如何去编写英文邮件 (Writing For Email)

Email Subject

1. To draw recipient’s attention to read the  email.

            Capitalize the initial character

            The summary of the email content

1. To get approval/endorsement:

•             [For your approval/endorsement] - The  
  •      Summary of The Request

1. To notify user application issue:

•     [Application Name] Issue Summary

Email Recipient

To List

1. Response is expected

2. Have direct relation to the email content

CC List

1. For information only ( e.g. support DL)

2. Cc boss, to escalate.

Email Content

Salutation – Mandatory

     Hi xxx,/Dear xxx

Wording

  1. Use polite words

e.g.

Could/Would you please…

May I know…

Appreciated if you can help.....

2. Show apologies

  e.g.

  Apologies for late response.

  Sorry for any inconvenience caused.

3. Get approvals

  e.g.

  Appreciated your approval.

  May I have your approval?

4.Introduce ourselves - Optional

    e.g.

    This is **** from *** support team.

Content Integrity

What/ Why/ How

e.g. To notify user an application issue

1) What’s the issue

2) Why the issue happen

3) How to address the issue (Solution)

 To get approval

1) What’s the request

2) The purpose of the request

3) How to proceed with the request

Use Bullet points

1. Clearly express the content, if there are lots of key points

2. When show the steps to perform some tasks

 

Highlight Key Points

1. Bold

2. Highlight with colors  (Red color is NOT recommended.)

3. Underline

Use Tables

1. Project Plans with tasks, timeline…

2. Do comparison

 

Attachment

1. Attachment with confidential data

1) Zip with encryption

2) Send encrypted password in separate email

.

Email format

        By default, the format is HTML.

          For user easier to refer to the attachment, we could switch to Rich Text email when send out many attachments.

  Use email signature template.

Translate the email format and manually update the signature when missing.

 Others

Mask confidential data

H igh importance

Set Follow Up/Reminder

Automatic Reply (Out Of Office) 

By the way, plz remember to change status when you come back!!

The most important

                   Learn from other experienced teammates

summarize and improve by yourselves.