枫芸志

英文商务邮件书写要点

参加了一个关于英文邮件的培训，来记记提纲复习一遍

Basic Email Wrting Structure

• Subject Line & Salutation
• Opening
• Facts
• Actions
• Remarkds
• Sign-off & Singature

Subject line

• Short and clear purpose




Salutation

• Dear - all purpose, very warm, quite formal
• Hello - a bit formal
• Hi - informal
• Hey - very informal, only for people you know very well
• Name - kind of code, direct, can be confrontational

Opening

• Sart with Proper Small Talk
  • How are you? I hope you are doing well.
  • It is a pleasure to be in touch with you again.
• Get to the point
  • With reference to your phone call this morning...
  • I am wrting to confirm if the solution I set you has been received.

Facts & Actions

• For mail contents, provide as simpilifed as we can, as specific/detail as we can
• More than 6 lines in 1 paragraph? => Split it up
• Important information? => Make it a one-line paragraph
• Multiple pieces of important infomation => Make a quick bulleted list

Facts & Actions - BCBC Rule

• Buffer - Open with greetings or meaningful statement that does not mention the bad news
• Cause - Explain causes of the bad news. Avoid negative words like can't, bad, unfortunate, etc. Use neutral terms when possible
• Bad News - Reveal bad news without emphasizing it
• Closing - End with a forward-looking, pleasant statement and again, avoid refering to the bad news itself
• Use Postive wording instead of Negative wording
• Use Passive Voice instead of Active Voice

Closing

• When specific action is required
  • I look forward to hearing from you.
  • I'm looking forward to your reply.
  • Please get back to me as soon as you can.
• When there is no specific action required
  • Thank you for your cooperation.
  • Thanks in advance.
  • If you need to know anything else, just let me know at any time.

Remark

• Wish you a nice weekend.
• Good luck with the new project!
• Please keep us posted with..

Sign-off

• Formal - Best Regards, Faithfully, Sincerely Yours,
• Informal - Love, Yours,
• Special - Regards, Cheers, Thanks



Signature

• Put name first and follow other information as you wish
• Can put it into email setting as a template



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