farb,lionel,and Gray.男女一起时男女一起时,弄清称呼分别写就可以了弄清称呼分别写就可以了.如如:Dr.and

25、Mrs.Harold Wright.:Dr.and Mrs.Harold Wright.Mr.Harold Wright and Dr.Margaret Wright Mr.Harold Wright and Dr.Margaret Wright有荣誉学位就不要用一般的头衔有荣誉学位就不要用一般的头衔,若不知道若不知道,则称呼其则称呼其Mr.,Mrs.Or Ms.Mr.,Mrs.Or Ms.第12页/共35页How to conduct an English emailan English email -Several principles should be attended -Severa

26、l principles should be attendedProprietyPropriety No matter you as a leader or common staff,no matter what No matter you as a leader or common staff,no matter what recipients you sent to,keep proper propriety!recipients you sent to,keep proper propriety!Be concise and to the pointBe concise and to t

27、he point DonDon t make an email longer than it needs to be.Especially for us,t make an email longer than it needs to be.Especially for us,English as second language.English as second language.Concise is not equal with Concise is not equal with“shortshort”or or“brief brief”,but close to,but close to“

28、clearclear”and and“exactexact”Be aware of confidential liability and other traps which might Be aware of confidential liability and other traps which might cause troubles to you or your company such as litigation,etc.cause troubles to you or your company such as litigation,etc.第13页/共35页How to conduc

29、t an English emailan English email -Several principles should be attended -Several principles should be attendedWriting Style:depend on the content of your message,ifdepend on the content of your message,if it is a official notice,bulletin or similar it is a official notice,bulletin or similar issue

30、s,should adapt official style.issues,should adapt official style.第14页/共35页How to conduct an English emailan English email -Several principles should be attended -Several principles should be attendedDo not write in capitals.Do not write in capitals.IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHO

31、UTING.IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING.THIS CAN BE HIGHLY ANNOYING AND MIGHT TRIGGER AN THIS CAN BE HIGHLY ANNOYING AND MIGHT TRIGGER AN UNWANTED RESPONSE.UNWANTED RESPONSE.Avoid long sentence.Avoid long sentence.Email is meant to be a quick medium and requires a Email is mea

32、nt to be a quick medium and requires a different kind of writing than letters.different kind of writing than letters.keep your mail short and focused.keep your mail short and focused.Few people enjoy reading on their computer screens.Few people enjoy reading on their computer screens.第15页/共35页How to

33、 conduct an English emailan English email -Several principles should be attended -Several principles should be attendedDont write anything you wouldnt say inDont write anything you wouldnt say inpublic.public.To forward a message just need to slightly knockTo forward a message just need to slightly

34、knockmouse,very easily;even sometimes do it accidentally.mouse,very easily;even sometimes do it accidentally.Take care with abbreviations and emoticons.Take care with abbreviations and emoticons.Try not to use abbreviations such as BTW(by the way).especially inTry not to use abbreviations such as BT

35、W(by the way).especially inbusiness emails,these are generally not appropriate.Thebusiness emails,these are generally not appropriate.Thesame goes for(suits)emoticons,such as the smiley:-).same goes for(suits)emoticons,such as the smiley:-).第16页/共35页How to conduct an English emailan English email -S

36、everal principles should be attended -Several principles should be attendedFrequent abbreviations are listed below:Frequent abbreviations are listed below:at 4 for at 4 forAFAIK as far as I know ATB all the bestAFAIK as far as I know ATB all the bestPLS please ASAP as soon as possiblePLS please ASAP

37、 as soon as possibleBTW by the way FYI for your informationBTW by the way FYI for your informationIMO in my opinionIMO in my opinionIOW in other wordsIOW in other wordsKIT keep in touchKIT keep in touchHAND have a nice dayHAND have a nice dayU youU youTX thanksTX thanks 第17页/共35页How to conduct an En

38、glish emailan English email -Several principles should be attended -Several principles should be attendedDo not frequently transform tense and Do not frequently transform tense and voice.voice.Plain English can help understanding Plain English can help understanding.Use active instead of passiveUse

39、active instead of passiveTry to use active voice of a verb wherever possible.It Try to use active voice of a verb wherever possible.It sounds more personal.For example:sounds more personal.For example:Your order will be processed todayYour order will be processed todayWe will process your order toda

40、y.We will process your order today.第18页/共35页How to conduct an English emailan English email -Several principles should be attended -Several principles should be attendedYou will be pleased to learn that you have beenYou will be pleased to learn that you have beenI I m pleased thatm pleased that.Your

41、 prompt response will be highly appreciated.Your prompt response will be highly appreciated.I hopeI hopeYour book was well writtenYour book was well writtenI thoroughly enjoyed your book andI thoroughly enjoyed your book andParticipants will be asked to go through trainingParticipants will be asked

42、to go through trainingWe will ask all the participants to go through this training courseWe will ask all the participants to go through this training course 第19页/共35页How to conduct an an English emailEnglish email -Several principles should be attended -Several principles should be attendedNow,heres

43、 a one-paragraph letter written in Now,heres a one-paragraph letter written in Passive voice for our reference.Passive voice for our reference.Your letter requesting information about our program hasYour letter requesting information about our program hasbeen received in the directors office.Please

44、be advised,been received in the directors office.Please be advised,however,that in order for this office to respond to your however,that in order for this office to respond to your inquiry,appropriate forms must be completed.Accordingly,inquiry,appropriate forms must be completed.Accordingly,your le

45、tter is being returned to you,and if you want theyour letter is being returned to you,and if you want theinformation being sought,another letter with the enclosed information being sought,another letter with the enclosed forms must be sent to us.forms must be sent to us.第20页/共35页Writing Practice-The

46、 body of email How to write at the beginningTIPS:落笔之前，考虑邮件内容，接收对象等选择合适的文体去写。落笔之前，考虑邮件内容，接收对象等选择合适的文体去写。不要以中国人的思维来组织语言，我们的习惯是由开头、发展、高潮、结局。不要以中国人的思维来组织语言，我们的习惯是由开头、发展、高潮、结局。而英语习惯则是开头即是主题句，然后由此推展，最后是结论。这固然是英而英语习惯则是开头即是主题句，然后由此推展，最后是结论。这固然是英语作文的习惯，对邮件而言，尤其是商业邮件是同样的。重要的或要强调放语作文的习惯，对邮件而言，尤其是商业邮件是同样的。重要的或要

47、强调放在最前面。在最前面。第21页/共35页Writing Practice-The body of emailExample 1:Example 1:为了丰富员工业余生活，根据领导的指示，我们为了丰富员工业余生活，根据领导的指示，我们制定了一个活动计划，现定于制定了一个活动计划，现定于xxxx月月xxxx日在公司篮日在公司篮球场举行一场拔河比赛，请大家届时到现场助威。球场举行一场拔河比赛，请大家届时到现场助威。According to the managementAccording to the management s instruction,as instruction,atug of

48、war between A team&B team will be tug of war between A team&B team will be held in basketball court on Tuesday,Aug.10,atheld in basketball court on Tuesday,Aug.10,at5:00 p.m.Pls.join us as a good audience at 5:00 p.m.Pls.join us as a good audience at that time.that time.第22页/共35页Writing Practice-The

49、 body of emailExample 2请各部门经理于请各部门经理于8/178/17日下午日下午5:005:00到五楼主会议室到五楼主会议室开会。开会。议题：讨论公司政策议题：讨论公司政策Dear all:Dear all:Pls.attend a meeting at 4Pls.attend a meeting at 4thth ground main conference ground main conferenceRoom at 5:00 p.m.August 17th.Room at 5:00 p.m.August 17th.Agenda:discussing new polic

50、yAgenda:discussing new policy第23页/共35页Writing Practice-The body of email基于目前公司面临的形势，为振奋团队士气，公司定于基于目前公司面临的形势，为振奋团队士气，公司定于在本周五晚七点钟召开员工代表会议。会议由厂长主持，在本周五晚七点钟召开员工代表会议。会议由厂长主持，讨论如下事项讨论如下事项1 1，2 2，3 3。会议地点在第一会议室。会议地点在第一会议室。请大家准时光临。请大家准时光临。Please note that/please be informed thatPlease note that/please be i