英语交际实用写作Unit2E-mailandFax

PracticalEnglishCommunicationWritingpptunit2emailandfax目录OverviewofEmailandFaxEmailwritingskillsFaxsendingandreceivingprocessEmailEtiquetteStandards目录CaseStudy:SuccessfulBusinessCommunicationStrategiesSummary,Review,andOutlookonFutureDevelopmentTrends01OverviewofEmailandFaxDefinition:Email,shortforelectronicmail,isamethodofexchangingdigitalmessagesfromanauthortooneormorerecipientsDevelopmentHistoryARPANET:Theprecursortotheinternet,ARPANET,developedthefirstsuccessfulmessagetransmissionsysteminthe1960sMTS:Inthe1970s,theMessageTransferSystem(MTS)wasintroduced,allowingmessagestobesentbetweendifferentcomputersSMTP:TheSimpleMailTransferProtocol(SMTP)wasestablishedinthe1980s,becomingthestandardforemailtransmission0102030405DefinitionandDevelopmentHistoryofEmailPrinciplesScanning:DocumentsarescannedandconvertedintoanelectricalsignalTransmission:ThesignalistransmittedthroughatelephonelinetothereceivingfaxmachinePrinciplesandadvantagesanddisadvantagesoffaxtechnologyPrinting:ThereceivingfaxmachinecodesthesignalandprintsthedocumentPrinciplesandadvantagesanddisadvantagesoffaxtechnologyAdvantagesSpeed:Fastmachinescantransmitdocumentsquickly,oftenwithinminutesConvention:TheyarewidelyavailableandeasytousePrinciplesandadvantagesanddisadvantagesoffaxtechnologyReliability:Faxtransmissionisgenerallymorereliablethanemail,asitdoesnotrelyoninternetconnectivityPrinciplesandadvantagesanddisadvantagesoffaxtechnology输入标题02010403PrinciplesandadvantagesanddisadvantagesoffaxtechnologyDisadvantagesSecurity:Faxtransmissionsarenotencrypted,makingthemlesssecurethansomeotherformsofcommunicationObsolescence:Withtheriskofdigitalcommunication,faxtechnologyisbecomingincreasinglydistinctCost:FastmachinesandphonelinescanbeexpensivetomaintainEmailinBusinessCommunicationInternalCommunication:Emailisoftenusedforinternalcommunicationwithinacompany,suchassendingmemories,announcements,andmeetinginvitationsExternalCommunication:Itisalsousedforexternalcommunication,suchassendingproposals,contracts,andinvoicestoclientsorsuppliersTheapplicationofemailandfaxinbusinesscommunicationMarketingandSales:Emailisacosteffectivewaytoreachalargeaudienceformarketingpurposes,suchassendingnewslettersorpromotionaloffersTheapplicationofemailandfaxinbusinesscommunicationFaxinBusinessCommunicationLegalDocuments:faxisstillwidelyusedforsendingandreceivinglegaldocumentsthatrequireaphysicalsignature,suchascontractsoragreementsTimeSensitiveMaterial:Fortimesensitivematerialthatneedstobedeliveredquicklyandreasonably,faxcanbeausefultoolConfidentialInformation:Althoughlesssecurethansomedigitalmethods,faxcanbeusedtosendconfidentialinformationwheninternetconnectivityisunrelatedorunavailableTheapplicationofemailandfaxinbusinesscommunication02EmailwritingskillsUseaspecificanddescriptivesubjectlineThesubjectlineshouldaccuratelyreflectthecontentoftheemailandbeconsistentenoughtograbthereader'sattentionAvoidvagueorleadingsubjectlinesVaguesubjectlinescanfusethereaderandleadtomisunderstandingsMakesurethesubjectlineclearlycommunicatesthepurposeoftheemailAdvisortherecipient'sperspectiveThinkaboutwhatinformationtherecipientneedstoknowandcraftasubjectlinethatwillbemostrelevantandusefultothemTheemailtopicisclearandconsensusUsealogicalstructureOrganizetheemailinalogicalway,withanintroduction,body,andconclusionThishelpsthereaderfollowtheflowofyourmessageandunderstandyourpointsmoreeasilySticktothepointKeepyouremailfocusedonthemaintopicandavoidincludingunrelatedorsubstantialinformationThishelpsensurethatyourmessageisclearandtothepointUseplainlanguageWriteinastylethatiseasytounderstandandavoidusingcomplexortechnicallanguagelessnecessaryThismakesyouremailmoreaccessibleandensuresthatyourmessageiscommunicatedeffectivelyClearorganizationandaccurateexpressionofthemaincontentOnlyincludeattachmentswhentheyarenecessarytoreceiveyourmessageAvoidsendinglargeorunnecessaryfilesasthiscanshutuptherecipient'sinboxandslowdowntheemaildeliveryprocessMakesurethatthefilesyouaresendingarecompatiblewiththerecipient'ssoftwareandoperatingsystemIfpossible,convertfilestoacommonformatsuchasPDFtoensurecompatibilityIncludeaclearanddescriptivelabelforeachattachmentsothattherecipientknowswhateachfilecontainsThishelpsavoidfusionandguaranteesthattherecipientcaneasilyaccessandusetheattachedfilesUseattachmentssparselyCheckattachmentcompatibilityLabelattachmentsclearlyNotesonusingattachments03FaxsendingandreceivingprocessFaxmachinesaredevicesthattransmitdocumentsovertelephonelinesTheyaretypicallyusedforsendingandreceivingprintedmaterials,suchasletters,contracts,andformsFaxmachineshavebeeninusefordecksandremainareliablewaytotransmitdocumentsquicklyandsecurelyIntroductiontotheuseoffaxmachines03Dialtherecipient'sfaxnumberusingthefaxmachine'skeypad01Sendingafax02Placethedocumentyouwishtofaxfacedownonthefaxmachine'sscannerglassDetailedstepsforsendingandreceivingfixturesPressthe"Send"buttontoinitiatethetransmissionDetailedstepsforsendingandreceivingfixturesReceivingafaxEnsurethatthefaxmachineisturnedonandconnectedtoatelephonelineWhenafaxisreceived,themachinewillautomaticallyprintoutthedocumentRetrievetheprinteddocumentfromthefaxmachine'soutputtray01020304DetailedstepsforsendingandreceivingfixturesHowtosolveproblemsaccountedfor01Ifthefaxmachinedoesnotturnon,checkthepowercordtoensureitispluggedinandtheoutletisworking02Ifthefaxdoesnotgothrough,verifytherecipient'sfaxnumberandtryagain03Iftheprinteddocumentisclearorincomplete,cleanthescannerglassandretrythetransmission04Ifthefaxmachinejamsormalfunctions,refertotheowner'smanualfortroubleshootingstepsorcontacttechnicalsupportforassistance04EmailEtiquetteStandards123Onlyincludenecessaryrecipientsonemails,examiningtheprivacyofthosewhodonotneedtobeincludedAvoidingthe"cc"function,whichcanshutinboxesandisolateprivacyUsethe"bcc"functionsparselyandonlywhennecessarytoprotecttheprivacyofrecipientsRespecttheprivacyofothersandavoidusingtheccfunction01Alwaysacknowledgeandthankthesenderfortheiremail02Useapolicyandrelevanttonewhenreplying,evenifyoudisagreewiththesender'smessage03Avoidusingsarcasm,rulelanguage,oremotionaloutburstsinyourrepliesMaintaindiversityandrespectwhenreplyingtoemailsChooseyourwordscarefullytoensurethatyourmessageisclearandconsistentAvoidusingaggressiveorconsultinglanguage,whichcandamagerelationshipsandbehindcommunicationUseneutralorpositivelanguagetoconfessafriendlyandcooperativetonePayattentiontowordingandavoidusingaggressiveorconsultinglanguage05CaseStudy:SuccessfulBusinessCommunicationStrategies01ConsideringTimeZones:Whenschedulingmeetingswithinternationalattendees,itiscriticaltoconsidertimezonedifferencestoavoidschedulingconflictsUsingOnlineCalendars:UtilizingonlineCalendarsorschedulingtoolscanassistinfindingamutuallyagreedtimeforallparticipantsClearandConciseCommunication:Themeetinginvitationshouldincludeallrelevantinformationsuchasdate,time,agenda,andanynecessarymaterialstobereviewedpriortothemeetingImportanceofAdvanceNotification:Notifyingattentioninadvanceallowsthemtoplantheirschedulesandguaranteesahigherattentionrate020304Case1:ReasonablyarrangemeetingtimeandnotifyattendeesinadvanceFollowUpFollowingupwithcustomersafterprovidingadviceguaranteesthattheirneedshavebeenmetandbuilttrustandloyaltyListeningActivelyItisessentialtolistenactivelytocustomerneedsandconcerns,demonstratingempathyandunderstandingPromptresponsesTimelyresponsestocustomerinquiriesshowthattheirneedsarebeingtakenseriouslyandareapriorityProfessionalAdviceProvidingprofessionaladvicebasedonthecustomer'sspecificsituationdemonstratingexpertiseandaddingvaluestotheinteractionCase2:TimelyfeedbackoncustomerneedsandprovidingprofessionaladvicePromptlyacknowledgingcustomercomplaintsdemonstratingacommitmenttoaddressingissuesandresolvingthemRecognizingComplaintsInvestigatingtherootcauseofcomplaintsallowedforeffectiveproblemsolvingandincidentsrecurrenceThoroughInvestigationImplementingcorrectiveactionstoaddressproductqualityorserviceissuesiscrucialformaintainingcustomersatisfactionandloyaltyTakingCorrectiveActionCommunicatingtheresolutionstaketoaddressconflictstothecustomerguaranteestransparencyandbuildstrustCommunicatingResolutionsCaseThree:ActivelyRespondingtoComplaints,ImprovingProductQualityandServiceLevel06Summary,Review,andOutlookonFutureDevelopmentTrendsSummaryandReviewofKeyKnowledgePointsMasteringtheu