電子商務(wù)課題英文電子郵件禮儀-課件

SarahWongJanuary2nd,2013EMAILETIQUETTE SarahWongEMAILETIQUETTE1overviewoverview2AGENDAA.EmailBasicsB.EmailManagementC.EmailWritingI.EMAILCOMPONENTSII.BEFORESENDINGOUTIII.KNOWYOURAUDIENCEAGENDAA.EmailBasicsB.EmailM3A.

EmailBasics

I.EMAILCOMPONENTSE-mail1Subject2Recipient3Body4Signature*AttachmentA.EmailBasics

I.EMAILCOMPO4A.I.1.SUBJECTSubjectLinesareHeadlinesSubject:MeetingHiJim,Ijustwantedtoremindyouaboutthemeetingwehaveschedulednextweek.Doletmeknowifyouhaveanyquestions!Bestwishes,Mark Whyisthisabadheadline?A.I.1.SUBJECTSubjectLinesare5A.I.1SUBJECT(CONTINUE)Anyproblemsyouspottedbelow?!specific

!

A.I.1SUBJECT(CONTINUE)Anypr6A.I.2.RECIPIENTSendyouremailtotherightpersonToCcBccOrderofrecipientsinTo&CcfieldsEntertherecipientlastA.I.2.RECIPIENTSendyouremai7A.I.2RECIPIENT(CONTINUE)A.I.2RECIPIENT(CONTINUE)8A.I.3.BODY-STRUCTUREGreetingOpeningBodyTextClosingSign-offA.I.3.BODY-STRUCTUREGreeting9A.I.3.<1>GREETINGGreetingDecidetheStyleFormal:e.g.DearMs.Tao,DearJingTao,DearManagers,DearallInformal:e.g.HelloJing,HiJing,HiallUseComma:e.g.HiJane,A.I.3.<1>GREETINGGreetingDec10A.I.3.<2>&<4>OPENING&CLOSINGOpeningIhopeyou’rewell.Ihopealliswell.Thanksforgettingbacktome.Thanksforyourquickresponse.ClosingFeelfreetocontactmeifyouhaveanyquestions.Iwillfollowupshortlytocheckyourthoughts.Thankssomuchforhelpingmeoutwiththis.Ilookforwardtoyourresponse.A.I.3.<2>&<4>OPENING&CLOS11A.I.3.<3>BODYTEXTKISSPrinciple:KeepItSimple,ShortA.I.3.<3>BODYTEXTKISSPrin12A.I.3.<3>BODYTEXT(CONTINUE)FormatAvoidoneparagraphAvoidlongsentencesAvoidallcapitallettersAvoidtoomanyabbreviationsUsebulletpoints,numberedlistswhenappropriateHighlightkeywords(boldoritalic)foremphasisBeawareofdate,timeandnumberformatfordifferentcountriesReadabilityA.I.3.<3>BODYTEXT(CONTINUE)Fo13A.I.3.<3>BODYTEXT(CONTINUE)FontONEFont(e.g.Arial),NOFancyFontsONESize(e.g.10),NEITHERtoosmallNORtoolargeONEcolor(e.g.black),NObackgroundClearA.I.3.<3>BODYTEXT(CONTINUE)14A.I.3.<5>SIGN-OFFSign-offChoiceofWord:“Sincerely”,“Regards”,“Thanks”etc.UseComma:e.g.Kindregards,A.I.3.<5>SIGN-OFFSign-offCho15A.1.3.BODY-SPACING[Greeting][Opening][Paragraph1][Paragraph2][Paragraph…][Closing][Sign-off][Signature]Remembertousestandardcapitalization,indentandpunctuation.A.1.3.BODY-SPACING[Greeting]16A.I.4.SIGNATUREFullName,TitleCompanyName,WebsitePhoneNumber,FaxNumberEmailAddress,CorrespondenceAddressJingTaoSeniorSoftwareEngineerInsigmaHengtianSoftwareLtd.|Tel:+86-57189980000|CellFax:+86-57189989999Email:jingtao@BuildingJ1,InsigmaSoftwarePark,1Xiyuan8Road,WestLakeDistrictA.I.4.SIGNATUREFullName,Titl17A.I.4.SIGNATURE(CONTINUE)ConfidentialityNotice:Thise-mailandanyattachmentsareintendedforthesoleuseoftheindividualorentitytowhichitisaddressedandmaycontaininformationwhichisprivileged,confidentialandprohibitedfromdisclosureorunauthorizeduseunderapplicablelaw.

Ifyouarenottheintendedrecipientofthisemail,youareherebynotifiedthatanyuse,dissemination,distribution,orcopyingofthisemailortheinformationcontainedinthisemailisstrictlyprohibitedbythesender.Ifyouhavereceivedthistransmissioninerror,pleasenotifythesenderbyreturnemailanddeleteallcopiesfromyoursystem.Thankyouforyourcooperation.A.I.4.SIGNATURE(CONTINUE)Conf18A.I.4.SIGNATURE(CONTINUE)Tools->Options->MailFormat->SignaturesA.I.4.SIGNATURE(CONTINUE)Tool19A.I.4.SIGNATURE(CONTINUE)A.I.4.SIGNATURE(CONTINUE)20A.I.5.ATTACHMENTBecarefulaboutwhatyouattach…AvoiditifpossibleIfyouhavetouseitAsfewaspossibleAssmallaspossibleWHY?A.I.5.ATTACHMENTBecarefulab21A.II.BEFORESENDINGOUTALWAYScheckyourspellingsUseOutlookautospellingcheck.Don'tmisspellrecipient'sname,NEVER,EVER!ALWAYSreadcarefullySetmessagepriorityFlagmessagetofollowup“Shouldhavepaidcloserattentiontomye-mail.”A.II.BEFORESENDINGOUTALWAYS22A.III.KNOWYOURAUDIENCEThinkhowpeoplewillfeelafterreadingyouremail.Happy

Confused Annoyed WasteoftimeDon’tsendamessagewhenyouareangry.A.III.KNOWYOURAUDIENCEThink23AGENDAA.EmailBasicsB.EmailManagementC.EmailWritingAGENDAA.EmailBasics24YOU’VEGOTMAILSwitchoffyourmessagealertWhen?YOU’VEGOTMAILSwitchoffyour25B.I.EMAILPROCESSINGFLOWCHARTYou’vegotmailYou’rebusywithanimportanttaskYoucantakeamomentCarryonScanmessagesSaveDeleteForwardReplylaterB.I.EMAILPROCESSINGFLOWCHAR26B.I.PROCESSINGMAILSaveforlaterif…MessagesarelowerpriorityMessagesdon’t’needimmediateattentionMessagesareforreadingonly Deletejunke-mails

*Checkyourjunke-mailfolderregularlyjustincaseForwardittosomeoneelsePassthemessageonwithanoteLetthesenderknowthenewcontactB.I.PROCESSINGMAILSaveforl27B.I.PROCESSINGMAILActonitIfsimpleresponseisneeded,then

ReplyimmediatelyIfthoughtanddetailedresponseisneeded,thenAcknowledgementmessagefirst;e.g.Detailedinformationlater.HiJohn,Thanksforyourmessage.IneedtocheckuponafewthingsbeforeIcanreply,sopleasegivemeacoupleofdaysandI'llgetbacktoyouassoonasIcan.Cheers,MarkB.I.PROCESSINGMAILActonitH28B.II.RESPONDINGTwoWaystoRespondMaintainthe“thread”CreateanewmessageThreeOptionstoRespondReplyReplytoAllForwardThinkbeforeyoureplytoall: Doeseveryoneneedtoknowit?Thinkbeforeyouforward: Doyouhavethesender’spermission?B.II.RESPONDINGTwoWaystoRe29B.III.AUTO-REPLYMESSAGESActivateoutofofficemessagewhenyouareaway.E.g.Thanksforyourmessage.I'mawayfromtheofficeonashortvacationfrom24to28July.Forurgentmatters,pleasecontactJingatjingtao@.OtherwiseIwillrespondtoyouwhenIreturntotheofficeon29July.

Manythanks,Shirley

B.III.AUTO-REPLYMESSAGESAct30B.IV.OUT-OF-OFFICEMESSAGESETUPTools->OutofOfficeAssistantB.IV.OUT-OF-OFFICEMESSAGESE31B.V.ORGANIZINGMAILFoldersandSub-foldersRulesandAlertsB.V.ORGANIZINGMAILFoldersan32B.V.ORGANIZINGMAIL-DEMOStartdoingitnow. You’llseethedifference!B.V.ORGANIZINGMAIL-DEMOSt33AGENDAA.EmailBasicsB.EmailManagementC.EmailWritingAGENDAA.EmailBasics34C.I.GREETINGMESSAGE

Howareyou?Howistheprojectgoingon?Hopeyouhaveagoodtripback.C.I.GREETINGMESSAGEHoware35C.II.INITIATEAMEETINGLet'smakeameetingnextMondayat5:30pm.We'dliketohavethemeetingonThuOct30.Sametime.IwouldliketoholdameetingintheafternoonaboutourdevelopmentplanningfortheprojectA.IwanttotalktoyouoverthephoneregardingissuesaboutreportdevelopmentfortheXXproject.Isuggestwehaveacalltonightat9:30pmwithyouandBrown.Pleaseletmeknowifthetimeisokay.C.II.INITIATEAMEETINGLet'sm36C.III.POINTLISTINGThecurrentstatusisasfollowing:1…….2…….Someknownissuesinthisrelease:1…….2…….Someitemsneedyourattention:1…….2…….Herearesomequestionsforyourteam:1…….2…….Todaywewouldliketofinishfollowingtasks:1…….2…….OurteamherereviewedthenewestSCMpolicyandhasfollowingconcerns:1…….2…….C.III.POINTLISTINGThecurren37C.IV.PROPOSALForthenextstepofplatformimplementation,Iamproposing…Isuggestwehaveaweeklyprojectmeetingoverthephonecallinthenearfuture.XYZteamsuggestsadoptingoptionAtosolveoutstandingissues.C.IV.PROPOSALForthenextste38C.V.SEEKFORINFORMATIONWhatdoyouthinkaboutthis?Whatisyouropinionontheschedule?Anyproblem,pleasedon‘thesitatetocontactme.Pleaseletmeknowifyouhaveanyquestions.Your