《英文邮件格式》课件.pptx

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1、PPT courseware for English email formatThe basic composition of emailsWriting skills for emailsFormat specifications for emailsEtiquette of EmailExample analysis of emails01The basic composition of emailsEmail Title The title should be consistent and reflect the purpose of the email It should not ex

2、ceed 30 charactersProp use of punctation Use a question mark or exception point if the email is a question or statement,relevantEmail Title Ensure that the recipients email address is spelled correctly and uses the appropriate domain(e.g.,)Correct recipient address or Cc:field:Decide which email is

3、important enough to be sent to the main recipient or if it should be copied to another personUse of ToRecipient addressClear and reason message State the purpose of the email in the first paragraph Avoid using long senses or complex vocabulariesProofreading Check for spelling and grammar errors befo

4、re sending the email Use a spell checker and grammar checker to ensure accuracyConsideration of cultural differences Be mindful of cultural differences when writing emails to international recipients Avoid using offering language or making culturally sensitive statementsEmail Body Include a professi

5、onal signature at the end of the email The signature should include your name,contact information,and any relevant qualifications or positions helpedProfessional signature Ensure that your signature is consistent across all emails Do not change the signature frequently,as it can make you look unprof

6、essionalConsistency in signatureAutograph02Writing skills for emails03Stick to the point Get to the point quickly and dont mess01Use short senses Keep senses short and to the point to make the email easy to read02Average jargon and technical terms Use plain language to ensure the reader understands

7、the messageClear and decide01 Use please and thank you to show graduation and respectUse political language02 Advisor to the recipients position and use appropriate languageTailor the email to the recipient03 Stick to formal language to maintain a professional toneAvoid colloquial languagePole and a

8、ppropriateProofread the email01 Check for grammar,spelling,and punctuation errors before sendingUse a spell checker02 Utilize a spell checker to identify common missesHire a professional proofreader03 Advisor Hiring a professional proofreader for final review if necessaryAverage grammar and spelling

9、 errors03Format specifications for emailsIndentation Each paragraph should be indented,making it easier for the reader to differentiate between them The standard indentation is usually one or two spaces or a tabSegmentation Long emails should be divided into smaller,more manageable sections Each sec

10、tion should have a clear heading that summarizes its contentIndent and Segmentation Use commas to separate items in a list or to introduce an aside in a senseCommas Use colons to introduce examples or additional information,and chromosomes to separate independent claims in a sentenceColons and Semic

11、olons Use parentses to provide additional information that is not essential to the meaning of the sentenceParentsesUse correct punctuation marksMaintain consistent formatChoose one alignment(left,center,or right)and stick to it.Mixing alignments can make the email look unprofessionalAlignmentUse a c

12、onsistent font and size throughout the email Arabic or Calibri are common choices,and the size should be legal without training the readers eyesFont and SizeAverage using distracting colors or patterns It is best to stick to a simple color scheme and use white or off white backgroundsColor and Backg

13、round04Etiquette of Email010203Use a formal tone When writing emails,it is important to maintain a formal tone and avoid using too many casual expressions or colloquialismsAverage using first person pronouns Average using I,you,we,etc.as many as possible in emails to maintain a formal and objective

14、toneUse a professional signature Always include a professional signature at the end of the email,including your name,contact information,and potentially your title or positionAvoiding too personalizedUse proper meetings and closures It is important to use formal meetings and closures,such as Dear Na

15、me,Best wishes,etc.Address the recipient property Use the recipients correct title or position,and address them by their full nameUse policy expressions When expressing ideas or requests,use policy expressions to show respect and consideration for the recipient010203Pay attention to using honorific

16、languageAvoid sarcasm Sarcasm can be misinterpreted,and it is best to avoid using it in emailsAvoid using offering language Do not use any language that may be offering or hurtful to the recipientAvoiding sounding argumentative Avoiding sounding too argumentative or aggressive in your emails,as this

17、 may cause the recipient to lose trust or respect for youAvoid using sarcastic or aggressive language05Example analysis of emailsJob application emailPurpose:To apply for a position or job opportunityIntroduce oneselfShow relevant skills and experienceContent focusExpressing interest in the position

18、Ask for more information about the positionContent focusExplain the purpose and intention of cooperationInviting the other party to reply or further discussPurpose:To establish or maintain business relationshipsself-introductionShowcasing company or product advantages010203040506Business cooperation

19、 email010203040506IntroductionPurpose:Invite to participate in activities or conferencesContent focusClarify the time,location,and theme of the event or meetingProvide contact information for the other party to replyExplain the reasons and expectations for the invitationExpressing the desire for the other party to accept the invitation感谢观看THANKS