电子商务课题英文电子邮件礼仪.ppt

SarahWongJanuary2nd 2013 EMAILETIQUETTE overview AGENDA A EmailBasics B EmailManagement C EmailWriting I EMAILCOMPONENTSII BEFORESENDINGOUTIII KNOWYOURAUDIENCE A EmailBasicsI EMAILCOMPONENTS A I 1 SUBJECT SubjectLinesareHeadlinesSubject MeetingHiJim Ijustwantedtoremindyouaboutthemeetingwehaveschedulednextweek Doletmeknowifyouhaveanyquestions Bestwishes MarkWhyisthisabadheadline A I 1SUBJECT CONTINUE Anyproblemsyouspottedbelow specific A I 2 RECIPIENT SendyouremailtotherightpersonToCcBccOrderofrecipientsinTo CcfieldsEntertherecipientlast A I 2RECIPIENT CONTINUE A I 3 BODY STRUCTURE A I 3 GREETING A I 3 OPENING CLOSING A I 3 BODYTEXT KISSPrinciple KeepItSimple Short A I 3 BODYTEXT CONTINUE FormatAvoidoneparagraphAvoidlongsentencesAvoidallcapitallettersAvoidtoomanyabbreviationsUsebulletpoints numberedlistswhenappropriateHighlightkeywords boldoritalic foremphasisBeawareofdate timeandnumberformatfordifferentcountries Readability A I 3 BODYTEXT CONTINUE FontONEFont e g Arial NOFancyFontsONESize e g 10 NEITHERtoosmallNORtoolargeONEcolor e g black NObackground Clear A I 3 SIGN OFF A 1 3 BODY SPACING Greeting Opening Paragraph1 Paragraph2 Paragraph Closing Sign off Signature Remembertousestandardcapitalization indentandpunctuation A I 4 SIGNATURE JingTaoSeniorSoftwareEngineerInsigmaHengtianSoftwareLtd Tel 86 57189980000 Cell 86Fax 86 57189989999Email jingtao BuildingJ1 InsigmaSoftwarePark 1Xiyuan8Road WestLakeDistrict A I 4 SIGNATURE CONTINUE ConfidentialityNotice Thise mailandanyattachmentsareintendedforthesoleuseoftheindividualorentitytowhichitisaddressedandmaycontaininformationwhichisprivileged confidentialandprohibitedfromdisclosureorunauthorizeduseunderapplicablelaw Ifyouarenottheintendedrecipientofthisemail youareherebynotifiedthatanyuse dissemination distribution orcopyingofthisemailortheinformationcontainedinthisemailisstrictlyprohibitedbythesender Ifyouhavereceivedthistransmissioninerror pleasenotifythesenderbyreturnemailanddeleteallcopiesfromyoursystem Thankyouforyourcooperation A I 4 SIGNATURE CONTINUE Tools Options MailFormat Signatures A I 4 SIGNATURE CONTINUE A I 5 ATTACHMENT Becarefulaboutwhatyouattach AvoiditifpossibleIfyouhavetouseitAsfewaspossibleAssmallaspossibleWHY A II BEFORESENDINGOUT ALWAYScheckyourspellingsUseOutlookautospellingcheck Don tmisspellrecipient sname NEVER EVER ALWAYSreadcarefullySetmessagepriorityFlagmessagetofollowup Shouldhavepaidcloserattentiontomye mail A III KNOWYOURAUDIENCE Thinkhowpeoplewillfeelafterreadingyouremail HappyConfusedAnnoyedWasteoftimeDon tsendamessagewhenyouareangry AGENDA A EmailBasicsB EmailManagementC EmailWriting YOU VEGOTMAIL Switchoffyourmessagealert When B I EMAILPROCESSINGFLOWCHART You vegotmail You rebusywithanimportanttask Youcantakeamoment Carryon Scanmessages Save Delete Forward Reply later B I PROCESSINGMAIL Saveforlaterif MessagesarelowerpriorityMessagesdon t needimmediateattentionMessagesareforreadingonlyDeletejunke mails Checkyourjunke mailfolderregularlyjustincaseForwardittosomeoneelsePassthemessageonwithanoteLetthesenderknowthenewcontact B I PROCESSINGMAIL ActonitIfsimpleresponseisneeded thenReplyimmediatelyIfthoughtanddetailedresponseisneeded thenAcknowledgementmessagefirst e g Detailedinformationlater HiJohn Thanksforyourmessage IneedtocheckuponafewthingsbeforeIcanreply sopleasegivemeacoupleofdaysandI llgetbacktoyouassoonasIcan Cheers Mark B II RESPONDING TwoWaystoRespondMaintainthe thread CreateanewmessageThreeOptionstoRespondReplyReplytoAllForwardThinkbeforeyoureplytoall Doeseveryoneneedtoknowit Thinkbeforeyouforward Doyouhavethesender spermission B III AUTO REPLYMESSAGES Activateoutofofficemessagewhenyouareaway E g Thanksforyourmessage I mawayfromtheofficeonashortvacationfrom24to28July Forurgentmatters pleasecontactJingatjingtao OtherwiseIwillrespondtoyouwhenIreturntotheofficeon29July Manythanks Shirley B IV OUT OF OFFICEMESSAGESETUP Tools OutofOfficeAssistant B V ORGANIZINGMAIL FoldersandSub folders RulesandAlerts B V ORGANIZINGMAIL DEMO Startdoingitnow You llseethedifference AGENDA A EmailBasicsB EmailManagementC EmailWriting C I GREETINGMESSAGE Howareyou Howistheprojectgoingon Hopeyouhaveagoodtripback C II INITIATEAMEETING Let smakeameetingnextMondayat5 30pm We dliketohavethemeetingonThuOct30 Sametime IwouldliketoholdameetingintheafternoonaboutourdevelopmentplanningfortheprojectA IwanttotalktoyouoverthephoneregardingissuesaboutreportdevelopmentfortheXXproject Isuggestwehaveacalltonightat9 30pmwithyouandBrown Pleaseletmeknowifthetimeisokay C III POINTLISTING Thecurrentstatusisasfollowing 1 2 Someknownissuesinthisrelease 1 2 Someitemsneedyourattention 1 2 Herearesomequestionsforyourteam 1 2 Todaywewouldliketofinishfollowingtasks 1 2 OurteamherereviewedthenewestSCMpolicyandhasfollowingconcerns 1 2 C IV PROPOSAL Forthenextstepofplatformimplementation Iamproposing Isuggestwehaveaweeklyprojectmeetingoverthephonecallinthenearfuture XYZteamsuggestsadoptingoptionAtosolveoutstandingissues C V SEEKFORINFORMATION Whatdoyouthinkaboutthis Whatisyouropinionontheschedule Anyproblem pleasedon thesitatetocontactme Pleaseletmeknowifyouhaveanyquestions Yourcommentsandsuggestionsarewelcomed Lookforwardtoyourfeedbacksandsuggestions C VI GIVEFEEDBACK Pleaseseecommentsbelow Myanswersareinbluebelow Iaddedsomecommentstothedocumentforyourreference C VII ATTACHMENT Ienclosedtheevaluationreportforyourreference Attachedpleasefindtoday smeetingnotes Attachedisthedesigndocument pleasereviewit Forotherissues pleaseseeattachedreleasenotes C VIII